Team scheduling software for collective and round-robin bookings
Some meetings need two or three colleagues at once. Others should go to whoever on the team is free. A personal booking link handles neither, so Kalendarius has two kinds of team link: collective and round-robin. Both come with the Team plan.
Collective links show only the times when every chosen host is free. Round-robin links give each booking to the free host with the fewest bookings on that link. Both need the Team plan, €9.90 per organizer per month for up to 25 organizers, and colleagues who only connect a calendar don't pay.
Collective links: one meeting, several hosts
You choose the hosts, for example two interviewers for a panel, or an account manager and a specialist for a client review. The booking page then offers only the times when every one of them is free in their connected calendar.
When a guest books, the event goes into each host's calendar. The guest gets a confirmation email with a calendar file and, if you set one, a Google Meet, Microsoft Teams or Zoho Meeting link created for that booking.
Round-robin links: spread bookings across the team
A round-robin link offers a time as long as at least one host is free. When someone books, the booking goes to the free host with the fewest bookings on that link. That is the only rule. There are no weights, no priority order and no way to favour one person.
This evens out the number of bookings, not the hours or how demanding each meeting is. Someone who blocks most of their week will get fewer bookings, simply because they are free less often.
Who pays: organizers only
An organizer is someone who creates booking links. Colleagues who only connect their calendar so their availability counts are free, including those who take round-robin bookings or sit on a panel.
Say a sales team has one person who sets up the demo links and four reps who take the calls. On Team you pay for one organizer, €9.90 a month, and the four reps connect their calendars at no cost.
Team covers up to 25 organizers with unlimited event types. Business costs €17.90 per organizer per month and adds an audit log and single sign-on with Microsoft Entra ID. A Data Processing Agreement (DPA) for the Business and Enterprise plans is in legal review; contact info@kalendarius.com. Annual billing gives two months free.
How availability stays current
Each person can connect one Google account, one Microsoft 365 or Outlook account and one Zoho account. Google and Microsoft notify Kalendarius when a calendar changes, so free slots update without anyone doing anything. For those calendars we check free and busy times only and don't store the titles or descriptions of other events. Setup details are on the Google Calendar and Microsoft 365 pages.
Buffers before and after, minimum notice and how far ahead people can book are set per event type and apply to every host on the link.
Managing the bookings
The dashboard lists upcoming, pending and past appointments. You can mark a meeting as completed or as a no-show, or cancel it with a note to the guest. Analytics show bookings over time, popular event types and busiest hours, and you can export them as a PDF report.
For hiring panels specifically, see interview scheduling. If your data protection officer has to approve the tool first, start with our checklist for GDPR-compliant scheduling software.
What team scheduling doesn't do
Kalendarius doesn't book rooms or other resources. Reminders are email only, at fixed times (24 hours and 1 hour before), and single sign-on works only with Microsoft Entra ID, not SAML.
If none of that rules it out, start free on the Personale plan and move to Team when you need shared links.
Frequently asked questions
What is the difference between collective and round-robin scheduling?
Collective shows only the times when all chosen hosts are free and puts the meeting in all their calendars. Round-robin shows a time if any host is free and gives the booking to one of them: the free host with the fewest bookings on that link.
Do all team members need a paid account?
No. Only organizers, the people who create booking links, pay. Colleagues who only connect their calendar so their availability counts are free.
Can I send more round-robin bookings to one person?
No. There are no weights or priorities. If someone should take fewer meetings, give them fewer free hours in their calendar or leave them off that link.
Can I try team links on the free plan?
No. Collective and round-robin links need Team or a higher plan. Personale and Professionista cover one organizer.
Related guides
A Calendly alternative hosted in Germany. Team costs €9.90 per organizer a month, and interviewers who only connect a calendar don't pay.
Is Calendly GDPR compliant? Calendly stores user and invitee data in US data centres. What its DPA says about transfers, and what EU teams should check.
Share a booking link that checks your Google Calendar for busy times and adds a Google Meet link to each booking. Free for 15 bookings a month.
Booking links that check your Outlook calendar and add a Teams link to each meeting. You connect via OAuth, never with your Exchange password.
Candidates book interviews in your free calendar slots and get a Meet, Teams or Zoho Meeting link. Interviewers who only connect a calendar are free.
Set up your first team link
Create a free account and your event types. Collective and round-robin links are available once you move to Team at €9.90 per organizer per month.
Create a free account