Ascend Documentation

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Multi-Host & Pools ​

For event types where more than one person can run the meeting — collective panels, round-robin sales calls, hand-off rotations.

Quick Start ​

  1. Open an event type and click the Hosts tab.
  2. Pick the kind:
    • Single host (1:1) — one named user.
    • Named hosts (collective / group) — pick specific teammates.
    • Pool (round-robin) — pick a reusable pool plus a strategy.
  3. Click Save.
  4. Publish changes to push the new host config live.

How Each Kind Resolves Slots ​

KindSlot generationWho runs the meeting
1:1The single host's availability windows minus their bookings + buffers.The single host.
GroupThe single host's availability. Multiple bookers fill each slot up to the cap.The single host.
CollectiveThe intersection — only slots where every listed host is free.All listed hosts attend.
Round-robinThe union — slots offered if any pool member is free.One pool member, picked at booking time by the strategy below.

Collective vs. round-robin in one sentence

Collective = "everyone must be there." Round-robin = "any one of us will do."

Pools ​

A pool is a reusable set of users you can assign to many event types at once. Edit the pool members in one place; every event type using the pool inherits the change.

Creating a pool ​

  1. Sidebar → Booking → Pools (or visit /booking/pools directly).
  2. Click + New pool.
  3. Name it (e.g. "Sales Team", "EU Account Managers").
  4. Add members from your team.
  5. Pick a default selection strategy (you can override per event type).
  6. Save.

Assigning a pool to an event type ​

  1. Open the event type.
  2. Hosts tab → switch the kind toggle to Pool.
  3. Pick the pool from the dropdown.
  4. Optionally override the pool's default strategy here.

Switching to Pool clears named hosts

The Pool toggle and the Named-hosts toggle are mutually exclusive. Switching to Pool removes any individually listed hosts on this event type. Switch back if you want to go to named again.

Selection Strategies (Round-Robin) ​

When a booker picks a slot, Ascend has to decide which pool member gets the meeting. Strategy choices:

StrategyHow it picksWhen to use
Least busyWhoever has the fewest bookings on this event type today.Spread load across a sales team.
Round-robinCycles through pool members in order.Fair turn-taking.
RandomUniform random pick across available members.Lightweight, no state to maintain.
Priority orderAlways picks the first available member by pool order.Tiered escalation — try the SDR first, fall back to AE.

The strategy only kicks in for slots where multiple pool members are free. If only one is free, that's who runs it. If none are free, the slot isn't offered.

Calendar Conflict Detection (Multi-Host) ​

For collective and round-robin, calendar-connected free / busy applies per host:

  • Collective: a slot is offered only if every listed host's external calendar is free.
  • Round-robin: a slot is offered if at least one pool member's external calendar is free; the picked host at commit time is the one whose calendar still confirms free.

This re-check happens at booking commit time too — if a booker grabs a slot a moment after one host's calendar becomes busy, that host is excluded and another pool member is chosen (round-robin) or the booking is rejected (collective, since everyone needs to be there).

Group Bookings ​

For group kind:

  • Set Max attendees in the Hosts tab.
  • The slot remains visible in the picker until the cap is reached.
  • Each booking takes one of the seats; the slot is removed when full.
  • Cancellations free a seat — the slot reappears in the picker.

The single group host gets one calendar event per slot (not one per attendee), with the attendee list rolling up onto that event.

Per-Host Notifications ​

Workflow notifications (booking created, reminder, cancelled) fire for every host on the booking by default. Turn off per host or per workflow on the Workflows tab.

Round-Robin Audit Trail ​

Every booking records which pool member was picked and why (the strategy, plus the candidate set at the moment of pick). Inspect this on the booking detail sheet under "Routing log" — useful when a teammate asks "why did this go to me?" or when tuning your strategy.