Custom Weighting for Round Robin Meetings

[heatherlodge]

I have a round robin meeting scheduler with 5 members. Is it possible to set it so that one of those people gets 65% of the meetings and the other 4 people get the remaining 35%? I've attempted to achieve this through a workflow, but it only allows a 50/50 even split with braching.

If this is not possible natively in HubSpot, is there an integration that could enable this? Thank you!

[CAgler]

I'm trying to accomplish something similar - we have 4 people who can do demos. (meetings)

• 2 users should be 100% - all demos should be allocated evenly between them.
• 2 user should only get demos when the first 2 100% users are both unavailable.

So my current rotation is:

1. User 1: 100%
2. User 2: 100%
3. User 3: 1%
4. User 4: 1%

Unfortunately this didn't acheive our goal to allow clients to schedule a meeting when the 2 primary presenters are not available.

Does anyone have a way of making this happen?

[karstenkoehler · Accepted solution]

Hi @heatherlodge,

This is already possible albeit a bit hidden under Settings > Meetings > Meeting Rotations 🙂

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Meetings

Weighted Rotation option in Meeting Rotations

July 10, 2024

What is it?

You can now create a weighted rotation for booking meetings through the CRM. Meeting rotations can be created with a weighted distribution so that you can better allocate your meetings to the right team members.

 

Why does it matter?

When using the new weighted distribution option, some members can be suggested more for meetings than others. This can be useful when rewarding top performers with more chances or easing new team members in by sending them fewer meetings. This gives sales teams more options for meeting rotations, instead of only having the standard even distribution that's available now.

How does it work?

Navigate to Settings > Tools > Meetings > Meeting Rotations to create and edit round-robin rotations that you can use for booking meetings for others through the CRM.

You'll now see a new column called "Rotation Logic" for all your rotations. This column shows which logic is used to schedule meetings among rotation members.

By default, meetings are distributed evenly so that each member has an equal number of meetings. You can now choose a different logic called "Weighted distribution."

To set a weighted distribution, create a new meeting rotation or edit an existing one by clicking on its name in the table. When you click the "Edit rotation" button, a side panel will appear where you can change rotation names, members, and distribution logic.

In the distribution logic section, use the radio button to choose between an even distribution or a weighted distribution. Note that switching your distribution logic will trigger a reset of booking counts so that we can continue to distribute meetings based on your new logic.

When switching from an even distribution to a weighted distribution for your rotation, you will notice a new column in your members table called "weight".

You can use the weight column to show how important each member is. This will decide how many meetings they get compared to others. By default, everyone gets a weight of 100%, which means they'll get an equal number of meetings.

If you change one person's weight to 100% and another's to 50%, the first person will get twice as many meetings as the second person.

You can add or remove people from your rotation without changing the percentages. This is because the weights are relative to each other.

If you want someone to stop showing up in your rotation, you can turn off their availability. This means they won't be suggested for bookings, but when you turn their availability back on, they'll join the rotation again with the same weight they had before.

Note that changing how distribution works, adding new people, or changing the importance given to people will reset the meeting counts. We do this to make sure meetings are assigned the way you want. We don't want one person to get a lot of meetings in a row because they're catching up to someone who's been in the rotation longer

Who gets it?

Meeting rotations are available on Sales Hub Professional and Enterprise or Service Hub Professional and Enterprise

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You might have to opt into this beta to get the full functionality:

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Meetings

Use Meeting Rotations in scheduling pages for weighted and even distribution

October 7, 2024

What is it?

When creating a round robin scheduling page, add a Meeting Rotation instead of individual users in order to automatically update rotation members and utilize advanced rotation logic. Rotation options include even distribution and weighted distribution.

Why does it matter?

Instead of prioritizing showing the most availability on a scheduling page before assigning a meeting, round robin scheduling pages will now offer the option of distributing the meeting assignments evenly between rotation members or assigning meetings based on a weighted rotation.

This way, teams can choose to give onboarding reps fewer meetings, assign the most meetings to the best sales reps, or give every rep an equal number of meetings.

Using a meeting rotation to populate your scheduling page members can save time. Round-robin members can be populated based on a team or a group of individuals through a meeting rotation. When any changes are made to the Meeting Rotation, those changes are reflected in all scheduling pages that use that meeting rotation. This means that you can automatically have the rotation updated when members are added or removed from a team.

 

How does it work?

Watch a short video demo prior to reading through the specifics below!

Create a meeting rotation by navigating to Settings > Tools > Meetings > Meeting Rotations.

Build the meeting rotation based on teams so that any changes to a team will be automatically applied to your rotation members. Or, select a combination of individuals to populate the meeting rotation.

Select a distribution option to determine how meetings should be rotated between members.

Once your meeting rotation has been created and your desired distribution has been set, you can navigate to your scheduling pages under Library > Meetings Scheduler.

You can edit an existing round robin scheduling page or create a new one. by clicking the "Create scheduling page" button at the top right of the screen.

Within the scheduling page configuration, navigate to the "Team members" step and select the "Edit members" button.

When adding members to the round robin scheduling pages, instead of populating members with "users," choose "use a rotation" and select your desired meeting rotation from the drop-down menu.

This will populate your round robin rotation members with the members that are a part of the meeting rotation.

If you want to make changes to this meeting rotation's users or distribution logic in the future, you can use the "Meeting Rotations" link at the top of the screen to easily navigate to Settings > Tools > Meetings > Meeting Rotations. Just know that changes made to a meeting rotation will be reflected anywhere that the rotation is being used (e.g., if you have three different scheduling pages all using the same meeting rotation, removing a member from the meeting rotation will remove them from all three round robin scheduling pages that are using that rotation).

Once your scheduling page has been saved, any visitors to that scheduling page will be booking meetings following the rotation logic set on the meeting rotation.

When the scheduling page is accessed by a visitor/prospect, they will only see the availability for the rep that is "up next" based on the rotation logic that you have set, whether that be an even distribution or a weighted distribution.

In order to be booked through a scheduling page's meeting rotation, reps must:

• have their calendar connected to HubSpot
• have their scheduling pages turned on
• have a Sales Hub Pro+ seat
• have the available toggle turned on in the Meeting Rotation settings

If, for some reason, no users are available to be booked in your meeting rotation, the page will display the email address of the scheduling link owner.

Who gets it?

Sales Pro, Sales Enterprise, Service Pro, Service Enterprise

Learn More:

Join the discussion on our Community

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Best regards!

[theMattJones]

This weighted meeting is better than it was, but I found a pretty big bug in it. I'm down to two sales reps at the moment and the main one, Alice, set at 100% is on vacation for 3 days. I have the other rep, Bob, set at 10% as overflow. I noticed that there were NO meeting times available for on the round robin while Alice is out. I surmised that she must be the next in line in terms of weight. Only when I set them both at 100% would the round robin schedule open up for Bob's wide open schedule when Alice is out. 

It took a while to debug that as one might think there is an issue with Bob's calendar rather then the weight tool. 

[KGetzman]

I am having the same issues and I have 10 people in my rotation and it will only show times that everyone is available instead of all availability.  I have tried trouble shooting calendars and nothing seems to work. 

[heatherlodge]

Yes! I think this is what I need. I've requested the beta access, and hopefully that will work. Thank you, Karsten!