Group Calendars and How Bookings Are Shared
Who hosts, and how that is decided
A calendar is either Individual or Group. An individual calendar belongs to one person and every booking is theirs. A group calendar is shared by several members, and the calendar decides which of them hosts each booking.
That decision also settles who owns the lead, because the person hosting the meeting is the person who owns the relationship. It is the reason an attached group calendar takes precedence over a form's own lead routing.
This article covers what that means for a form. The allocation rules themselves — the order of the decisions, what each strategy does and how ties are broken — belong to the calendar and are set out in full in How a Host Is Chosen.
Info: The host is chosen by the calendar, not by the form. In short: the members who are genuinely free for the chosen slot are worked out first, and only then does the schedule's allocation strategy pick between them — so availability always wins, and a busy member is never given the booking. Round robin gives the booking to whoever is least busy rather than taking strict turns, random picks any free member, and sequential takes the first free member in list order. How a Host Is Chosen has the complete rules.
Tip: Check which strategy your schedule is actually set to rather than assuming. Round robin is the right choice for most teams sharing work, but it is not what a schedule falls back to on its own. The setting is on the booking schedule, and whatever the screen shows is what will be applied.
Warning: A slot with nobody free rejects the submission. If every member is busy for the time chosen, the submission does not complete and the person sees an error. This can happen between loading the form and submitting it, if someone else books the last available member in the meantime. The answers stay on screen, so the person can pick another time and submit again.
Settings that affect this, and where they live
Calendar type
Individual or Group
required
On the calendar. Individual means every booking belongs to the owner; Group means bookings are shared.
Calendar members
list of members
optional
On the calendar. Who can host. This is the list to change if leads are going to the wrong people on a booking form.
Owner takes bookings
setting
optional
On the calendar. Lets you exclude the owner from hosting while keeping them as owner — useful for a manager who administers a calendar they do not work from.
Strategy
round robin, random or sequential
optional
On the schedule. Decides between members who are all free. Check what it is set to — round robin is the usual choice but not an automatic one.
Allow member selection
setting
optional
On the schedule. Lets a booker choose who they meet. Has no effect on forms — a form never offers the choice, so the strategy always decides.
Tip: The same booking cannot be created twice. If a submission is retried, Zyntro recognises the same person booking the same slot on the same calendar and returns the original meeting instead of creating a duplicate. Two different people can hold the same slot on a group calendar, though — each handled by a different member.
