# Team scheduling and resources

{% hint style="success" %}

* [Two ways to use team scheduling](#two-ways-to-use-team-scheduling)
* [Who can set up team scheduling](#who-can-set-up-team-scheduling)
* [Shared custom files](#shared-custom-files)
  {% endhint %}

### Two ways to use team scheduling

Fyxer has two distinct team scheduling features. They solve different problems, so it's worth knowing which to use when.

**Round robin (default)**: one external guest books with one team member. Fyxer assigns the meeting automatically based on availability, distributing meetings fairly across the team. The guest doesn't choose who they meet – Fyxer handles it.

<details>

<summary>Distribute meetings automatically with round robin</summary>

Round robin is designed for customer-facing teams where you want meetings distributed fairly without manual coordination.

When someone books via your team scheduling link:

1. Fyxer checks availability across the team
2. One available team member is automatically assigned
3. Calendar invites are sent automatically
4. Notetaker joins the meeting (if enabled for your org)

To share the link: go to [Dashboard](https://app.fyxer.com/) → Scheduling → Teams, select your team, pick a meeting duration, and copy the link. Share it in emails, on your website, or in your CRM.

Learn more: [**Team scheduling: round robin (assign automatically)**](https://support.fyxer.com/en/articles/13185615-team-scheduling-in-fyxer-round-robin).

</details>

**Choose specific team members**: when round robin is turned off, specific or multiple team members can be picked. Fyxer then shows times when all selected people are free.&#x20;

<details>

<summary>Book time with specific or multiple team members</summary>

Use this when a meeting needs specific or multiple team members. Fyxer finds times when all those selected are free and only shows those slots, so whether it's an external guest booking in or a team member coordinating internally, no one has to chase availability across multiple people manually.

Good use cases:

* An external guest booking a workshop, a stakeholder call, or a multi-person sales meeting
* A team member who needs to find a time that works across the whole team internally

{% hint style="info" %}
Be selective – the more people required, the harder it is to find overlap.&#x20;
{% endhint %}

Learn more: [**Team scheduling: book with specific or multiple team members**](https://support.fyxer.com/en/articles/13592054-booking-a-meeting-with-your-team-in-fyxer).

</details>

Both modes use the same team scheduling link, accessed from [Dashboard](https://app.fyxer.com/) → Scheduling → Teams.

**To switch modes** go to [Dashboard](https://app.fyxer.com/) → Scheduling → Teams, select your team, and click the settings gear. Toggle **"Book with any available team member"** on or off.

***

### Who can set up team scheduling

Only admins can create and configure teams. Members can participate once added, but cannot edit scheduling behavior.

To create a team, go to [Dashboard](https://app.fyxer.com/) → Admin settings → People → Teams → Create team. Add members, assign a **Team admin** if needed, and the scheduling link is ready to share.

**Make sure all team members have their calendars connected** before going live, as Fyxer can only show availability for connected calendars.

***

### Shared custom files

If your team regularly answers the same questions over email – pricing, proposals, product details – shared custom files help Fyxer draft more accurate replies automatically.

Any team member can upload a reference document and toggle **Share with organization** to make it available across the team. Fyxer then pulls from those files when generating drafts for relevant incoming emails.

Go to [Dashboard](https://app.fyxer.com/) → Drafts → Custom files to upload and manage files.

Good candidates for shared files are: pricing sheets, RFP templates, product briefs, contracts, FAQs.

Learn more: [**Upload documents to improve draft accuracy**](https://support.fyxer.com/en/articles/11798528-upload-documents-to-improve-draft-accuracy-and-context).

***

### Next up

Ready to learn how Fyxer handles your team's data and what you can control?<br>

* Next: [**Security and data**](/teams-and-admins/security-and-data.md)


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