What are round robin groups in scheduling?

Round robin groups build on the foundation of standard round robin scheduling by organizing hosts into multiple separate groups (or pools) and then assigning one host from each group per booking. Within each group, the standard round robin logic (fair rotation, least recently booked, or weights) still applies.

Without groups, a round robin scheduling system picks a single host from one pool. With round robin groups, you can create multiple pools, each with its own hosts, and the system will select one person from each group to join the meeting. The beauty is in the balance. Each group still follows fair rotation rules internally (least recently booked, weighted distribution, or priority settings) while ensuring every meeting has the right mix of expertise.

This makes round robin groups ideal when a meeting needs multiple roles, such as a sales representative and an engineer, or a recruiter and a hiring manager. Think of it as orchestrated teamwork. Where basic round robin gives you one host per meeting, round robin groups give you the perfect combination every time.

Why teams need round robin groups in scheduling

As teams scale and cross-functional collaboration becomes the norm, conventional round robin scheduling can fall short. Here are key challenges that round robin groups help you solve:

1. Role coverage guarantee
   You may require that every meeting includes certain roles (for example, sales and technical). Round robin groups ensure those roles are filled automatically without manual assignments. No more scrambling to find the right person at the last minute.

2. Fairness within roles
   Even though each meeting picks one from each group, rotation or weight logic within each group ensures that no individual is overloaded compared to their peers.

3. Consistency across meetings
   Every meeting adheres to the same structure of participation, giving clients or internal stakeholders confidence that the right people show up every time.

4. Reduced coordination overhead
   Instead of juggling who should be in each meeting manually or sending calendar invites across departments, your scheduling tool handles combinations behind the scenes.

5. Scalable team architecture
   As your team grows, you can add hosts into appropriate groups without rebuilding your scheduling process. Growth becomes seamless!

New to round robin scheduling? Start with our complete guide to round robin scheduling to learn the basics of how rotation works, then this article on groups will make even more sense as an extension.

Round robin scheduling guide ->

How round robin groups work in action

Here is what happens step by step when a booking is made under a round robin group setup:

1. You define two or more groups (for example, Group A and Group B) and assign eligible hosts into each.

2. When someone schedules a session via your booking link, the system triggers the group logic.

3. It selects one available host from each group simultaneously.

4. Within each group, selection follows the regular round robin rules (least recently booked, priority, or weights).

5. Those selected hosts are added to the meeting as attendees or hosts.

6. The booking is confirmed with that combination of hosts.

If someone's unavailable, the system moves to the next eligible person in that same group. The result? Every booking gets the right team combination without any manual intervention.

Round robin groups are an extension of round robin scheduling logic. They do not replace it, they add extra structure.

How to set up round robin groups in Cal.com scheduling app

Setting up round robin groups in Cal.com is quick and easy. Here’s how to get started:

1. Log into Cal.com
   Log into your Cal.com account or create a new one if you don’t have an account yet. Make sure you are on a Teams or Organization plan to access round robin features.

2. Create or edit an event type
   Go to the Event Types section and either create a new event type or select an existing one where you want to use round robin groups. The event type of course does have to be a round robin event type.

3. Open the round robin assignment settings
   Within the event type, navigate to the “Assignments” section. This is where you manage which team members are included in the rotation.

4. Add groups
   Click on the "Add Group" button to create your first group. Repeat this step if you need more than two groups.

5. Assign hosts to each group
   Choose the team members you want in each group. You can add individuals or sub-teams, depending on how you organize your roles.

6. Optional: set weights or priorities
   If you want certain hosts to take more or fewer meetings, you can adjust weight or priority settings within each group.

7. Save your setup
   Once you’re happy with your groups and host assignments, save the event type. From now on, every booking for that event will automatically include one host from each group.

That’s it. You’re ready to go! Your event type is now powered by round robin groups, giving your team the perfect balance of fairness and coverage in every meeting.

Common use cases for round robin groups

1. Round robin groups for sales and solutions engineering scheduling

Round robin groups ensure every demo includes both a sales rep and a solutions engineer. Sales drives value conversations while engineering covers technical details. This balance builds trust, shortens sales cycles, and guarantees prospects always meet the right mix of roles without manual coordination.

2. Round robin groups in recruiting and interview scheduling

Hiring requires multiple perspectives. Round robin groups automatically pair a recruiter with a hiring manager for each interview. Recruiters focus on cultural fit and process, while managers assess technical skills. This ensures fair evaluation, consistent feedback, and balanced workloads across both groups throughout the hiring process.

3. Scheduling customer onboarding with round robin groups

Onboarding is smoother when clients meet both an account manager and a support specialist. Round robin groups guarantee this combination every time. Account managers build trust and set goals, while support handles setup and troubleshooting. The system rotates fairly, reducing scheduling headaches and improving client satisfaction.

4. Using round robin groups for product feedback scheduling

Strong feedback requires both product and customer success perspectives. Round robin groups pair one from each group in every session. Product managers gather insights for the roadmap, while success reps provide client context. This consistent collaboration strengthens customer engagement and leads to smarter product improvements.

5. Round robin group scheduling for internal training programs

Training sessions benefit from both delivery and leadership oversight. Round robin groups assign a trainer and a department lead to each session. Trainers explain processes and tools, while leads reinforce expectations and answer role-specific questions. This dual approach keeps training engaging, relevant, and scalable.

Optimizing scheduling with round robin groups

Round robin groups bring structure, fairness, and consistency to multi-role scheduling. They solve the limitations of traditional round robin by ensuring the right mix of participants in each meeting, while still balancing workloads within each role group. For teams, enterprises, and cross-functional workflows, they are a powerful way to streamline coordination and reduce manual overhead.

Ready to simplify scheduling for your team? Sign up for a Cal.com account today and start using round robin groups to create smarter, more balanced scheduling that scales with your business.