How to Set Up and Use Team Scheduling in GReminders

Team scheduling in GReminders allows you to efficiently distribute meetings across multiple team members or coordinate the entire team. It’s ideal for initial client meetings, customer support, service calls, interviews, and more.

GReminders offers several powerful team event variations to fit your needs:

• Round Robin — Randomly or priority-based scheduling that picks the best-matched available team member.
• All Together — Schedules only when all team members are simultaneously available.
• Hybrid — A combination of Round Robin and All Together.
• 2x Round Robin — Picks the best-matched member from each defined group.
• Group Round Robin — Ideal for seminars, webinars, trainings, and classes.
• Recurring Round Robin — Handles repeated meetings by assigning available members each time.

Team scheduling requires two or more users on your GReminders account and is available on any paid plan (as well as during your free trial).

Step 1: Create a Team

1. Click Create New Team.
2. Enter a Team Name.
   • Suggested Team name examples: ‘Client Review Team’, ‘Introductory Team’, ‘Tax Team’, etc.

In the Team window, use the top menu tabs:

• Overview — Create new Event Types and share booking links for this Team.
• Settings — Edit the Team Name, upload a unique Team Photo, and add a Banner (this banner appears on the team’s online scheduling calendar).
• Reports — View scheduling activity (available after events are booked).

You can create as many Teams as needed. Once you create an Event Type, you will select who will be a part of the team meeting.

Round-Robin Team Events

Round Robin meetings automatically assign new bookings to the best available team member at the selected time. Instead of having all invitees share a single calendar, GReminders checks each team member’s availability and selects the most suitable person for the client or prospect to meet with.

1. Select Round Robin as the event type.
2. Enter an event name and a short description (visible to clients when they book).
3. Set allocation:

• Leave all members at equal priority for random assignment.
• Or assign high, medium, or low priority levels to control who gets scheduled first (based on availability).

The event will appear on the Team’s page marked as Round Robin. Click View Team Link to access the public scheduling page.

How Round-Robin Scheduling Works

• The system shows all times when at least one team member is available.
• It automatically assigns the meeting to an available member based on your priority settings.
• The booked time is then blocked on the assigned member’s calendar.

Example: If Ben is busy at 2 PM on Wednesday but Phil is free, the appointment is booked with Phil.

All-Together Team Events

An All Together event is designed to bring the client and the entire team together in one meeting. GReminders looks for a time when all selected team members and the client can meet together.

1. Create a new All Together Event Type within your Team.
2. Specify the Organizer. (determines the location and any Zoom link).
3. Set other standard options (duration, availability, etc.).
4. Save.

On the scheduling calendar, only times when all team members are free will be open. Any conflict from even one member blocks that slot.

Note: A scheduled All-Together meeting appears on every team member’s calendar.

Reminders for Team Events

• Round-Robin events: Each team member must have Client Reminders enabled on their GReminders account. The user’s account chosen from the round robin distribution will be used to send the Client Reminders.
• All-Together events: The Organizer’s account will be used to send the Client Reminders.

Additional Team Event Variations

Beyond basic Round Robin and All Together, GReminders supports:

• Hybrid Events
  • Hybrid events combine solo or team meetings with a round robin participant. GReminders first gathers everyone from one side (an individual or a full team) and then automatically selects the best available person from another team to join. This setup is perfect when you want a consistent group to meet with a rotating participant from another team.
• 2x Round Robin
  • Round Robin “Squared” events automatically select one available person from each of two groups to create a meeting. GReminders checks each team member’s availability and pairs the best match from each side. This ensures fair rotation across teams while scheduling meetings efficiently without manual coordination.
• Group Round Robin
  • Round Robin for webinars or classes automatically assigns each registrant to the best available instructor or host. GReminders checks availability across your team and evenly distributes attendees so every session is staffed efficiently. This is ideal for training sessions, group classes, or educational webinars where multiple instructors or facilitators rotate to handle participants.
• Recurring Round Robin
  • Round Robin meetings automatically assign new bookings to the best available team member at the selected time. That same person will hold the recurrence.

These options provide flexibility for complex scheduling needs.

Key Benefits of Team Scheduling

• Ensures someone is always available for initial appointments, support, or service calls.
• Distributes workload fairly (or by priority).
• Automates assignment based on real-time calendar availability.
• Supports both in-person and virtual meetings (Zoom, Teams, Google Meet, etc.).
• Provides clear reporting and individual/team booking links.

Team scheduling is a powerful tool included in GReminders paid plans to help your firm or organization run more efficiently.

That’s it! Any questions? Please email [email protected]

Happy Scheduling!