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Meeting categories allow you to group related meeting types together and control how many meetings each member is assigned. This ensures fair workload distribution across your team and prevents meeting overload.

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How It Works

  • Group related meeting types into categories (e.g., all Discovery calls)
  • Choose when limits reset (daily or per round-robin period)
  • Set meeting caps for each team member
  • RevenueHero automatically enforces these limits during routing
Setting up Meeting Categories is an admin-only function.
BEFORE WE BEGIN
There are a couple of pre-requisites to create your first Meeting Category and setup meeting limits
  • All the meeting types you want to include when setting caps on the number of meetings assigned are already created. 
  • Each member for whom you want to limit the meetings to has a connected calendar.
1

Create a Meeting Category

  • Go to Settings → Under Organization Settings, click Meeting Categories How to navigate to Meeting Category
  • Click Create Meeting Category .
  • Add a Name and choose a relevant Icon and Description (optional but recommended) for your meeting category to ensure clarity and easy identification. Enter a name, icon and description to easily identify and manage the Meeting Category being created
  • Once done, click Proceed to continue.
  • Select all meeting types that belong in this category and click Create Meeting Category.
    Group logically. Combine all meetings used for the same purpose so single cap applies across all. For example, group Discovery (NAMER), Discovery (EMEA) together.
    Select all the meeting types you want to include in this Meeting Category 🥳 You have now successfully created the meeting category!
2

Choose the Limit Type

Limit type is the period in which you want to cap the meeting assignments to your organization’s members.  
  • Choose between: Set Daily Limit - Ideal for steady daily inbound volume. Limit gets updated every midnight.
    Set limit for Round-Robin Period - Ideal for uneven or monthly/quarterly booking cycles (e.g., end-of-quarter spikes). The meeting limit gets updated at midnight on the last day of the chosen period.     Select if you want to limit the number of meetings assinged to per day or per round robin period
    You can switch limit types anytime, but changes apply only to new assignments. The past meetings will remain unaffected.
3

Set Limits for Members

You will then be directed to the Set Limits modal.
  • Select all the members you want to set limits for and click Next. Select all the members you want to limit the number of meetings assigned to using this meeting category
    If you want to select members within certain Teams, you can view them by clicking on the Filter option and searching for the Team name.
  • Enter how many meetings each member can take from this meeting category within the period you selected earlier. Set the number of meetings each member added to this meeting category can get assigned
  • Review the live projection panel to see how close each member is to their cap before saving.
    If you want to add different meeting limits for each member, you can do so later once you have finished setting up the Meeting Categories.
  • Click Save.
  • You can choose to add more members if you want, to limit the number of meetings they get assigned in this category or click on Done. Add more members to the Meeting Category if required
If limits feel too restrictive or loose, you can return anytime to adjust the cap or change the limit. Use the projection panel to preview the effect before saving.
4

Review and Manage Limits

After your limits are set, you can review and adjust them anytime.
  • Open your Meeting Category to see:

    • Category details and included meeting types
    • Limit type in use
    • Members for whom meeting limits have been set using this Meeting Category
    • Each member’s current cap
  • You can choose to edit any of the above. Hover over the relevant section and click on the Edit button. Edit already set meeting limits or members or meeting types.
  • Always remember to Update any changes you make to the settings. Update changes you make to Meeting Categories

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How routing honors limits

RevenueHero checks limits dynamically every time a meeting is assigned:
SituationBehavior
AE is under capEligible for new meeting assignment
AE has hit capSkipped in routing
AE is out-of-officeAutomatically removed from queue based on calendar
If reschedules occur, don’t worry, RevenueHero tracks meetings by assignment, so rescheduled meetings don’t count twice against the cap.

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Best practices

  • Start simple. Most teams begin with daily caps for high-volume meeting types, then refine them based on data.
  • Adjust regularly. Compare assigned vs. completed meetings monthly and tweak caps as needed.
  • Use the Distribution Report to see how meetings are currently being assigned across your team. This helps you fine-tune caps for better balance.
  • Leverage projections. The live projection tool helps prevent over- or under-capping
  • Keep an eye on OOO status. AEs who are out-of-office are automatically excluded from routing, no manual action required.
If an AE isn’t receiving meetings despite being under their cap, ensure:
  • They’re included in an active router rule.
  • Their calendar is connected.
  • They aren’t marked as Out of Office.