Overview

Round Robin Calendars allow businesses to distribute appointments evenly among multiple team members. This feature ensures that scheduling is efficient, fair, and optimized based on availability or workload balance.

With the Round Robin Calendar Type, you can provide customers with more available time slots while efficiently handling your team's workload. It automatically assigns new meetings to team members, eliminating the need for manual assignments and saving you time.

Key Benefit: Customers only book appointments when a team member is actually available, eliminating scheduling conflicts and reducing manual intervention.

Benefits of Round Robin

  • Efficient Scheduling — Automates appointment assignments, saving time and reducing manual effort
  • Balanced Workload — Distributes appointments evenly, preventing one team member from being overloaded
  • Faster Response Times — Ensures the next available team member gets assigned, improving customer experience
  • Flexibility for Clients — Customers can choose any available slot, increasing scheduling convenience
  • Ideal for Scaling Teams — Helps growing businesses manage high volumes of appointments without bottlenecks

Setup Guide

Before you begin, ensure each team member has a user account in your sub-account and has connected their Google or Outlook calendar if needed.

  1. Navigate to Calendar Settings

    Go to Settings → Calendars in your sub-account. Click on Calendar Settings or Calendar Configuration tab.

  2. Create New Calendar

    Click + New Calendar or Create Calendar. Select Round Robin as the calendar type.

  3. Select Team Members

    Choose one or more team members who will be assigned appointments through the Round-Robin scheduling system.

  4. Set Custom URL

    A unique URL slug is automatically created based on your calendar name. Edit it manually if needed — the system will check URL availability.

  5. Configure Meeting Duration

    Go High Level allows you to customize meeting durations in both minutes and hours. Set up your calendar based on team member preferences or company-wide scheduling policies.

  6. Save the Calendar

    Click Save to create your Round-Robin Calendar. You can now preview the calendar or edit settings via the 3-dot menu.

Distribution Logic

Round Robin Calendars use two primary distribution methods:

Optimize for Availability

The system assigns the appointment to the next available team member. This is ideal when you want to maximize booking opportunities.

Optimize for Equal Distribution

The system skips unavailable members and continues the rotation to ensure everyone gets an equal share of appointments over time.

Priority Settings

You can assign priority levels to team members to influence appointment distribution. Higher-priority members will receive bookings first if multiple team members are available.

Advanced Settings

Always Book with Assigned User

This feature lets you choose whether new appointments should always be booked with the contact's assigned user. If a contact has an assigned user, that user will be given preference; otherwise, it will be a round-robin assignment.

Reschedule Preferences

Configure how appointments are reassigned when clients modify their bookings:

  • Reassign Through Round Robin — Rescheduled appointments will be assigned to any team member based on the round-robin algorithm
  • Keep Original Owner — The appointment stays with the original team member

Staff Selection

Enable or disable the option for customers to choose their preferred team member when booking. Turn off 'Allow Staff Selection' to prevent bookers from changing the staff member on the booking widget.

Important

Ensure each team member has a Primary Calendar configured in their calendar settings. This is necessary for syncing appointments to their third-party calendars like Google and Outlook.