Setup Team Booking Types

The Agency Plan is designed to simplify team scheduling by providing flexible options that accommodate different appointment structures. 

Whether a meeting requires multiple hosts, rotation across team members (with one host selected per booking), or the ability for clients to choose a specific person, TidyCal’s advanced booking types ensure that scheduling works efficiently for both businesses and their clients.

The Agency Plan provides access to three powerful team-based booking types:

Collective Meeting Booking Type 

A Collective Meeting facilitates multi-host interactions, allowing multiple team members to meet with a client simultaneously. For instance, a website owner needing search engine optimization (SEO) assistance could benefit from such a meeting.

Specifically, a meeting with the SEO and Content Strategy Team might include a Content Specialist, an SEO Strategist, and a Technical Consultant. All these experts can join a single call with the client, offering a comprehensive strategy in one session. This eliminates the need for separate meetings by enabling each expert to provide real-time insights.

Scheduling these meetings depends on the shared availability of all selected team members; a time slot will only be offered when all participants are simultaneously free.

🛠️ How it works

• For each selected host, TidyCal checks four signals to decide whether a slot is free: the host's Default Availability schedule (in their own timezone), any busy events on their connected calendar(s), their existing TidyCal bookings from other booking types, and the booking type's own restrictions (notice period, padding, daily/weekly/monthly limits).
• A time slot appears on the team booking page only when every selected host is free on all four signals — this is the intersection of their availability.
• If even one host has a conflict on any signal, the slot is hidden from the public booking page.
• When a client books a Collective slot, TidyCal assigns the booking to all selected hosts and each host receives a calendar invite.

📌 Follow-up Flexibility: 

After a Collective Meeting, clients may continue discussions with one of the team members they've met by scheduling a Managed Booking.

Note: For Collective meetings, TidyCal will:

1. Check each host's Calendar Integration in TidyCal.
   1. All read-enabled calendars will be checked for conflicts of schedule
   2. TidyCal will check these calendars for Confirmed TidyCal bookings and Busy Events.

2. TidyCal will also take note of the host's timezone.

   
   

Additional nuances for Collective Bookings:

• Agency account owner exception: if the owner is a host on the team booking type, their Default Availability is not re-applied separately — the booking type's own schedule already represents their availability. Non-owner hosts' Default Availability is applied as a second filter.
• Ignore external calendar conflicts (toggle on the booking type's Restrictions tab): applies to the whole booking type, not per host. When enabled, calendar Busy events and cross-booking-type conflicts are skipped — only existing bookings on this exact booking type block slots, for every host.
• A slot hides if any one selected host has a conflict on any signal; Collective needs all hosts available simultaneously.

✅ Ideal for:

• Client meetings requiring multiple team members at the same time
• Team strategy sessions and group coaching
• Discovery calls with different specialists from the same team

These images represent Collective Meeting Types in a web development company, showcasing how different specialists collaborate at various project stages. 

From Discovery & Planning (strategy and SEO setup) to UI/UX Design & Prototyping (visual and content creation), Development (front-end, back-end, and technical SEO), and Content & SEO Strategy (optimizing site performance and visibility), each phase involves a dedicated group of experts working together to build and enhance a website efficiently.

Benefits of Collective Meetings

• Team collaboration — Multiple experts participate in each session, combining different skill sets
• Comprehensive service — Clients get access to your full team's expertise in one call
• Efficient scheduling — Book complex multi-person meetings without manual coordination
• Coordinated availability — TidyCal automatically finds times when all hosts are free

Common Use Cases

• Client onboarding sessions with sales and implementation teams
• Panel interviews with multiple hiring managers
• Medical or legal consultations requiring multiple specialists
• Training sessions with multiple instructors
• Technical demos requiring different team expertise

Setup a Collective Meeting Type

To set up a collective meeting type, start by following the same steps you would when building a regular (non-Team) booking type. The only difference is this time, you'll configure the Team Settings.

Here's how:

1. Log into TidyCal
2. Click Teams at the top menu
3. Click Booking types
4. Click + Create Team Booking Type
5. Fill out the required fields
6. Choose Collective Booking
7. Select the members to host this booking type
8. Complete the setup
9. Update the booking type

Round-Robin Event

Round Robin assigns each booking to one available team member automatically, without asking the client to pick a specific person.

For any given time, TidyCal checks which selected hosts are free (see How it works below). A slot appears on the team booking page when at least one host is free — this is the union of their availability. When a client books the slot, TidyCal picks the free host with the highest Round Robin priority; if multiple free hosts share the same priority, one is selected at random. There is no workload tracking and no sequential A-B-C rotation — every slot is evaluated independently.

🛠️ How it works

• Every selected host is checked individually against four signals: their Default Availability schedule (in their own timezone), busy events on their connected calendar(s), their existing TidyCal bookings from other booking types, and the booking type's own restrictions (notice period, padding, daily/weekly/monthly limits).
• A slot appears on the team booking page when at least one host is free on all four signals — the union of host availability. Hosts do not need to be free at the same time.
• When a client books a slot, TidyCal selects the free host with the highest Round Robin priority (set per host in the booking type editor's Team tab). Priorities are five levels: Highest (1), High (2), Medium (3), Low (4), Lowest (5).
• If multiple free hosts share the same priority, one is selected at random (the tie-break).
• If only one host is free at the chosen time, that host gets the booking.
• If no host is free at a given time, that time is hidden from the booking page.
• Each host needs at least one connected calendar with Reading Enabled for calendar-conflict detection to work for them. If a host has no connected calendar, only their Default Availability and existing TidyCal bookings are checked.

Additional nuances for Round Robin:

• Plan owner exception: if the plan owner is a host on the team booking type, their Default Availability is not re-applied separately — the booking type's own schedule already represents their availability. Non-owner hosts' Default Availability is applied as a second filter.
• Ignore external calendar conflicts (toggle on the booking type's Restrictions tab): all-or-nothing for the whole booking type, not per host. When enabled, TidyCal skips calendar Busy events and cross-booking-type conflicts for every host — only existing bookings on this exact booking type block slots.
• No sequential rotation: Round Robin does not cycle through hosts A-B-C-A-B-C. Every slot is evaluated independently based on priority plus random tie-break.

✅ Ideal for:

• Sales teams rotating demo calls across reps
• Support or consultation teams where any available agent can take the meeting
• One-host meetings where clients can book without picking a specific person

Examples of round robin meeting events.

Setup a Round Robin Meeting Type

To set up a round robin meeting type, start with the same steps as a regular booking type — the difference is that this time, you'll let TidyCal rotate meetings across your team automatically.

Here's how:

1. Log into TidyCal
2. Click Teams at the top menu
3. Click Booking types
4. Click + Create Team Booking Type
5. Fill out the required fields
6. Choose Round Robin
7. Select the team members to rotate through
8. Complete the setup
9. Update the booking type

Managed Meeting Booking Type

Managed Meetings provide agencies with a scalable method for implementing a standardized meeting type across multiple team members. Functioning as a template, this structure is replicated into each host's individual TidyCal account. While the core structure remains consistent, each team member is able to customize their version.

Customization options include altering the time zone, availability, or personal introductory text. These bookings are not displayed on the primary agency booking page; however, they are accessible via individual member booking type dashboards. This arrangement ensures a unique and independent experience for each agent or member while maintaining centralized control.

✅ Ideal for:

• Clients who want to continue discussions after a Collective Meeting
• One-on-one consultations with specialized team members
• Businesses that provide individual services but maintain a team-based identity

Examples of team member meeting events.

Setup a Managed Booking Type

In Managed Bookings, the agency owner gives hosts more flexibility and creative freedom — allowing them to manage their own booking calendars, descriptions, and settings — while still being branded as part of the team.

Here's how:

1. Log into TidyCal
2. Click Teams at the top menu
3. Click Booking types
4. Click + Create Team Booking Type
5. Fill out the required fields
6. Choose Managed Booking Type
7. Select team members to host this booking type.
8. Complete the setup

💳 Paid Bookings Now Available on Managed Booking Types

Free Plan members can now accept Paid Bookings 🎉

Members assigned to a Managed Booking Type can now enable paid meetings—even if they’re on the Free tier.

Important setup notes:

• The Agency Owner must first integrate a payment method (Stripe or PayPal) into the Agency account.
• Once enabled, Free Plan members can use the Paid Booking feature directly from their Managed Booking Type settings.
• Members can disable Paid Bookings from their individual settings if needed.

For Individual or Agency Plan Members:

• If the Agency Owner did not enable Paid Bookings during setup, Individual or Agency Plan members can integrate their own Stripe or PayPal accounts.
• However, if Paid Bookings were already enabled by the Agency Owner, members cannot override or replace those with their own payment accounts.

Where does the payment go?

Payments will always be sent to the account that integrated the payment method—either the Agency Owner’s or the Pro member’s, depending on who set it up.

Choosing Between Collective and Round Robin

When setting up team booking types, you'll need to choose between two scheduling modes. Here's how to decide which one fits your needs:

Collective - All Hosts Attend

Choose this when:

• Every team member needs to be present at the meeting
• You're conducting panel interviews or team consultations
• Multiple perspectives or expertise are required

Setup considerations:

• Availability will be more limited (must find common free time)
• All hosts receive calendar invites
• Best for smaller teams (2-4 people)

Round Robin - Rotate Among Team

Choose this when:

• Only one team member needs to attend each meeting
• You want clients to book without picking a specific person — TidyCal assigns the host
• You're managing sales demos, support calls, or consultations

Setup considerations:

• More available time slots (slot shown if at least one host is free)
• Only the assigned host receives the calendar invite
• Assignment is priority-based with random tie-break (not sequential, not workload-based)

Quick Comparison

💡 Tip: You can create multiple team booking types - some using Collective, others using Round Robin - based on different meeting purposes.