Managing any host distribution logic

When using the Any Host Available setting, Zoom Scheduler uses round-robin logic to determine which team member receives the meeting. You can choose between two distribution modes: one that prioritizes booking speed and lead conversion, and another that balances workload distribution among team members.

Requirements for any host distribution

• Zoom Scheduler license (paid)
• Any Host Available setting enabled for your booking schedule
• Multiple team members added to the booking schedule

How to prioritize availability

The Prioritize Availability mode maximizes the available time slots shown by ensuring that if any host is available, the time slot is visible to bookers. In this mode, you can set priorities for each host to direct more meetings to specific hosts.

How availability prioritization works

1. The system searches for the host with the highest assigned priority (Highest → High → Medium → Low).
2. If multiple hosts in the same priority tier are available, the system selects the one with the lowest booking frequency.
3. Hosts continue to receive meetings as long as they're available, even if they have more bookings than their teammates.

Note: There are no booking restrictions with this mode. Hosts will keep receiving meetings until their calendar is full.

How to prioritize fairness

The Prioritize Fairness mode ensures exactly equal distribution of work across your team. It uses strict rules to prevent any single host from being over-scheduled, which may result in fewer available time slots for bookers.

How fairness prioritization works

1. The system tracks booking counts for each team member.
2. If a host has three or more bookings than the person with the fewest bookings on the team, that host is temporarily hidden from the schedule.
3. If only overbooked hosts are available, no time slots will be shown to customers, even if those hosts are technically free.

Note: This mode may prevent bookings when overbooked hosts are the only available team members, potentially resulting in lost opportunities.

Comparison of distribution modes

How to troubleshoot missing time slots

If bookers report that no times are available but your team's calendars show open slots, you likely have Prioritize Fairness enabled and some hosts are temporarily hidden due to the 3-meeting rule.

1. Check your current distribution setting in your booking schedule configuration.
2. If you need to show all possible openings, switch your setting to Prioritize Availability.
3. Alternatively, wait for other team members to receive bookings until the booking counts are more balanced.

Note: Switching to Prioritize Availability will immediately make all available hosts visible to bookers, but may result in uneven distribution of meetings.