Flexible and strict round robin

With the choice between Strict Round Robin and Flexible Round Robin, you can tailor the meeting booking experience to align with your team's operational needs and objectives. This guide outlines how to configure your preferred round robin method and dives into the specifics of each approach, complete with practical examples to illustrate their application in real-world scenarios.

Configuring Round Robin Settings

To set up your round robin method in Distro, start by accessing your router's configuration:

1. From the Distro interface, navigate to "Distribution Rules" found within the left navigation panel of your chosen router.

2. Use the dropdown menu to select your desired meeting distribution method—either Strict or Flexible Round Robin.

3. Save your settings to apply the changes.

Strict round robin

The Strict Round Robin approach ensures a sequential and equitable distribution of meeting opportunities among your team members. When a prospect initiates the booking process, they are presented with the available time slots of the next team member in the predetermined round robin sequence. This method guarantees that each member receives meetings in a fair and orderly manner, without any bias.

• Example Scenario:

  • Team Composition: Alex, Taylor, and Jordan employ the Strict Round Robin method.

  • Process: Starting with Alex, the round robin sequence dictates that Sam's booking shows only Alex's slots, leading to an even spread of meetings as the sequence progresses through Taylor and Jordan.

  • Outcome: Each team member receives meetings turn by turn, promoting an equal workload distribution and preventing overburdening.

Flexible round robin

The Flexible Round Robin method offers prospects a view of all available time slots across team members for any given day, thereby increasing the likelihood of meeting bookings by presenting a wider range of scheduling options. When multiple members are available for the same slot, the system allocates the meeting to the one with the fewest scheduled meetings, maintaining balance in workload distribution.

• Example Scenario:

  • Team Dynamics: Alex, Taylor, and Jordan apply the Flexible Round Robin method.

  • Booking Process: Casey, a prospect, chooses a slot available to both Taylor and Jordan, leading to an assignment based on current meeting counts or randomly if counts are equal.

  • Result: This approach not only ensures a fair share of meetings for each team member but also enhances the booking experience for prospects by offering more flexibility and availability.

Whether your team benefits more from the predictability and fairness of Strict Round Robin or the flexibility and increased booking potential of Flexible Round Robin, Distro provides the tools to optimize your meeting distribution strategy. By understanding and applying the method best suited to your team's needs, you can enhance both team efficiency and prospect satisfaction.

Components of a Distro Router:

1. Forms: This is the initial information provided by the lead on your website. It's the starting point of the lead's journey in your system.

2. Ownership Rules: These rules are designed to align each lead with a specific Distro user, primarily utilized for associating existing CRM contacts with their respective owners or implementing account-based marketing strategies.

3. Distribution Rules: These are designed to qualify leads and allocate them either according to custom criteria or through a round-robin system when a meeting is deemed necessary.

4. Event Type: they allows you to determine the nature of meetings that are organized once a lead completes a specific form and qualifies for a meeting.

Creating a Form Router

Configure your Form Router

Select a Matching Form

Before you can start distributing leads, you'll need to connect your inbound form with Distro. This connection lets you use any information collected in your form – whether it's shown to users or collected behind the scenes – to create smart routing rules for your leads.

Select Ownership Rules

Distro automatically checks if there's already a relationship established in your CRM. If there is, the lead gets directed to the right sales rep, ensuring consistent communication and avoiding any mix-ups in ownership.

These ownership rules are evaluated in order, from top to bottom. The first rule that matches will be applied, so it's important to arrange your rules in order of priority.

Your account comes pre-configured with these ownership rules:

1. Companies: New bookings are assigned to the existing company owner

2. Contacts: New bookings are assigned to the existing contact owner

3. Leads: For Salesforce users, new bookings are assigned to the existing lead owner

Select Distribution Rules

When new leads or meetings come in without existing relationships in your CRM, Distro uses distribution rules to assign them to your sales team. These rules ensure leads are fairly and efficiently allocated based on your team's needs and structure.

These distribution rules are evaluated in order, from top to bottom. The first rule that matches will determine the assignment, so arrange your rules with the most specific conditions at the top.

Your account can be configured with various distribution methods:

1. Round-Robin: Automatically rotates leads among team members

2. Territory-Based: Assigns leads based on geographic or market segments

3. Custom Logic: Routes leads based on specific criteria like deal size, industry, or product interest

Change settings of Form Router

Form Router Name

Enter a descriptive name for your router that helps identify its purpose (e.g., "Account Executives - NA"). This name will be used throughout Distro to reference this specific routing configuration.

Event Type Selection

Choose which type of meeting this router should schedule. You can select from your existing meeting types that have been configured as booking forms.

Meeting Notes

• Enable "Allow prospects to add notes to their booking" to let prospects provide additional context or questions when scheduling their meeting

• When enabled, prospects can share important information that helps prepare your team for the meeting

Email Processing

• Enable "Remove suffixes from prospect emails after '+'" to standardize email handling

• This helps prevent duplicate leads and ensures consistent matching in your CRM

Redirect URLs

Configure where prospects should be directed after different booking outcomes:

Successful Booking

• Set the "Booked Meeting Redirect URL" to specify where prospects are sent after successfully scheduling a meeting

No Booking

• Set the "No Booking Redirect URL" to specify where prospects are sent when no booking has been made.

Disqualified

• Set the "Disqualified Redirect URL" to specify where prospects are sent if they don't meet qualification criteria

Select How Distro Sync Data to CRM

Configure how Distro should create and update records in your CRM when leads submit forms and book meetings. These settings ensure your CRM data stays accurate and up-to-date.

Install Form Router

After configuring your router settings, you'll need to install the router on your webpage to start capturing and routing leads. Add the following code snippet to your website:

1. Copy the router code snippet

• Add this code to your website's HTML, preferably just before the closing </body> tag

• The code includes Distro's JavaScript library and your unique router configuration

javascriptCopy<script type="text/javascript" src="https://app.distro.so/inbound.js"></script>
<script type="text/javascript">
window.distro = new Distro({ routerId: '36' })
distro.schedule('#hsForm_3c2cf1b6-c45d-47c2-a06d-ccc792b37595')
</script>

1. Verify installation

• After adding the code, verify that your form is properly connected to Distro

• Test the form submission to ensure leads are being routed correctly

Click routers create trackable links that intelligently route prospects to the right team members based on your configured rules. They're perfect for email campaigns, marketing materials, and website CTAs.

When to Use Click Routers

• Email Campaigns: Send personalized booking links that route to the right rep

• Marketing Materials: Include smart links in PDFs, presentations, or digital content

• Website CTAs: Replace generic "Book a Demo" buttons with intelligent routing

• Account-Based Marketing: Route prospects from target accounts to specific reps

Creating a Click Router

Configuration Options

Basic Settings

Real-life example: A sales team creates separate click routers for different regions (NA, EMEA, APAC) with region-specific meeting types and team assignments.

Ownership Rules

Ownership rules determine if a prospect already has an owner in your CRM. When enabled, the system checks if the prospect exists in your CRM and routes them to their assigned owner.

How it works:

1. Enable ownership matching by toggling "Do you want to assign prospects to existing CRM record owners?"

2. When a prospect clicks your link, the system checks your CRM for matching records

3. If a match is found with an owner who's a user in your system, the meeting is assigned to them

4. If no match or no owner is found, fallback assignment rules apply

Real-life example: An enterprise SaaS company uses ownership rules to ensure that when existing customers click on educational webinar links, they're always routed to their assigned account manager rather than a new sales rep.

CRM Record Lookup Options

Distribution Settings

If no owner is found or ownership matching is disabled, meetings are distributed according to these settings:

Round Robin Types

Real-life example: A company's SDR team uses weighted distribution for their main demo request link, giving senior reps a weight of 3 and new reps a weight of 1 during their first month to help with ramping.

Advanced Assignment Features

The system includes several advanced assignment features:

• Resettable Round Robin: Assignments reset on a daily, weekly, or monthly basis

• Vacation Compensation: Users on vacation are skipped, and their assignments are compensated when they return

• Meeting Credits: Administrators can assign credits to specific users to prioritize them in the assignment queue

• Recent Assignment Memory: If the same email address books within a 2-hour window, they'll be assigned to the same rep

Real-life example: A company uses meeting credits to ensure new sales reps get priority in the assignment queue for their first week, helping them build their pipeline quickly.

CRM Integration

Real-life example: A marketing team configures their webinar registration click router to automatically create contacts in HubSpot and assign the webinar host as the contact owner, ensuring proper follow-up.

Installation Examples

HubSpot Email Campaign

Outreach Sequence

Website Button (with Google Analytics tracking)

Monitoring Performance

Track the performance of your click routers through the analytics dashboard:

• Click-to-meeting conversion rates

• Distribution accuracy

• Rule match effectiveness

• User assignment statistics

Regularly review these metrics to optimize your routing rules and improve conversion rates.

Troubleshooting

Best Practices

1. Use descriptive names for your click routers that indicate their purpose and target audience

2. Start with simple rules and add complexity as needed

3. Test your click routers before using them in production campaigns

4. Monitor performance regularly and adjust settings as needed

5. Use different click routers for different campaigns to track performance separately

6. Include UTM parameters in your links to track campaign performance in your analytics tools

This documentation outlines the process of integrating Distro's scheduling functionality with custom HTML forms on your web pages.

How to Map Your Custom HTML Form

Mapping Your Custom HTML Form Fields

This documentation outlines the process of integrating Distro's scheduling functionality with Marketo forms on your web pages.

How to Map a Marketo Form

Distribution History helps you track and manage how meetings are distributed among team members. This feature provides transparency into meeting assignments and helps ensure fair distribution of workload across your team.

Administrators can view assignment distribution statistics including:

• Number of bookings assigned per team member

• Upcoming bookings

• Completed bookings

• Cancelled or no-show bookings

• Distribution weightage

Ownership Rules help you automatically match incoming prospects with existing records in your CRM system. This allows you to:

• Maintain data consistency by matching prospects with existing contacts/leads/companies

• Route prospects to the right owner based on existing relationships

Creating an Ownership Rule

Setting Up Your Ownership Rule

Types of Matching

Adding Conditions

Additional conditions allow you to refine when an Ownership Rule should be applied. While the primary ownership condition checks for contact/company ownership, additional conditions let you evaluate specific CRM field values before assigning the meeting.

Example Scenarios

Group Logic: AND
Conditions:
- Company Size > 1000
- Industry != "Small Business"

Group Logic: OR
Conditions:
- Lead Status = "Hot"
- Customer Tier = "Enterprise"
- Priority Level = "High"

Condition

Each condition consists of three parts:

1. Field - The CRM field you want to check

2. Operator - How you want to compare the field value

3. Value - What you're comparing against

Condition Groups

• Conditions can be organized into groups

• Each group can use either:

  • AND logic - All conditions in the group must be true

  • OR logic - Any condition in the group can be true

Assigning Meeting

When a prospect matches with an existing record in your CRM as well as with your conditions, you have two options for assigning the meeting:

Update CRM Owner

When an Ownership Rule is triggered, you can automatically update the record owner in your CRM (HubSpot or Salesforce). This ensures that the ownership in your CRM stays synchronized with your routing assignments.

Advanced Meeting Options

Advanced meeting options allow you to customize additional settings for meetings that are booked through this rule. These settings help you ensure consistency and save time by automating guest additions and meeting type selection.

Override default meeting settings: lets you use different meeting settings than what's configured in your router.

Routing in Distro helps you efficiently connect prospects with the right members of your sales team. These features ensure that incoming leads are properly qualified and directed to the most appropriate sales representatives.

There are two types of routers for now:

Installing a Distro Router on your Framer website enables you to efficiently qualify and route bookings that come from form submissions. This integration connects your Framer forms with Distro, allowing for automated meeting scheduling based on your configured routing rules.

Installation Steps

<script type="text/javascript" src="https://app.distro.so/inbound.js"></script>
<script type="text/javascript">
window.distro = new Distro({ routerId: 'replaceWithRouterId' })
distro.schedule('#replaceWithFormId')
</script>

Verifying Installation

After adding the code:

1. Save your changes in Framer

2. Preview your page to ensure it loads correctly

3. Test the form submission to confirm that the Distro scheduling process activates

Important Notes

• The code must be placed in the "End of <body> tag" section to ensure proper loading

• The form selector (e.g., #contact_sales) must match exactly with your form's ID

• If you have multiple forms on your page, you'll need to specify the correct form selector

By following these steps, your Framer website will be successfully connected to Distro, enabling automated meeting scheduling for your qualified leads.

Event types allow you to define the different types of meetings you want your customers to be able to schedule with your sales team.

For example:

1. SDR teams to qualify your prospects.

2. AE reps to give product demos and close deals.

3. Implementation or Success teams to help your prospect successfully implement your product.

It also lets you create personalized calendar invites and reminder templates that can be sent based on the type of meeting booked.

Rules in Distro are powerful conditions that determine how your inbound meeting requests are handled. They help you automatically route meetings to the right team members based on various criteria from your HubSpot data.

There are two types of Routing Rules:

• Ownership Rules

• Distribution Rules

Form field mapping in Distro connects your web form fields to your routing system, enabling intelligent meeting distribution based on the information your prospects provide.

How to map your web forms

Supported Forms

Creating an Event Type

To create a new event:

Configuring Your Event Type

Internal Settings

Internal Title

This is the name of the event type. This is only visible in your dashboard.

Internal Description

This is a detailed explanation of your event. It will assist you in recalling the purpose of the particular event type.

Duration Settings

Fine-tune your meeting schedule with:

Duration

Set fixed meeting lengths - Quick check-ins (15-20 min), Standard meetings (30-45 min), In-depth discussions (60-90 min).

Time-slots intervals

Control start times - 15-minute increments for maximum flexibility (9:00, 9:15, 9:30, 9:45), 30-minute increments for balanced schedule (9:00, 9:30, 10:00), or 60-minute increments for hourly starts.

Buffer Times

Add 0-30 minutes before events (prepare materials, join early, quick breaks) and after events (follow-up notes, send materials, travel time).

Language and time settings

Make your booking experience feel familiar to your visitors by choosing appropriate regional settings.

Language Settings

• Set your booking page and email notifications to English or French

• Important: Custom text (greeting message and description) must be written in your chosen language, as they won't be automatically translated

Time Format

• 12-hour format (2:30 PM) for US/UK audiences

• 24-hour format (14:30) for European audiences

Widget Settings

Greeting text

This text appears above the booking slots and is the first interaction your prospect will have with your scheduling page.

Description text

Provide a description of the event type to your prospects, for instance: we will investigate your use case and see how Distro can help you.

Inherit Availability

Booking Window

Set minimum notice (immediate to 2 days) and booking window (15-90 days, example: 30-day window limits bookings to next month only).

Calendar Invites

Make your calendar invites informative and professional. The rich text editor lets you create detailed event descriptions including:

• Meeting agenda

• Preparation instructions

• Join links and contact information

Personalize your invites using variables like {{meeting.title}} to automatically insert meeting details.

Calendar Title Variables

Calendar Description Variables

Email Reminders

Keep everyone on track with customizable email reminders. You can set reminders at different intervals:

Short notice:

• 30, 45, 60, 75, or 90 minutes before

• 2-5 hours before

• 1-2 days before

For each reminder, customize both the subject line and message content to include relevant preparation materials and access instructions.

Personalize your reminders using variables like {{meeting.title}} to automatically insert meeting details.

Reminder email subject

Reminder email description variables

Distribution Rules help you automatically route meetings to the right team members based on specific criteria and conditions. These rules ensure efficient and intelligent distribution of meetings across your sales team.

Distribution Rules allow you to:

• Route meetings based on specific criteria from your forms or CRM data

• Implement round-robin distribution among team members

• Set up territory-based routing

• Create custom routing logic based on multiple conditions

Creating a Distribution Rule

Setting Up Your Distribution Rule

Adding Conditions

Additional conditions allow you to refine when a Distribution Rule should be applied. You can base condition on the form data or a CRM record.

Condition

Each condition consists of three parts:

1. Field - The CRM field you want to check

2. Operator - How you want to compare the field value

3. Value - What you're comparing against

Condition Groups

• Conditions can be organized into groups

• Each group can use either:

  • AND logic - All conditions in the group must be true

  • OR logic - Any condition in the group can be true

Assign Meeting

There are two main ways to distribute meetings among team members:

Meeting assignments also takes into consideration the selected distribution method in your Form Router.

Strict Round-Robin

Flexible Round-Robin

Assign weightage

Weights determine how many meetings each team member receives compared to others. Think of it like sharing a pie: if one person has a weight of 2 and another has a weight of 1, the first person will get about twice as many meetings over time.

The system tracks monthly assignments to maintain this ratio while ensuring no one gets overloaded. For new team members, the system automatically adjusts their weight based on when they joined, helping them integrate gradually into the rotation.

Update CRM Owner

When a Distribution Rule is triggered, you can automatically update the record owner in your CRM (HubSpot or Salesforce). This ensures that the ownership in your CRM stays synchronized with your routing assignments.

Advanced Meeting Options

Advanced meeting options allow you to customize additional settings for meetings that are booked through this rule. These settings help you ensure consistency and save time by automating guest additions and meeting type selection.

Override default meeting settings: lets you use different meeting settings than what's configured in your router.

As an administrator, you can manage booking links for all users in your organization. This guide explains how to create, edit, and monitor booking links across your team.

Creating Booking Links for Team Members

To create a booking link for another user:

Filter Booking Links by Team Member

When viewing all booking links:

• Use the User filter dropdown to find links for specific team members

• Enter a team member's name or email in the filter search box

• Click "Apply" to filter the list

• Use "Clear all filters" to reset your view

Distro integrates with HubSpot to streamline your meeting scheduling workflow and keep your CRM data synchronized. This integration allows for automatic contact creation, updates, and meeting management in HubSpot.

Connect Distro with HubSpot

What Distro Does with Your HubSpot Account

Contact Creation

When enabled in your router settings, Distro can:

• Search for existing contacts by email

• Create new contacts if no matching contact is found

• Populate standard contact fields with booking information

Contact Updates

When enabled, Distro can:

• Update existing contact information when matches are found

• Modify contact properties with new booking data

• Update contact ownership based on meeting assignments

Meeting Management

Distro creates and manages meetings in HubSpot by:

• Creating meeting records when bookings are confirmed

• Updating meeting statuses (Scheduled, Rescheduled, Completed, No Show, Cancelled)

• Linking meetings to associated contacts

Setting meeting properties:

• Meeting title

• Start and end times

• Meeting location (Remote)

• Meeting status

• External meeting URL

Create Custom Properties to Contacts

Distro transmits information about meetings and prospects by creating custom properties in HubSpot:

What Happens When a Form is Submitted?

Teams in Distro allow you to group sales representatives together for automated meeting distribution. You can use round-robin or custom logic to distribute leads among team members, making it easier to manage meeting assignments efficiently.

Creating a Team

Adding/Removing Members to a Team

When a Distribution Rule evaluates to true and a meeting is created, the meeting will be assigned to either a single user or a team depending on the rule's distribution type.

Managing availability of a Team

For each day of the week, you can set specific time slots by selecting start and end times from the dropdown menus. Click the "+" button to add multiple time slots for a day to accommodate different schedules and time zones.

Prospects will be able to book time slots according to the timezone of the team and the team availability.

Download the Chrome Extension

Distro allows you to create multiple customized booking links for different purposes, such as client meetings or prospect calls. These links enable others to book time with you directly, eliminating back-and-forth scheduling conversations.

Creating a New Booking Link

Configuring Your Booking Link

Language and time settings

Make your booking experience feel familiar to your visitors by choosing appropriate regional settings.

Language Settings

• Set your booking page and email notifications to English or French

• Important: Custom text (greeting message and description) must be written in your chosen language, as they won't be automatically translated

Time Format

• 12-hour format (2:30 PM) for US/UK audiences

• 24-hour format (14:30) for European audiences

Greeting text: this text appears above the booking slots and is the first interaction your prospect will have with your scheduling page.

Description text: provide a description of the event type to your prospects, for instance: we will investigate your use case and see how Distro can help you.

Duration and Scheduling

Fine-tune your meeting schedule with:

Duration

Set fixed meeting lengths - Quick check-ins (15-20 min), Standard meetings (30-45 min), In-depth discussions (60-90 min).

Time-slots intervals

Control start times - 15-minute increments for maximum flexibility (9:00, 9:15, 9:30, 9:45), 30-minute increments for balanced schedule (9:00, 9:30, 10:00), or 60-minute increments for hourly starts.

Buffer Times

Add 0-30 minutes before events (prepare materials, join early, quick breaks) and after events (follow-up notes, send materials, travel time).

Booking Window

Set minimum notice (immediate to 2 days) and booking window (15-90 days, example: 30-day window limits bookings to next month only).

Calendar Invites

Make your calendar invites informative and professional. The rich text editor lets you create detailed event descriptions including:

• Meeting agenda

• Preparation instructions

• Join links and contact information

Personalize your invites using variables like {{meeting.title}} to automatically insert meeting details.

Calendar Title Variables

Calendar Description Variables

Email Reminders

Keep everyone on track with customizable email reminders. You can set reminders at different intervals:

Short notice:

• 30, 45, 60, 75, or 90 minutes before

• 2-5 hours before

• 1-2 days before

For each reminder, customize both the subject line and message content to include relevant preparation materials and access instructions.

Personalize your reminders using variables like {{meeting.title}} to automatically insert meeting details.

Reminder email subject

Reminder email description

Widget Options

Your booking page represents your brand. Consider these customization options:

Branding Elements:

• Add your company logo

• Display your profile information

• Create a custom URL slug

Confirmation Page

When someone books a meeting, you can:

• Show them the standard confirmation page with booking details

• Redirect them to a custom URL (must include complete web address)

How to Set Up Your User Profile in Distro

Access the My Profile tab

1. From the side navigation bar, select “Settings.”

2. Click on “My Profile.”

Ensuring your timezone is correctly set in Distro helps in synchronizing your bookings and interactions with others.

Upload a profile picture

1. In the Avatar section, click on the avatar icon. This will open the file selector.

2. Choose a preferred image to set as your profile picture.

Setting your timezone

Ensuring that your availability is accurately reflected in Distro is crucial for maintaining control over your schedule and making sure that meetings are booked at convenient times.

Here’s how to set your availability:

Simply go to Settings and click on My availability to specify the days and times when you are open to accepting meetings. This way, you can manage your workload and avoid double-bookings or scheduling conflicts.

Take charge of your calendar today with Distro's easy-to-use availability settings!

A well-organized team structure within your Distro workspace is key to a smooth operation. Managing members, handling invitations, and defining user roles are fundamental to maintaining order and clarity.

Here's how to manage your team within Distro:

• Manage Members: Keep your team’s details up-to-date. You can add or remove members, update their information, or change their roles as necessary.

• Manage Invitations: Control who gets access to your workspace. Send out invitations to new members, track pending invites, and manage follow-ups for those who haven't yet responded.

• Types of Users: Assign the correct roles to your team members. Distinguish between Members, who have standard access, and Admins, who are granted administrative privileges for broader control over the workspace.

Effective team management ensures that everyone has the appropriate level of access and that your workspace remains secure and efficient.

Personalizing your Distro workspace is not just about aesthetics; it’s about creating an environment that resonates with your brand and enhances recognition among your team and clients.

Personalize with These General Settings:

• Workspace Name: Reflect your brand’s identity by customizing the workspace name. This name will be visible to your team and clients, reinforcing brand consistency across your platform.

• Workspace Logo: Upload your company logo to add a professional touch to your workspace. Your logo will appear on the booking page, emails, and other client-facing communications.
• Account Ownership: Ensure the right management and control by managing who owns the account. The owner has critical access to settings and administrative privileges.

Adjust these settings to align with your company’s branding and maintain the proper administration of your account.

Integrating your personal calendar, whether it's Google or Outlook, is a mandatory step to fully utilize Distro. This connection allows prospects to directly book meetings into your calendar, ensuring a seamless scheduling experience.

Connect a calendar

Follow these steps to connect your calendar:

Once your calendar is connected, you're all set to have meetings scheduled without the back-and-forth. Get ready to meet with prospects more efficiently than ever before!

Setting a default calendar

This setting determines where new events will appear when someone books time with you. You can select from any calendar you've connected to your account.

To specify which calendar receives your booking events:

Enhance your lead management by integrating Distro with your HubSpot forms. This integration enables you to book meetings with qualified inbound leads and connect them with the appropriate team member.

Configure Your HubSpot form to be Distro Compatible

In HubSpot

In Distro

How to Map your HubSpot Form to Distro

Adding the Form Router to Your Web Page

Default Availability & Timezone Settings

As a workspace administrator, you can configure default availability and timezone settings that will automatically apply to new team members when they join your workspace.

Default Timezone

• When enabled, new team members will automatically have their timezone set to the workspace's default timezone

• Team members can change their timezone at any time after joining

• This feature helps ensure consistent timezone settings across your team from the start

Default Availability

• When enabled, new team members will inherit the workspace's default availability schedule

• Team members can customize their availability settings after joining

• This feature helps maintain consistent scheduling patterns across your team

Distro gives you the flexibility to control how long the booking page is displayed after a meeting is scheduled. Tailoring this setting can enhance the user experience by ensuring they have enough time to confirm details or take note of the meeting information.

Customize this setting to fit your preference and provide a smoother scheduling process for your prospects.

To set the number of seconds that the booking page remains visible post-booking:

How does Distro handle vacations?

Distro can automatically detect vacations from a team member's calendar. It looks for full-day busy events (24-hour slots with no gaps). These can be single days or recurring events. Partial day blocks are not counted as vacation time.

When a team member has a full-day block, Distro will skip them in the round-robin assignment and give leads to other available team members.

Distro treats distribution rules and ownership rules differently:

This distinction allows for more flexibility in how leads are handled when team members are unavailable, depending on which type of rule is being applied.

Distribution Rules

Toggle the vacation calibration setting if you want to remove users from metting assignments during their vacation.

Vacation Buffer

The vacation buffer setting controls when team members are removed from and re-added to lead distribution around their vacation periods.

Let's say Emma has a vacation from March 10th to March 20th, and the vacation buffer is set to 2 days before and 1 day after.

• Emma will stop receiving leads on March 8th (2 days before vacation starts)

• She'll start receiving leads again on March 19th (1 day before vacation ends)

Key Points

1. Zero Buffer: If set to "0", the team member is removed on the first day of vacation and added back on the last day.

2. Buffer Longer than Vacation: If the buffer is longer than the vacation (e.g., 5-day buffer for a 3-day vacation), the team member remains in the distribution.

3. Different Before/After Settings: You can set different numbers for the before and after buffers.

4. Partial Days: The system only considers full days for vacation and buffer calculations.

Ownership Rule

Toggle the Cover for colleagues on vacation setting if you want to re-route meeting assignments to a designated colleague during their vacation.

Cover for colleagues on vacation buffer

The cover for colleagues on vacation buffer set how many days before/after the vacation the colleague should receive meeting assignments.

Design a colleague

Users can set up a colleague themselves. Head to Settings -> Profile

Admins can also manage the users settings. Head to Settings -> Members

As an administrator, you can manage your team members' availability settings in Distro. This is particularly useful when:

• A team member hasn't configured their availability yet

• You need to verify a team member's current settings

• You want to make quick adjustments to someone's schedule

• A team member needs help setting their timezone correctly

How to Access Member Settings

Managing Availability

Once in the user preferences panel, you can:

Set Working Hours

• Choose which days of the week the member is available

• Set specific time slots for each working day

• Add multiple time slots per day if needed (e.g., morning and afternoon blocks)

Configure Time Zone

• Select the appropriate timezone for the team member

• This ensures accurate scheduling across different regions

• Helps prevent scheduling conflicts for global teams

Integrate Distro with Salesforce to optimize your meeting scheduling process and ensure your CRM data is consistently synchronized. This integration provides automatic lead creation, contact creation, updates, and efficient meeting management within Salesforce.

Connect Distro with Salesforce

When connecting Salesforce, Distro requests the following permissions:

What does Distro do to your Salesforce account

Lead/Contact Management

When enabled in your router settings, Distro can:

• Create new Leads or Contacts based on your configuration

• Search for existing Contacts by email

• Update Lead/Contact information when matches are found

• Modify Lead/Contact ownership based on meeting assignments

Meeting Management

Distro creates and manages activities in Salesforce by:

• Creating Event records when bookings are confirmed

• Updating Event statuses (Scheduled, Rescheduled, Completed, No Show, Cancelled)

• Linking Events to associated Leads/Contacts

• Setting Event properties:

  • Meeting title

  • Start and end times

  • Meeting location (Remote)

  • Meeting status

  • External meeting URL

Custom Properties in Salesforce

Distro automatically creates custom fields in Salesforce to track meeting and prospect information. These fields are created for Lead, Contact, and Activity objects.

Important: Field Visibility Requirements

Before using these custom fields:

1. Navigate to Setup in Salesforce

2. Go to Object Manager

3. Select the respective object (Lead, Contact, or Activity)

4. Go to Field & Relationships

5. For each Distro custom field:

   • Click on the field name

   • Click on "Set Field-Level Security"

   • Ensure the field is visible for all necessary profiles

   • Click on "Page Layouts"

   • Add the field to the appropriate page layouts

Without proper field visibility settings, the integration may not function correctly.

Lead Custom Fields

• Distro Meeting Type (Distro_Meeting_Type__c)

  • Type: Text (100 characters)

  • Tracks the type of meeting scheduled

• Distro Meeting Date (Distro_Meeting_Date__c)

  • Type: DateTime

  • Records when the meeting is scheduled

• Distro Meeting Status (Distro_Meeting_Status__c)

  • Type: Picklist

  • Values:

    • Scheduled

    • Rescheduled

    • Completed

    • No Show

    • Cancelled

• Distro No Show (Distro_No_Show__c)

  • Type: Checkbox

  • Indicates if the prospect missed the meeting

• Distro Router Name (Distro_Router_Name__c)

  • Type: Text (75 characters)

  • Stores the name of the Distro router used

• Distro Meeting Created At (Distro_Meeting_Created_At__c)

  • Type: DateTime

  • Records when the meeting was initially created

Contact Custom Fields

The same fields are created for Contacts:

• Distro_Meeting_Type__c

• Distro_Meeting_Date__c

• Distro_Meeting_Status__c

• Distro_No_Show__c

• Distro_Router_Name__c

• Distro_Meeting_Created_At__c

Activity Custom Fields

Activity objects receive the following custom fields:

• Distro_Meeting_Type__c (Text, 75 characters)

• Distro_No_Show__c (Checkbox)

• Distro_Canceled__c (Checkbox)

• Distro_Router_Name__c (Text, 75 characters)

These custom fields are automatically created when you connect Salesforce to Distro, allowing you to track and report on meeting-related data within your Salesforce instance.

What Happens When a Form is Submitted?

Bookings represent the foundation of Distro's functionality, enabling seamless meeting management and prospect engagement across your organization. The platform streamlines every aspect of the scheduling process, from initial contact to meeting completion.

Booking Dashboard

The dashboard serves as your central command center for all meeting activities. It provides a comprehensive view of your bookings through an intuitive interface that helps you stay on top of all scheduled interactions.

Key dashboard features include:

• Status tracking that lets you monitor meetings across four categories: Scheduled, Completed, Cancelled, and No-shows

• Advanced filtering capabilities for Booking Type, Booking Owner, and Date Range, enabling precise meeting management

• A clean layout that presents essential meeting information at a glance

Booking Details

When accessing individual bookings, Distro organizes information into five key sections designed for clarity and efficiency:

Booking Details Section

The Booking Details section presents essential meeting information in one place. You'll find the lead's contact information, precise scheduling details including timezone, and integration options for your calendar and CRM. The Google Meet link is readily available with a convenient copy feature, and you can track when the booking was created.

Participants Section

The Participants section clearly outlines meeting attendance. It displays the assigned team member and all guests, complete with their email addresses for easy reference and communication.

Booking Actions Section

Meeting management is streamlined through a set of essential controls:

• Reschedule bookings when timing needs adjustment

• Reassign meetings to different team members

• Cancel bookings when necessary

• Mark sessions as no-show for accurate tracking

Booking Source Section

Understanding how meetings originate is crucial for optimizing your scheduling process. This section identifies:

• The Router that generated the booking

• Specific router name for tracking

• Applied qualification rules

• Detailed routing logs for comprehensive analysis

Form Entries Section

The Form Entries section provides a comprehensive view of your prospect's data:

• All information submitted through the booking form

• Enriched data automatically pulled from your CRM

Invite Section

The Invite section displays an exact replica of the communication sent to your prospect:

• Complete calendar invitation as received by the prospect

• Timezone information for verification

• Meeting links and instructions

• Rescheduling and cancellation options This transparency helps quickly identify and resolve any scheduling discrepancies.

Distro can automatically detect vacations from a team member's calendar. It looks for full-day busy events (24-hour slots with no gaps). These can be single days or recurring events. Partial day blocks are not counted as vacation time.

Google Calendar

• Event must be marked as "All day"

• The visibility of the event must be "Busy"

The Calendar Troubleshooter helps you understand why certain times are or aren't available for scheduling. Think of it as an X-ray for your calendar - it shows you exactly what's happening behind the scenes.

Preview Your Calendar Availability

From My Availability

From Team Members

What You'll See

The preview shows you exactly what people see when they try to book time with you:

• Available slots: Times when people can schedule meetings

• Unavailable times: When you're busy or outside working hours

• Buffer periods: Protected time before and after meetings

Understanding Your Calendar View

At the top, you'll see important details about your scheduling:

• Meeting duration

• Buffer times

• Your time zone

• Scheduling intervals

💡 Pro Tip: Your browser's time zone is shown automatically to help you spot any time zone conflicts.

Common Questions

You can integrate your preferred video conferencing platform with Distro. Each platform has specific calendar requirements.

Connecting Conferencing Platforms

Setting a default videoconferencing

Round Robin Calibration

Round Robin Calibration allows you to fine-tune your lead distribution system to ensure fair allocation and optimize team performance. These settings apply to both Distribution Rules and Click Routers that use round robin assignment methods.

Reset Frequency

Control how often the assignment history resets for distribution rules and click routers. This helps maintain balanced lead distribution over time and prevents long-term imbalances.

Compensation Settings

Compensate for Vacation & Holidays

When enabled, team members who are on vacation or holiday will receive additional meeting credits to ensure balanced distribution when they return.

How it works:

1. When a team member is on vacation, they are temporarily removed from the assignment rotation

2. The system tracks meetings they would have received during this period

3. Upon return, they receive compensation credits to catch up with their peers

Compensate for Cancelled Meetings

When enabled, team members will receive a meeting credit when a prospect cancels their meeting.

How it works:

1. When a prospect cancels a scheduled meeting, the system detects the cancellation

2. The originally assigned team member receives a credit in the round robin system

3. This credit increases their priority in future assignments

Compensate for No-Show Meetings

When enabled, team members will receive a meeting credit when a prospect fails to attend a scheduled meeting.

How it works:

1. When a prospect doesn't show up for a meeting, the system detects the no-show

2. The team member receives a credit in the round robin system

3. This credit increases their priority in future assignments

Compensate for Reassigned Meetings

When enabled, the system will add a meeting credit to the originally assigned team member and remove a credit from the new assignee when meetings are reassigned.

How it works:

1. When a meeting is reassigned from one team member to another

2. The original assignee receives a credit in the round robin system

3. The new assignee has a credit deducted from their count

4. This maintains balance in the distribution system

Implementation Examples

Better Deliverability: Emails sent from your own domain have higher deliverability rates and are less likely to be marked as spam.

Brand Consistency: Instead of emails coming from notifications@distro.so, they'll come from your company's domain (e.g., notifications@yourdomain.com).

Professional Appearance: Custom domains make your communications look more professional and trustworthy to recipients.

Configure your custom email domain