Round Robin - Riva Portal and Insight

  • Updated

Available with Sales Engagement 2025.1.2 Release

Signing into Riva Bookings

After your organization is set up with Riva Bookings, you can access the portal to start creating availability links for scheduling. There are two ways to sign in:

  1. Via the Riva website:

    • Go to https://byriva.com and enter your email.
    • Riva will automatically display the appropriate sign-in method based on your email domain:
      • Office 365/Exchange Online users can sign in with "Sign in with Microsoft."
      • Exchange On-Premise users will need to enter their Microsoft email and password manually.

  2. Via your company-specific portal:

Your company domain is usually the part after the "@" in your email address (e.g., for alex@herbsherb.com, the domain is herbsherb). Contact your Riva admin if you're unsure.

You can also sign in through Riva Insight with the Riva Bookings integration.

 

Admin Settings

The admin must enable the Round Robin feature for all users, as only then will users in the organization be able to access it.

 

Setting Sharing and Delegation access

Each user must need to update and add other users in their organization with delegate permission.

Step 1: Navigate to the Delegation permissions section to add the users you want to assign as delegatees.

For Example, Isaiah is a user and can add Lee to have delegate permission.

 

Now Lee can add Isaiah as a host when he is creating a round-robin link. 

Note: Only users with sharing and delegation permissions will be eligible to be added as hosts. 

In the example above, the user can only add those specific users with the appropriate permissions as hosts in Round Robin.

Create a Round Robin link

Step 1: Add meeting details: 

  1. Meeting Title: The subject or title of the meeting as displayed in the invitation.

  2. Description: A brief description of the meeting’s purpose or agenda, providing recipients with relevant information.

  3. Location: Organizers can offer multiple location options for recipients to choose from when selecting a meeting time. These options can include:

    • Online Platforms: Such as Zoom, Microsoft Teams, or other virtual meeting services.
    • In-Person: A physical address provided by the organizer.
    • Phone: A dial-in option for phone-based meetings.
    • Other: Any additional location or medium for the meeting. Organizers can also set a default location, which will be pre-selected when recipients view the availability link.

  4. Online Meeting Options: When an online meeting location is selected, the organizer can choose from:

    • Microsoft Teams Meeting
    • Zoom Meeting
    • Custom Option: Allows for a personalized online meeting link or platform.
      Selecting an online option automatically generates a meeting link (e.g., Teams or Zoom), which will be added to the description of the invitation for convenience.

  5. Duration: Organizers can specify multiple meeting duration options, with the ability to set a default duration. Recipients can then select their preferred meeting duration when scheduling the meeting.

 

Step 2: Add Hosts to the meeting link

This feature allows you to add up to 7 meeting hosts to the inbound distribution, ensuring that the meeting is automatically assigned to one of the designated hosts in random.

  • Up to 7 Hosts: You can assign up to seven different hosts who will be chosen random to handle meetings as they are scheduled.
  • Inbound Distribution: Meetings will be assigned to the next available host in the rotation based on availability, ensuring even distribution of meeting hosting duties.

Note: The host must enable sharing and delegation permissions before they can be added.

 

 

 

 

Step 3: Set availability for meeting hosts 

  • Set Availability lets hosts define specific time frames for meeting availability.
 

 

Step 4: Additional Options

This section allows organizers to enable and adjust smart scheduling options. By default, the settings will reflect what was previously set in "Meeting Preferences". Any changes made here will overwrite the settings in "Meeting Preferences" for the selected availability link.

An additional feature is Recipient Questions, which allows organizers to customize questions recipients must answer before booking a meeting. You can preview these customized questions in the recipient experience. Riva Bookings supports the following question types: Single line, multi-line, radio button, and check box. Questions can also be marked as required or optional.

 

Step 5: Publish

After clicking "Publish," your link will appear as a card on the home page. You can also use the back button to navigate to previous steps and make changes.

Once the link is published, you have the following options:

  • Delete: Removes the Round Robin link 
  • Edit: Modify any details of the link. Click "Close & Save" to apply changes or "Delete Link" to remove it completely.
  • Preview: View the link as recipients will see it.
  • Clone: Create a duplicate the Round Robin link to avoid starting from scratch

Recipient Experience

Step 1: Select Date and Time

  1. Select Duration: Recipients can choose the meeting duration from a dropdown if multiple options are available, based on their preferences.

  2. Calendar: Displays the available days that work for all internal required attendees.

  3. View Available Times In: Option to adjust time zones. By default, Riva Bookings detects and displays the recipient’s timezone for available times.

  4. Time Slots: Shows the available time slots for the meeting, based on the schedules of all internal required attendees. Recipients can view these time slots in different time zones using the "View available times in" dropdown.

Step 2: Enter Details (as a recipient)

  1. Name: The recipient is required to enter their name.

  2. Email: The recipient is required to enter their email address.

  3. Location: Multiple meeting locations provided by the organizer. The recipient can choose their preferred option.

  4. Invite Guests: Recipients can add the email addresses of people they want to invite to the meeting.

  5. Recipient Questions: Any questions added by the organizer under "Additional Options" will be displayed here for the recipient to answer.

 

Step 3: Complete

  • The recipient can now close the window and wait for a confirmation email.

 

Step 4: Confirmation Emails

  1. The recipient clicks on "Request Meeting" through the recipient experience as described above.

    Initial Emails:

    • If "Manually Accept Meeting Requests" is enabled, the meeting host will receive an email to approve or cancel the meeting request.

 

Reschedule and Cancel

Each meeting invitation allows all attendees to Reschedule or Cancel a meeting. 

 

Reschedule Flow

Step 1: Click on Reschedule link 

The recipient clicks on the Reschedule Link and is directed to the Bookings Platform to select a new date and time. The previously selected meeting details are preserved, making it easier to update the schedule without having to re-enter all information.

 

Step 2: The recipient detail 

The recipient is then prompted to modify any meeting details, such as the date, time, or other relevant information, before confirming the rescheduled meeting.

 

 

Step 3: Confirmation Email 

Finally, the recipient reaches the confirmation page for the rescheduling request, where they can review the updated details and confirm the new meeting time.

Cancel Flow 

Step 1: Click on cancel link

The recipient clicks on the Cancel Link and is directed to the Bookings Platform, where they can proceed to cancel the meeting.

Round Robin in Riva Insight 

To streamline the process of booking meetings, you can use the Outlook Web Add-In, eliminating the need to switch back and forth between the Riva Insight Bookings Portal and Outlook.

  • Outlook Desktop: The "Riva Insight" app will appear in your toolbar.
  • Outlook Web: Access it by clicking the "More Actions" button on an email.

Using Round Robin link within Insight

Navigate to Booking links 

Insert Existing link: All Round Robin links will appear in Insight, allowing users to easily insert them into the email body.

Delete Existing link: Round Robin links can be deleted from Insight.

Note: For MVP "Create Round Robin link is available only in Portal" 

 

Note: Before scheduling a meeting with Teams or Zoom, make sure the host has enabled the appropriate platform for the meeting. Otherwise, the invite will not include a link to join the Teams meeting. This can negatively impact your brand image and potentially cause you to lose valuable leads.

 

 

 

Was this article helpful?

/