Round Robin reconversion contacts

[KSergieva11]

Hi all,

Here is the following scenario: I am a user already existing in company X database and the owner/sales person is Y, and I have previously communicated with owner/sales person Y. I submit a form on the website that leads me to a round robin link and I end up booking a meeting with another sales person. Is there any way for the round robin to take into consideration the contact owner/sales person of that existing contact and only give available slots of that sales person?

[karstenkoehler · Accepted solution]

Hi @KSergieva11,

After enabling the 'Prioritize contact owner' in the meeting link settings that's exactly what should happen. More about this here: https://knowledge.hubspot.com/meetings-tool/understand-group-and-round-robin-meeting-availability#ro...

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If you turned on the Prioritize contact owner setting, when a contact schedules a meeting they will be asked to enter their email address. If they're an owned contact in your account, their owner's scheduling page will display. Keep in mind the following conditions when using this setting:

• If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is included on this team scheduling page, and is available to meet, the tool will display the available times specified in the team scheduling page's settings, not the owner's personal scheduling page.
• If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is included on this team scheduling page, and is not available, then no available times will appear and the contact can email their owner. 
• If the contact is owned but the owner is not a paid Sales Hub or Service Hub user with meetings set up or is not included on this team scheduling page, then the availability for all included team members will appear on the scheduling page.
• If multiple users are available during the selected time and the Prioritize contact owner option is not turned on, then a user who has gone the longest without being assigned a meeting will be selected.

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Best regards!

[karstenkoehler · Accepted solution]

Hi @KSergieva11,

After enabling the 'Prioritize contact owner' in the meeting link settings that's exactly what should happen. More about this here: https://knowledge.hubspot.com/meetings-tool/understand-group-and-round-robin-meeting-availability#ro...

---

If you turned on the Prioritize contact owner setting, when a contact schedules a meeting they will be asked to enter their email address. If they're an owned contact in your account, their owner's scheduling page will display. Keep in mind the following conditions when using this setting:

• If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is included on this team scheduling page, and is available to meet, the tool will display the available times specified in the team scheduling page's settings, not the owner's personal scheduling page.
• If the contact is owned and the owner is a paid Sales Hub or Service Hub user with meetings set up, is included on this team scheduling page, and is not available, then no available times will appear and the contact can email their owner. 
• If the contact is owned but the owner is not a paid Sales Hub or Service Hub user with meetings set up or is not included on this team scheduling page, then the availability for all included team members will appear on the scheduling page.
• If multiple users are available during the selected time and the Prioritize contact owner option is not turned on, then a user who has gone the longest without being assigned a meeting will be selected.

---

Best regards!

[KSergieva11]

Hi @karstenkoehler thank you, this is helpful! However, what if prior to booking a meeting the contact fills in a form and gives his address there? The meeting scheduling page appears only when a form is submitted which form has the email address in it, therefore, it will be too much to ask the contacts to add it again?

[karstenkoehler · Accepted solution]

@KSergieva11 I'm not sure I'm following. Even if that is the case, is the assumption not that the contact has previously (a while ago) converted and was assigned a contact owner? And not that between submitting a form and submitting a meeting link they're being assigned an owner? I'm not sure I understand the intended flow here.

If you could explain in more detail what the user journey looks like here and what the intended process is, I can elaborate.

[KSergieva11]

@karstenkoehler yes, sure, sorry for the confusion. 

A contact can only register and his information will become immediately available in the database. After X amount of time this same user can decide to fill in a form (to contact our sales team) and this would count as contact reconversion. Once he fills in the form, he is redirected to a round robin meeting link. Now, bare in mind that when he submitted the form, prior to seeing the meeting scheduler, he had to fill first,last name, email, etc. Then he lands on the meeting scheduler and we just want to avoid having him type his email address twice (because it is a bad user experience). I hope that makes sense

[karstenkoehler]

@KSergieva11 how are you currently passing on the email address of the contact to the meeting scheduling page? This page must receive the email address in some way or form, either through input by the user or through passing the email through from the previous page. If not, then the assignment to an existing owner won't work.