Outreach looks at the meeting count to select an assignee for any meeting that is associated with round robin. Based on the meeting count, the Outreach team is sorted by individual from lowest meeting count to highest. This list is used to determine who should be assigned the next meeting. “Round Robin - Strict” and “Round Robin - Flexible” both count meetings in the same way.
Meeting count is specific to the meeting type. So, if a prospect books a meeting using a different meeting type, the meeting may be booked on another person’s calendar, even if the same team is applied to both meeting types.
Note Meeting counts reset each month at midnight on the 1st, based on your organization’s configured default timezone.
The meeting count is comprised of two elements. The count used to order the individuals on the team is the sum of these two elements:
- Meetings that have been booked. Booked meetings can be counted in two ways, configurable per meeting type.
- As soon as they’re booked - In this scenario, Outreach counts all meetings which were created in the current month, regardless of when they are scheduled to take place.
- If the meeting is booked to hold this month - In this scenario we count all meetings which are scheduled to take place in the current month. Meetings booked for a future month will be counted during that month and not the month in which they were created.
You can choose whether or not canceled and ‘no-show’ meetings should be included in the counts for each meeting type.
- Emails which contain “Insert Availability” links. These are considered “potential meetings”. Potential meetings count towards a user’s total until:
- A meeting is booked using the provided links
- The mailing is sufficiently old, such that it is unlikely that a prospect will ever book a meeting
Meeting reassignment is a special case. When a meeting is reassigned, the meeting is considered a canceled meeting for the original assignee, as well as a newly created meeting for the new assignee. This means that based on your settings, the meeting may count towards the current month’s totals for one, both, or neither of these users.