Round-robin and team calendars
When multiple staff can take the same kind of appointment, Round Robin distributes new bookings across the team intelligently.
Round-robin distribution methods
| Method | How it works | Best for |
|---|---|---|
| Equal | Strictly rotates: A, B, C, A, B, C | Fairness above all |
| First Available | Books with whoever has the earliest open slot | Customer-first — fastest booking |
| Weighted | Distributes based on % allocation per staff | Senior reps get fewer routine bookings |
| Owner Priority | If contact has an assigned owner, books with them first | Existing customers stay with their rep |
Setting up a Round Robin calendar
Calendars → "+ Create Calendar" → Round Robin
Add each staff member who should be in the rotation — each must have their personal calendar synced
Set distribution method (see table above)
Set per-staff availability — you can override individual schedules
Configure customer-facing booking page (logo, custom questions, confirmation message)
Save and share the booking link
Staff overrides and time off
Each staff member can mark themselves as Out of Office in My Profile → Time Off
During OOO, they're automatically excluded from Round Robin distribution
Vacation events on their synced personal calendar also block their availability
New hires can be added to Round Robin without disrupting existing bookings
WARNING — Round Robin needs every staff calendar synced
If even one staff member doesn't have their personal Google/Outlook calendar connected, the system can't see their busy times — and they will get double-booked. Audit this monthly: My Staff → each user → confirm calendar connection is healthy.
