Teams, Co-Hosts & Round-Robin

Inviting team members is the first step for any team setup. Available on Elite. The full flow takes about 60 seconds.

1. Open Settings, Then Team

Settings, then Team tab. Click + Invite member.

2. Fill In The Invite Details

• Email address.
• Role (Owner, Admin, Manager, Member; see article 1.11).
• Welcome message (optional).

Click Send invitation.

3. Invitation Email

The teammate gets an email with a one-click join link. Valid 7 days.

4. If They Already Have A Bookme Account

The invitation merges their existing personal account into your workspace. They keep their event types and bookings; their old standalone account is converted into a workspace member account.

5. Once They Accept

• Their seat is added to your subscription (you are billed at next invoice).
• Their booking page works at bookme.brandid.app/book/their-username.
• They can be added to round-robin and collective events.
• They can appear on your team booking page.

6. Manage Members

Settings, then Team. Each member shows their role, status, and a three-dot menu for: – Change role. – Remove from workspace. – Reset password.

These are two team event kinds with very different semantics. Pick based on whether your meeting needs many hosts or just one.

1. Round-Robin: One Host Per Meeting, Picked From A Pool

A round-robin event books one team member per booking, picked from a pool of eligible hosts.

Use when: – Multiple reps can handle the same kind of meeting. – You want to spread load evenly. – The invitee does not need a specific person; they need an available person.

Example: A sales team with 4 reps; every demo gets one of them.

2. Collective: Multiple Hosts Per Meeting

A collective event books multiple team members onto every meeting.

Use when: – The meeting requires specific expertise from multiple people. – The invitee needs to see all the right people at once. – The meeting is a panel or co-sell.

Example: A demo with the AE + solutions engineer. A panel interview with 3 panelists.

3. Slot Availability Logic

• Round-robin: Slot is available if AT LEAST ONE pool member is free. Hosts share the load.
• Collective: Slot is available if ALL required hosts are free. Constraints stack.

This means collective events tend to have FEWER available slots than round-robin.

4. Assignment Logic

• Round-robin: Bookme picks one host using the routing strategy (least-recently-booked by default).
• Collective: All required hosts are auto-added. Rotating-pool members are picked one per pool.

5. Communication

• Round-robin: Confirmation goes to invitee and the assigned host. Other pool members are not notified.
• Collective: Confirmation goes to invitee and all attending hosts.

6. Reschedule Behavior

• Round-robin: Same host stays assigned on reschedule (no re-roll). Optional setting to re-roll.
• Collective: Same hosts stay assigned on reschedule.

7. When To Use Each

| Situation | Use | |—|—| | Sales pipeline with multiple reps | Round-robin | | Sales call needing AE + SE | Collective | | Support inbox with on-call rotation | Round-robin | | Hiring interview with panel | Collective | | Generic “ask us anything” with anyone available | Round-robin | | Founder + lead designer demo together | Collective |

A collective event mixes hosts who must always attend (required) with hosts who rotate (one from a pool).

1. Open The Event Editor

Pick the collective event. Click the Hosts tab.

2. Two Pool Types

• Required pool. Every host in this pool must be free for a slot to be offered. They all attend every meeting.
• Rotating pool. Bookme picks ONE host from this pool per booking.

You can have multiple of each. Each rotating pool independently picks one host.

3. Add Hosts

Click + Add host in either pool. Pick from your team member list.

4. Example: Panel Interview

A 4-person panel interview: – Required: Hiring manager (always present). – Rotating pool 1: 3 senior engineers (one picked). – Rotating pool 2: 2 product managers (one picked).

Result: every meeting has hiring manager + 1 engineer + 1 PM (3 attendees per meeting from a 6-person team).

5. Example: Co-Sell

A sales-plus-SE co-sell: – Required: Assigned AE. – Rotating pool: 4 solutions engineers (one picked).

6. Slot Computation

Bookme computes available slots by: 1. Intersecting every required host’s availability. 2. Intersecting that with “at least one host in each rotating pool is free.” 3. Subtracting busy times for every required host and the picked rotating hosts. 4. Returning the remaining slots.

7. Routing Strategy Per Rotating Pool

For each rotating pool, pick the routing strategy: – Least-recently-booked. – Random. – Load-balanced.

Default is least-recently-booked.

8. When To Use Only Required, No Rotating

If you want every meeting to have the same set of attendees (e.g. always you + your business partner), put them both in the required pool and skip the rotating pool. Slots are only offered when both are free.

A team booking page presents your whole team as one professional unit. Available on Elite.

1. Create A Team Page

Settings, then Booking pages, then + New booking page.

Pick Team as the page kind.

2. Set The Team Page Details

• Page name. “Acme Sales Team,” “Engineering Hires.”
• URL slug. Becomes bookme.brandid.app/team/your-slug.
• Headline and bio. Appear at the top of the page.
• Logo. Your team or company logo.

3. Add Team Members To The Page

Tick which members appear on this page. They show as a row of avatars at the top.

4. Add Event Types

Below the team members section, add the event types that should appear on this page.

You can add: – Round-robin events (one host from the team). – Collective events (multiple hosts). – Individual event types scoped to specific members.

5. Per-Member Pages

Each team member’s individual page (bookme.brandid.app/book/their-username) still exists and works. The team page is in addition.

6. Multiple Team Pages

You can have multiple team booking pages for different audiences: – /team/sales (sales team). – /team/support (support team). – /team/hiring (interview panels).

7. Custom Domain Support

Team pages work with your custom domain (article 2.6) on Elite. meet.yourcompany.com/sales becomes your sales team page.

Round-robin assignments use a routing strategy you pick. The default (least-recently-booked) is the most common and produces fair distribution.

1. Least-Recently-Booked (Default)

The host whose most recent booking from this event type is oldest gets the next one.

• 4 reps in a pool.
• All have been booked recently.
• Rep A’s last booking was Monday.
• Rep B: Tuesday.
• Rep C: Wednesday.
• Rep D: Thursday.

Next booking goes to Rep A.

2. Random

Uniformly random selection across the pool. With 4 reps, each has a 25% chance.

Good for very small teams (2 or 3 hosts) where strict fairness is less important.

3. Load-Balanced

The host with the FEWEST total bookings (this event type, this period) gets priority.

Good when you want to keep load even, not just rotate. If one rep is part-time and only does 2 days a week, they get fewer bookings naturally.

4. Availability First

Regardless of strategy, availability is always the first filter. A slot is only offered to a host who is actually free at that time. If only one rep is free at 3 PM Tuesday, they get the booking even if they were “just booked.”

5. Manual Override

You can manually assign a booking to a specific host: – Open the booking after creation. – Click Reassign. – Pick the new host.

The original host’s calendar is freed; the new host’s calendar gets the event.

6. Workload Caps

Set per-host caps on round-robin events: – Max bookings per day per host. – Max bookings per week per host.

Once a host hits their cap, they are skipped in routing for the rest of the period.

7. Routing Trail

Each booking shows in its detail panel: – Which strategy was used. – Why the assigned host was picked. – Which other hosts were considered but skipped (and why).

Helpful for debugging “why did Rep B get this booking and not Rep A?”

When a teammate leaves, goes on extended leave, or has a scheduling conflict, you can bulk-reassign their bookings to other team members.

1. Open The Team Page

Settings, then Team. Click the member with bookings to handle.

2. Click Manage Bookings

A panel opens showing all their upcoming bookings.

3. Bulk Reassign

Select bookings (one, several, all). Click Reassign.

Pick the new host: – Another specific team member. – Round-robin reassignment (pick from a pool).

Bookme: – Moves the calendar event to the new host’s calendar. – Re-issues the Zoom or Google Meet URL (if the new host has different conferencing). – Notifies the invitee with a friendly note.

4. Bulk Cancel

Alternatively, cancel all their upcoming bookings: – Bookings are cancelled. – Invitees are notified. – Refunds processed if applicable. – A custom message explains why (“Rep is no longer with the team”).

5. When To Reassign Vs Cancel

• Reassign when another teammate can absorb the work. Less invitee disruption.
• Cancel when no one else can cover, or when the meeting is no longer relevant. Cleaner ending.

6. Removing The Member After Reassignment

Once their bookings are handled, remove them from the workspace: – Three-dot menu next to their name on the Team page. – Remove from workspace.

Their seat is freed; next invoice charges one less.

7. Preserving Past Bookings

Past bookings (those that already happened) stay in the workspace history. They show the original assigned host. Removing the team member does NOT erase this history.

Team billing on Elite is per-seat, billed monthly or annually with the workspace owner.

1. The Per-Seat Model

Elite is sold per seat. Each team member counts as one seat.

• 1 seat = workspace owner.
• Each additional member = 1 more seat.

2. Billing Cycle

• Monthly: Charged monthly per seat.
• Annual: Charged annually per seat (roughly 2 months free vs monthly).

3. Adding A Member Mid-Cycle

When you invite a new member: – They join the workspace immediately. – Their seat is added to the next invoice (pro-rated for the remainder of the current cycle). – The next full invoice reflects the new total seat count.

4. Removing A Member Mid-Cycle

When you remove a member: – Their seat is freed immediately. – The next invoice has one fewer seat charge. – No refund for the remainder of the current cycle (the seat was paid for).

5. Where To See Current Charges

Settings, then Billing. Shows: – Current plan and cycle. – Current seat count. – Next invoice preview with itemized seat lines. – Past invoices.

6. Volume Discounts

Larger teams (20+ seats) get a tiered discount applied automatically. See the pricing page at bookme.brandid.app/pricing for the current tiers.

7. Free Seats

Some plans include a small number of seats at no extra cost: – Elite Standard: 3 seats included; additional seats charged. – Elite Plus: 10 seats included; additional charged.

Check your specific plan on the Billing page.

8. Downgrading From Elite

When you downgrade from Elite to Pro: – Team members become inactive (not deleted). – Only the workspace owner can take bookings. – Team-only features (round-robin, collective, team booking pages) stop functioning.

The team members and their event-type history are preserved. Upgrade again later and they reactivate.

9. Failed Seat Payment

If a payment fails for the next billing cycle: – Bookme retries the card 3 times over 7 days. – If all retries fail, the workspace downgrades to Free on day 14. – All team members become inactive. – Booking pages stop accepting bookings.

Update your payment method before the downgrade to avoid disruption.