Automatic host assignment (round robin)

With Jicoo, you can automatically assign a host from the available members when a booking comes in.

Target Audience

• Those who want to automate booking management

What is this feature?

Auto Assign Hosts

Add multiple members to the booking page and set the attendance condition to "Anyone of the members attends" to enable automatic host assignment (round robin). When a guest makes a booking, a host is automatically assigned from the available members.

Choose how hosts are allocated

• Equal allocation: assigns to the list with the fewest allocations first.
• Allocation with priority: assigns to the list with the highest priority first. Among lists with the same priority, the one with fewer allocations comes first. See "Allocation with priority" for details.
• Sequential rotation: rotates through the assignment lists, starting from the one after the last selected. Available only when using assignment lists.

Specify host combinations with assignment lists

In an assignment list, you can place multiple conditions to specify host combinations. Conditions are combined with AND, and the members inside one condition are combined with OR. For one booking, one member is chosen per condition, and the same member is never chosen twice. You can also set daily, weekly, and monthly limits in minutes for each assignment list.

Members who are only notified

You can set "members to be notified only", who receive notifications about the booking's activity without being assigned. Their calendars are not used to judge bookable times. This makes it easy to keep a team manager informed.

Host setting when rescheduling

You can choose whether to reselect the host when a guest reschedules. The default is "Do not reselect", which keeps the original host.

Combining with approval

Booking requests (approval) can also be used on booking pages with automatic host assignment.

Calendar events and web meetings

When a booking is confirmed, an event is created in the assigned host's calendar. If the location is Zoom, Google Meet, or Microsoft Teams, a meeting URL is created and shared with the guest.

Slack Integration

With Slack connected, you can receive booking notifications by DM or in channels. The notification shows the assigned host's name.

How to use

On the "Members & Resources" tab of the booking page editor, select "Anyone of the members attends" as the attendance condition, and enable "Host Assign Type". Then choose the allocation method.

Requirements

• Available on the Team plan and above.
• The attendance condition must be "Anyone of the members attends".
• Adding multiple members and choosing the attendance condition requires the Team plan and above.
• If the plan no longer meets the requirement, your saved settings are kept, but automatic assignment is not applied and all members are treated as assigned.

Limitations

• Priority is a value for each list. Priority for individual members is not used for selection.
• Host selection does not refer to the answers in the booking form. To split hosts by answers, use a routing form to send guests to different booking pages.
• "Sequential rotation" does not increase or decrease allocation counts; it only records the last selected list. It does not use priority or allocation counts.
• Daily, weekly, and monthly limits on assignment lists apply only when the condition is "Anyone of the members attends" and the allocation uses assignment lists.
• Manually changing the host of a booking does not change the automatic allocation counts.