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How does the assignment matrix work?
How does the assignment matrix work?

How Round Robin assigns meetings to your team members

Alina Stoehr avatar
Written by Alina Stoehr
Updated over a week ago

The goal of the assignment matrix is to have an overview and choose the relative frequency of the hosts for your team Meeting types. The assignment matrix is relevant for larger teams that rely on the assignment logic of Demodesk.

You can set

  • a general limit for the number of calls per day for every team member

  • a limit for a specific type of call (Meeting type) per day for every team member

  • the relative frequency of attendance per Meeting type.

The strict Round Robin can be activated in the last row of the table. If you want to know more about the difference between the strict and the flexible round-robin, click here.

How it works (relative frequency)

In the following, the logic behind the algorithm is explained based on an example:

  • The meeting is to be scheduled for the 18th of July at 2 pm via the booking link. The prospect selects the time slot on the booking page.

  • The machine checks which of your team member is available: User A, User B, and User C are free at 2 pm.

  • However, User C already has one Demo call on that day. The ABSOLUTE limit of Demo Calls (for the Meeting type Demo) is one. Therefore, User C won't be the host of the meeting.

  • Now the algorithm considers how many meetings each rep has scheduled in that week: User A has five meetings, and User B has two meetings that week.

  • It then multiplies the number for each rep with the RELATIVE value of the assignment matrix for that Meeting type and for that team member. The assignment matrix says user A has 100% and User B has 50%.

  • Finally, the user with the minimum value gets the meeting. In this case: Value for User A is 5 meetings * 1/1 = 5 and for User B it is 2 * 1/0.5 = 4. Therefore, User B will get the meeting. If two have the same value, then we choose randomly.

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