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

Splits bookings by each host's priority, not by a fixed rotation order:

• Every host is set to High, Medium, or Low priority, worth a 3:2:1 share of bookings

• The system tracks each host's bookings on this event over a rolling 30 days

• Each booking goes to whichever available host is furthest below their share for that window

• There's no fixed sequence — a High-priority host can take several bookings in a row if they're behind their share, and a Low-priority host still receives bookings regularly, just fewer of them

Best for:

• Teams where some hosts should take a larger share (senior reps, specialists)

• Fairness measured over weeks rather than booking-by-booking

Availability-First

Ignores priority entirely and sends each booking to whoever has the most room left in their week, relative to their own configured hours:

• Compares each host's meetings for the Monday-Sunday week containing the requested booking time (not necessarily the current week) against their weekly available hours — the week boundary is UTC, so hosts far from UTC may see it roll over a day off their local Monday

• Counts meetings across all of that host's events, not just this one, so a host fully booked elsewhere isn't treated as free

• This weekly-load comparison is separate from the live calendar check that already confirmed the host is free for this specific time slot

Best for:

• Teams with very different weekly hour commitments (full-time vs. part-time)

• Keeping everyone's calendar evenly loaded rather than balancing lead count

How Assignment Works

When a prospect books:

1. Time Selection: Prospect chooses their preferred time

2. Host Evaluation: System checks each host's calendar and availability for that exact time; only hosts who are free move forward

3. Assignment Logic, among the hosts who are free for that time:

   • Round-Robin: the host furthest below their 3:2:1 priority share over the last 30 days

   • Availability-First: the host whose week is least full relative to their own configured hours

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: splits bookings by host priority over a rolling 30 days. High-priority hosts take the largest share, but every active host keeps receiving bookings.

• Availability-first: ignores priority and sends each booking to whoever's week is emptiest relative to the hours they've made available, so a part-timer isn't treated as emptier than a full-timer.

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

• Check each host's priority. Priority sets a share: High receives about three bookings for every two that Medium receives, and every one that Low receives. If one person is on High and everyone else is on Low, that person legitimately receives the largest share of the bookings. Set all hosts to the same priority to split evenly.

• If the event was created before July 2026, its owner defaults to High priority even if nobody set it that way deliberately — new events now default the owner to Medium, but existing owners weren't migrated, so it's worth checking this host's priority even if it was never touched.

• Shares are measured over a rolling 30 days. A host who was away is favoured when they return and may take several bookings in a row until their share evens out — the 30-day window caps how far behind they can ever fall, but it doesn't stop that catch-up run from happening

• If the event uses Availability first, priority is ignored entirely — bookings go to whoever's week is emptiest

• 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