Assign each sales meeting to the right rep, automatically

What problem does this solve?

New leads arrive on a monday.com board, and someone has to decide who takes each meeting, then add it to that person's calendar. With one calendar connection per person and per board, that setup grows with every new rep.

Outlook Calendar for Teams connects the whole team once and picks the rep for you, so every meeting lands on the right calendar without anyone sorting them by hand.

How do I set it up?

1. Install Outlook Calendar for Teams from the monday.com marketplace. It's free to start.
2. Ask each person to connect their Outlook calendar once, in the Connection Center. The connection is saved across boards.
3. On your meetings board, add the automation that sends each event to the Owner's calendar.
4. Turn on Smart Assignment, pick the team and the rule. New meetings now go to the right rep automatically.

How does Smart Assignment choose the rep?

You pick the rule:

• Least assigned: the person with the fewest assigned events. A tie is broken at random.
• Most available: the person free at that date and time. If several are free, or everyone is busy, it picks the person with the most free time that day, counting work hours from 8 AM to 6 PM in their time zone.
• Random: anyone in the team you select.

The team comes from monday.com's own teams feature, so it fits how you already group people.

What happens when a meeting changes?

You choose. Keep the original assignee, as long as they're still in the team, or assign the meeting again with the same rule. Keeping the assignee stops meetings from moving between reps every time they're edited.

And if you change the owner yourself, the event moves to the new person's calendar, with no duplicate left behind.

How do teams use it?

• Consulting. Assigning a consultant on the project board puts the client meeting on that consultant's own Outlook calendar, both ways, with a filter so only client meetings sync. One setup covers 50+ calendars.
• Insurance. Every broker's client meetings flow from Outlook into one sales activities board, filtered so only external meetings come in.

How much does it cost?

There's a free plan with 20 actions / month. Paid plans run from $40 to $500 a month, or from $32 a month billed yearly. Every plan includes unlimited users, billing runs through your monday.com account, and every plan comes with a full refund within the first 30 days.

Questions

What if someone assigned hasn't connected their calendar?

They get a notification that the event couldn't be created.

What if more than one person is assigned?

Each person gets their own event, on their own calendar.

How is this different from Outlook Calendar Integration Plus?

Outlook Calendar Integration Plus connects one calendar per user on each board. Outlook Calendar for Teams manages your whole team's calendars with one setup, and moves an event to the new owner's calendar when you reassign it.

What Microsoft data does the app access?

Calendar events only. The app does not access your emails, contacts, files or any other Microsoft data.

What counts as one action?

One sync operation: one event created, one event updated, one item created. If a sync processes 10 events at once, that's 10 actions.

Do I need to be a monday.com admin to install it?

Not always. monday.com admins, or users with app-install permission, can install Marketplace apps. If you're neither, ask your admin to install it.