How to use Fixed Hosts in Schedule.so team events

Fixed Hosts ensure that specific team members are always included in every meeting. This is useful when certain people must attend all bookings, such as team leads, managers, or coordinators. Instead of relying on manual selection, Schedule.so automatically includes these members in every scheduled meeting.

For example, if you run a sales team, you may want a senior manager to join every client call. With Fixed Hosts enabled, that manager will always be part of the meeting, while other team members are assigned dynamically.

Go to Event Types and click New. From the dropdown menu, you will see two options: Create New Personal Event and Create New Team Event.

Choose Create New Team Event. This opens the team event setup screen. The setup is organized into five main sections: Event Setup, Assignment, Limits, Advanced Settings, and Notifications.

Enter the event name. Use a clear name so people understand what the meeting is for. Add an event description to explain the purpose of the meeting.

Each event gets its own booking URL. This is the link you share with clients, leads, teammates, or anyone who needs to book time with you. You can change the slug to something shorter or easier to understand.

The duration decides how long the meeting lasts. This setting affects the time slots shown on the booking page. If you set the event to 30 minutes, the system will offer 30 minute slots based on your availability.

Choose a duration that fits the purpose of the meeting. Short calls may need only 15 minutes. A detailed consultation may need 45 or 60 minutes.

Next, open the Assignment section. Here, you will find the Scheduling Type setting. This decides how Schedule.so assigns team members to the meeting. You can choose between Round Robin and Collective. For this setup, we’ll use the Round Robin option.

This tells Schedule.so to assign bookings across the selected team members instead of requiring the full group to be available at the same time.

Turn on the Fixed Hosts option. Once enabled, you can select the team member who must attend every meeting. This member becomes the Fixed Host and will be included in all bookings for this event.

This ensures that required participants are never missed, regardless of which other team member is assigned.

Select the team members who can be assigned to meetings. When a booking is made, Schedule.so includes the Fixed Host in the meeting and assigns one available team member from the selected group. This setup ensures that one required participant is always present while the rest of the workload is distributed across the team.

You can also set priority for each team member. This helps control how meetings are distributed. If some team members are more experienced or should handle more bookings, you can give them a higher priority. In that case, Schedule.so will prefer assigning meetings to them more often or before lower-priority members.

If other team members should handle fewer meetings, you can assign them a lower priority so they are booked only when higher-priority members are unavailable. This gives you more control over how round robin scheduling works across your team.

You can enable the option to automatically include all workspace members. When enabled, the event stays updated as your team changes, including both current members and any new members added later. This is useful for teams that frequently grow or change.

Buffer time adds a gap before or after a booking. This is useful if you need time to prepare, take notes, travel, or simply avoid back to back meetings. Without a buffer, meetings can be placed too close together. For example, if a 30 minute meeting has a 10 minute buffer after it, the next available slot will not start immediately.

Minimum notice sets how much advance time is required before someone can book. This stops last minute bookings that you may not be ready for. If you set a 2 hour minimum notice, nobody can book a meeting starting in less than 2 hours from now. This is helpful when you need preparation time before each meeting.

This setting caps how many times the event can be booked during a selected period. For example, you may allow only 3 demo calls per day or 10 consultations per week. This prevents one event type from taking over your full schedule. Use this when you want to protect time for other work.

This controls the total amount of time that can be booked for this event within a period. Instead of limiting the number of meetings, it limits the total booked time. For example, you may allow only 240 minutes of consultation calls per week, no matter how many bookings that becomes.

This is helpful when meeting lengths vary or when you want stricter control over time spent.

This setting decides how far ahead people can book. You may not want someone booking 45 days in advance if your schedule changes often. By setting a booking window, you keep your calendar more realistic and easier to manage. This can be based on business days or a fixed date range, depending on how you want to control the window.

The Allow Guests option lets the person booking the meeting invite additional participants while scheduling. When enabled, guests receive the same invites and updates as the main attendee. This is useful for meetings where external participants like clients or stakeholders need to join. If disabled, only the booked participants and selected team members will be included in the meeting.

These settings control what information users must provide before booking. You can mark fields as required or optional to balance between collecting enough details and keeping the form quick to fill. The email field is required by default to ensure proper communication.

You can also enable email verification, where users must confirm their email before completing the booking. This helps reduce incorrect entries, fake bookings, and improves overall booking quality.

Custom questions let you collect extra details from the attendee. You can choose the input type, add a label and placeholder, and pass values using query parameters. You can ask about project needs, meeting goals, company name, or anything else relevant to the call. This helps you prepare before the meeting and makes the booking form more useful.

Brand settings let you change how the booking page looks and behaves. You can upload a social sharing image, apply your brand colors, and add a redirect after booking.

These changes help the booking page feel more like part of your business rather than a plain scheduling screen.

Open the Notifications section to control when and how messages are sent for the team event. Each notification block can be expanded and adjusted based on your workflow. You can also create a notification template from this section if needed. This lets you control communication around the booking, including confirmations, reminders, and other event-related updates.

With round robin scheduling, meetings are shared across your team one by one. Each new booking goes to the next available team member. You can set priority to control this. Team members with higher priority get more bookings, while others get fewer. This helps assign meetings quickly, keeps the workload balanced, and removes the need for manual selection.