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, an even distribution of bookings among team members, 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

• TidyCal will access each member's external calendar in their individual accounts. All read-enabled calendars will be checked for conflicts.
• TidyCal reviews each host's calendar and identifies dates when all hosts are available.
• These dates are displayed as available on the booking type.
• When a client books an available date, TidyCal assigns all hosts to the booking.
• Collective meetings are an effective way to streamline service delivery and achieve goals.

📌 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 (Go to Managed Booking ). 

✅ 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.

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

The Round-Robin Booking assigns bookings to available team members automatically. Instead of allowing clients to choose a specific person, the system selects a team member from those available on a given date. Bookings are evenly distributed

TidyCal will only display dates when all hosts are available. Once a client books a time slot, TidyCal will randomly assign the booking to one of the team members. This ensures flexibility and maximizes team availability without requiring manual selection.

🛠️ How it works

• Each host must have enabled read access to their external calendars within their individual accounts.
• TidyCal will scan each host's calendar and identify dates when hosts are available.
• TidyCal will display those dates as available for bookings.
• Hosts don't need to be simultaneously available. Confirmed bookings will be auto-assigned to the available host with the lightest load.
• If no host is available for a certain date, that date will not show as available.

✅ Ideal for:

• Sales teams managing high volumes of client bookings
• Support or consultation teams looking to balance workloads
• Businesses wanting to maximize availability across the team

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