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Every meeting link books through one of two scheduling modes, Round robin or Collective, and each host you add gets a priority that decides who takes a booking when more than one of them is free.
Where
Meetings→Meeting Links
Your role needs
Read access to Meeting Links read-meeting-links. Admin, Member and Viewer have it by default.
To create or change
create-meeting-links to add one, update-meeting-links to change one, on top of the permission above.
If you cannot find this in your sidebar, your workspace may have a custom menu configuration. Contact support and we will check it for you.
Both settings live in the same place: open the link’s own settings page and the Hosts section holds the host list, each host’s priority, a calendar-readiness chip, and the Scheduling mode picker together. A link created with the New meeting link button starts with the workspace owner as its only host.

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How it behaves

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Round robin: priority, then load, then order

Round robin is the default, and it hands a booking to exactly one host. The choice is made among the hosts who are actually free for that slot, in this order:
  1. If the booking comes from a lead, and the teammate that lead is assigned to is one of those free hosts, that teammate gets the meeting outright. Continuity with the lead’s own teammate outranks everything else here.
  2. Otherwise, priority decides: give a host High, Normal or Low on the toggle next to their name, and the highest priority present among the free hosts wins, no matter how busy anyone at a lower priority is. Every host starts on High, so on a link where you never touch the toggle this step separates nobody and the next one does all the work.
  3. Among hosts at the same priority, whoever has taken the fewest confirmed bookings gets it. The count covers confirmed bookings starting any time from 30 days ago onward, with no cutoff on the future side, and it counts every meeting link the host is on, not just this one. A host you just added starts at zero, so they take the bookings at that priority until their count reaches everyone else’s.
  4. Still exactly tied: the host listed first on the link takes it. Their count goes up the moment that booking is confirmed, so the next booking at that priority goes to someone else.
A booking only counts as coming from a lead when the booker used that lead’s own personalized version of the booking URL. An outbound email addressed to a lead gets one minted into it automatically wherever it links to one of your meeting links. Anyone who reaches the booking page some other way is not matched to a lead, even if they type an address you already hold, so step 1 never fires for them. Nothing in the form controls this.
A link with a single host skips all of this: every booking that link takes goes to that host. A link with no hosts at all falls back to the workspace owner.

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Collective: everyone has to be free, and one is still the booking’s host

Choose Collective and a time is only offered when every host on the link is free at that moment, not just one of them; round robin only ever needed one. Adding a host to a collective link can only remove times from the calendar, never add to it, because each extra host is one more calendar that has to line up before a slot counts as open. Booking a collective slot puts every host on the roster into the meeting as an attendee. The same priority-then-load rule from round robin still runs on that same roster to name one of them the booking’s own host, and that is the single name the Host column shows on the Bookings table. Because every host is already in the meeting, there is no single host to swap afterwards: the Reassign host action only ever appears on a round-robin booking.

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What a missing calendar does and does not block

The chip next to each host reads Calendar connected or No calendar, depending on whether that person currently has an active calendar connected. A host you have only just added to the list carries no chip at all: readiness arrives with the saved link, not with the picker, so you see it after you save and open the link again. If the host missing a calendar is you, a Connect button sits right beside the chip; for anyone else on the roster, they have to connect their own. A host with no calendar connected is not skipped, and does not stop the link from taking bookings. It only means there is nothing from that host’s own calendar to check a slot against, so a time can still be offered even if the host is genuinely busy on something the link cannot see. What still applies either way is the bookings already confirmed through your own meeting links: those are checked whether or not a calendar is connected, and across every link the host is on, so a host without one still won’t be double-booked into two overlapping bookings made here. Only their outside calendar goes unchecked. One arrangement changes that. A calendar can also be connected to the link itself, from the card at the top of the link’s settings page. While it is connected and no host has a calendar of their own, that single calendar stands in for all of them: every host is checked against it, and a booking held by any one host blocks the whole roster. The moment a single host connects their own calendar, the link stops consulting the shared one for anybody, and each host is checked against their own calendar or, if they have none, against nothing.

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Limits

Create a meeting link

The New meeting link button creates a working 30-minute link straight away, hosted by the workspace owner until you add others.

Weekly hours and date overrides

Set the hours a link can be booked, copy them across days, and block or change a single date.

Manage bookings

Every booking made through your links in one table: join, reschedule, reassign the host, cancel or mark a no-show.

Calendar connections

Connect, reconnect or disconnect a calendar, and choose which calendars are checked for conflicts.