Round Robin Setup

This guide walks you through creating a Round Robin calendar that automatically distributes appointments across your team based on availability and priority settings.

Prerequisites

Before you begin, make sure you have:

At least two team members added under Settings > My Staff
Each team member’s availability configured with working hours and time zones
External calendars connected for each team member (Google or Outlook) to prevent double-bookings
A clear understanding of whether you want to optimize for speed (Availability) or fairness (Equal Distribution)

Create a Round Robin Calendar

Build the calendar that will distribute appointments across your team.

Navigate to Settings > Calendars in your sub-account
Click Create Calendar and select Round Robin as the calendar type
Enter a Calendar Name that describes the appointment type (e.g., “Sales Discovery Call” or “Support Consultation”)
Add an optional Description to clarify the purpose for your team
Review the auto-generated Custom URL slug and edit if needed (the system checks availability in real time)
Click Continue to proceed to team member selection

Your Round Robin calendar is created. Now you need to assign team members and configure distribution rules.

Assign Team Members and Set Priorities

Select who will receive appointments and establish priority levels.

In the Team Members section, check the boxes next to each person who should receive appointments through this calendar
For each selected team member, set their Priority Level from the dropdown:
- High Priority: Selected first whenever they are available
- Medium Priority: Selected only if no high-priority members are available
- Low Priority: Selected only if no high or medium-priority members are available
Ensure at least one team member is assigned (the calendar will not function without any assigned members)
Click Save to confirm your team selection

Priority levels influence the assignment order when multiple team members are available at the same time.

Configure Appointment Settings

Define the meeting duration and booking rules.

Set the Meeting Duration in minutes or hours based on your appointment type
Choose the Meeting Location for each team member:
- Zoom: Requires Zoom integration under Settings > Integrations
- Google Meet: Requires Google Calendar connection
- Phone: Displays a phone number for dial-in appointments
- Full Address: For in-person meetings at a physical location
- Ask the Booker: Lets the client specify where they want to meet
Set Buffer Times to add padding before or after each appointment (15 minutes is recommended)
Configure Minimum Scheduling Notice to prevent last-minute bookings (2 to 4 hours works for most teams)
Set Date Range to control how far in advance clients can book (30 to 60 days is typical)
Click Save to apply the settings

Your calendar now knows how long appointments last and where they take place.

Choose Your Distribution Method

Decide how the system assigns appointments to team members.

Open the Distribution section in your Round Robin calendar settings
Select your preferred method:
- Optimize for Availability: Assigns to the first available team member, minimizing wait time for clients (best for support queues and urgent response scenarios)
- Optimize for Equal Distribution: Rotates through team members to ensure everyone receives roughly the same number of appointments over time (best for sales teams and fair workload distribution)
Click Save to activate the distribution method

The system recalculates distribution once every 24 hours, so assignments balance out over the course of a day.

Configure Team Member Availability

Set working hours for each team member so the system knows when they can accept appointments.

Go to Subaccount Settings > My Staff
Select the first team member from the list
Under the Actions tab, click the pencil icon to Edit
Set their Working Hours by day and time range (e.g., Monday to Friday, 9:00 AM to 5:00 PM)
Confirm their Timezone is correct
Save the changes
Repeat this process for every team member assigned to the Round Robin calendar

Accurate availability settings are critical. If a team member’s hours are out of date, they will either receive bookings when they are unavailable or be skipped when they should be available.

Enable Staff Selection (Optional)

Allow clients to choose their preferred team member instead of automatic assignment.

Open your Round Robin calendar and navigate to the Customizations section
Verify the calendar widget style is set to Neo (Staff Selection only works with Neo, not Classic)
Toggle on Allow staff selection during booking
Click Save to enable the feature

When staff selection is enabled, the booking page displays a list of available team members. If the client does not select anyone, the system falls back to standard Round Robin logic.

Test Your Setup

Verify that the Round Robin assignment logic works as expected.

Click the three-dot menu next to your calendar and select Share
Copy the Scheduling Link or Permanent Link
Open the link in a browser (use Incognito mode to simulate a client’s view)
Select an available time slot and complete the booking form with test contact information
Submit the booking and check which team member was assigned in Calendars > Calendar View
Repeat the test booking at different times and verify that appointments are distributed according to your chosen method (Availability or Equal Distribution)
Cancel the test appointments to clean up your calendar

If team members are not appearing as available, double-check their working hours and external calendar connections.

Configure Payment Collection (Optional)

Collect fees at the time of booking if your appointments require payment.

Open the calendar settings and navigate to the Accept Payments tab
Toggle on payment collection
Select your payment gateway (Stripe is the most common)
Set the Appointment Price and choose the currency
Add a Custom Description under Payment Information to explain pricing details to the client
Click Save to activate payment collection

Clients will complete payment as part of the booking flow before the appointment appears on the assigned team member’s calendar.

Next Steps

Now that your Round Robin calendar is live, consider these enhancements:

Set up automated confirmation emails and SMS reminders using Appointment Reminders to reduce no-shows
Connect external calendars for every team member via Calendar Sync to prevent double-bookings
Monitor appointment distribution in Reporting > Appointment Reports to verify workload balance
Adjust team member priorities periodically based on performance, seniority, or training level
Create workflows that automatically tag contacts and update pipeline stages when they book through the Round Robin calendar
Embed the calendar on your website or funnel page using the Embed Code from the Share menu