Multi-Host Events

Overview

With multi-host events:

• One booking link serves multiple team members
• System automatically assigns the right host
• Each host's calendar is checked for availability
• Meetings appear on the assigned host's calendar

Event Scope

Every event is either a personal event or a team event. SalesCal sets this automatically, based on how many hosts the event has — there is no manual toggle.

Personal Events (Default)

• A single host (the event creator)
• All bookings go to that host

Team Events (Multi-Host)

• More than one host
• Bookings are distributed across the active hosts based on the distribution method

Add a second host and the event becomes a team event; remove hosts until one remains and it reverts to a personal event.

Creating a Multi-Host Event

1. Go to Events and open (or create) the event
2. Open the Hosts tab
3. Click Add Host and choose the team members who should receive bookings
4. Once the event has more than one host it becomes a team event automatically
5. Choose a Distribution Method
6. Save the event

Distribution Methods

Round-Robin

Cycles through team members in order:

• Prospect 1 → Team Member A
• Prospect 2 → Team Member B
• Prospect 3 → Team Member C
• Prospect 4 → Team Member A (cycle repeats)

Best for:

• Equal distribution of leads
• Fairness across team members
• Predictable assignment

Availability-First

Assigns to the team member with the most availability at the selected time:

• Checks each member's calendar
• Considers existing meetings and blocks
• Selects the most available person

Best for:

• Maximizing booking success
• Teams with varying schedules
• High-volume booking scenarios

How Assignment Works

When a prospect books:

1. Time Selection: Prospect chooses their preferred time
2. Host Evaluation: System evaluates available hosts
3. Assignment Logic:
   • Round-Robin: Next person in rotation who is available
   • Availability-First: Person with fewest conflicts
4. Meeting Creation: Booking assigned to selected host
5. Calendar Sync: Event created on host's calendar

Team Member Requirements

For a team member to receive bookings:

• Must be added to the team event
• Must have availability set for the booking time
• Calendar must not have conflicts (if calendar connected)
• Must be active (not disabled)

Viewing Assignment Details

Each meeting shows:

• Assigned Host: Who received the booking
• Assignment Method: Round-Robin or Availability-First
• Assignment Reason: Why this host was selected

View this information in the meeting details.

Managing Team Members

Adding Members

1. Go to event settings
2. Find Team Members section
3. Click Add Member
4. Select from your team
5. Save

Removing Members

1. Go to event settings
2. Find the team member
3. Click Remove
4. Existing bookings remain with that member

Temporarily Disabling

If a team member is unavailable (vacation, leave), switch their Active toggle off in the event's host list. While a host is inactive:

• They receive no new bookings
• Their availability is excluded from the event's combined calendar
• Existing bookings stay with them
• Switch the toggle back on when they return

If every host on a team event is inactive, the event shows no available times and takes no bookings — it does not fall back to the event owner or anyone else. Keep at least one host active to keep the event bookable.

Team Event URLs

Team events use a company-branded URL structure:

https://yourdomain.com/b/[company-slug]/[event-slug]

Example: https://app.salescal.ai/b/acme-corp/sales-discovery

This URL:

• Looks more professional than user-specific URLs
• Remains stable even if team changes
• Can be shared on company website and materials

Availability Aggregation

For team events, the calendar shows combined availability:

• Time slots appear if any team member is available
• More team members = more available slots
• Individual conflicts don't block slots if others are free

Best Practices

Balance Your Team

• Keep team sizes manageable (3-8 members)
• Ensure coverage across time zones if needed
• Monitor distribution for fairness

Set Consistent Availability

• Team members should have similar availability
• Gaps in one person's schedule filled by others
• Coordinate on vacation/time-off coverage

Use Appropriate Distribution

• Round-Robin: When all leads are equal value
• Availability-First: When booking success is priority

Monitor Performance

• Track bookings per team member
• Review meeting outcomes by assignee
• Adjust team composition as needed

Troubleshooting

No Available Slots Showing

• Verify at least one team member has availability
• Check all members' calendars for conflicts
• Ensure team members are added to the event

Same Person Getting All Bookings

• Verify round-robin is selected if desired
• Check other members' availability settings
• Ensure calendar connections are working

Bookings Going to Wrong Person

• Review the assignment reason in meeting details
• Check calendar sync status for all members
• Verify availability settings are correct

Related Guides

• Team Setup - Creating and managing your team
• Roles & Permissions - Team member access levels
• Weekly Schedule - Setting team availability