Skip to main content
When the host assigned to a round-robin meeting can no longer take it, you can move the booking to another member of the same event without cancelling and rebooking. The time stays fixed; only the host changes. This page covers reassigning a booking that already exists. To set up the rotation itself, see Round-robin events.

​
Before you start

  • The booking has to belong to a round-robin team event, where meetings are shared automatically among available members.
  • The teammate taking over must already be an assigned host on that event type.
  • The meeting time does not move during a reassignment. If the time also needs to change, reschedule the booking after the handoff.

​
Open the reassign dialog

1

Open Bookings

Click Bookings in the left sidebar.
2

Find the team booking

Locate the meeting under Bookings → Upcoming.
3

Open the actions menu

Click the three dots (…) at the right of the booking row.
4

Click Reassign

Choose Reassign from the menu to open the Reassign round robin host dialog.

​
Choose how to reassign

The dialog offers two methods.
Reassign round robin host dialog with two selectable options, Round Robin and Manually reassign round robin host, above a blue Reassign button

Letting the rotation decide, or deciding yourself

​
Automatic redistribution

Select Round Robin. Cal ID checks who among the event’s other assigned hosts is free at that time and moves the booking to them.

​
Manual reassignment

Select Manually reassign round robin host, then use the Select team member search to pick the teammate who will take over.
Select team member search field open in the reassign dialog, listing the event's other assigned hosts with their avatars and names

Naming the colleague who takes over

You can also add a reason for the reassignment, which travels with the notifications Cal ID sends.
Reassign dialog with a teammate chosen and the optional reason text field filled in below it, beside the Reassign button

Explaining the handoff in the notifications

​
Complete the handoff

Click the blue Reassign button. Cal ID sends the updates straight away:
  • The previous host is told the slot has been removed from their calendar.
  • The new host receives the meeting notes, links, and details.
  • The attendee’s calendar updates on its own — no rebooking on their side.
If no other assigned host is free at that time, automatic redistribution has nobody to hand the meeting to. Reassign manually to a specific teammate, or reschedule the booking to a slot that works.

Round-robin events

Set up the rotation, assign hosts, and control how meetings are distributed.

Cancel or reschedule a booking

Move the meeting to a new time, or call it off entirely.

View booking details

Check who currently hosts a booking and what the attendee received.

Team overview

Review members, roles, and which event types they host.

Related topics

Round-Robin SchedulingView Booking DetailsCanceling and Rescheduling BookingsCollective EventsTeams in Cal ID