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You can use Adversus to book meetings and invite consultants directly in their calendar. If you're wondering how you get started with the booking module, you can read more about that here.
Usually, agents first need to decide which consultant they want to schedule for a meeting. After a consultant is chosen, the agent will get an overview of their calendar, thus their availability for a meeting.
The round robin feature provides a faster workflow for agents finding a relevant consultant based on a given timeslot, and automatically ensures a fair distribution of meetings between consultants. The agents will not know which consultant they book, but is instead booking based on when consultants are available.
Let's go through the setup of it all. The bookings round robin feature is enabled on a campaign basis.
Setup
Go to Settings in the menu on the left and choose Campaigns.
Locate the campaign you'd like to edit.
Go to Bookings in the top bar menu.
In the settings, choose Specific consultants, select which consultant, you want to include, and set the Booking mode to Round Robin.
Now, you're presented with two settings:
Meeting timeslot length
Input a fixed meeting length. When agents book meetings in consultants' calendars, the length can't be under the length you input here.
Max meeting duration
Input a maximum meeting duration. When agents book meetings in consultants' calendars, the length can't exceed the max meeting duration.
Please note that when you enable bookings round robin, the campaign's settings will overrule the consultants' user settings.
The affected calendar user settings are:Meeting duration in hours
In round robin mode the campaign will instead use Meeting timeslot length.
Book at most X days in advance
In round robin mode the campaign will use a default 30 days.
Calculate driving time
In round robin mode it will not be possible to input the driving time buffer when using round robin.
Overlapping events
In round robin mode It will not be possible to book if there are other events clashing with the meeting time.
Show event details
In round robin mode It will not be possible to see event details from consultants' calendars, since Adversus is looking at all available consultants.
The round robin selector will take each consultant's working days into account, so it's still not possible to book a consultant, if they aren't available based on their working days. On top of that, if one consultant only works half as many days compared to another consultant, the round robin selector only allocates half as many meetings during the week to even out the meeting ratio (assuming they both have the same round robin priority).
Click Save in the bottom right corner when you are done.
When enabling round robin, you will find a new calendar user setting called Round robin priority weight. This setting determines the priority of each consultant, e.g., if the weight is set to 0.5, Adversus will at any time try to assign the consultant half as many meetings compared to other consultants.
If that's something you'd like to adjust, go to Users in the menu on the left, locate the calendar user and scroll down to Round robin priority weight under Booking settings.
How does it work from the agent's point of view?
When an agent is located on a round robin booking campaign, they'll see a Show calendar button instead of the usual dropdown.
When they want to book a meeting, click Show calendar. They will now see a calendar widget with available timeslots. Here, all consultants' availability are considered.
Together with the lead/customer, they can now find a suitable time for the meeting and book directly in the calendar.
The booking is now saved in the consultant's calendar - exactly as you're used to.