Round Robin Calendars Appointment Distribution Logic

Modified on: Tue, 4 Mar, 2025 at 7:32 AM

This guide provides a comprehensive overview of Round Robin calendar's appointment distribution logic in HighLevel.

It explains how appointments are automatically assigned among a team, ensuring fair scheduling and optimized availability.

TABLE OF CONTENTS

Introduction
Appointment Distribution Methods
- 1. Optimize for Availability
- 2. Optimize for Equal Distribution
Setting Team Member Priorities
Selecting Meeting Location
Frequently Asked Questions
Related Articles

Introduction

Round Robin Calendars automate the distribution of appointments among a team of users. This feature ensures fair scheduling while optimizing availability, making it ideal for businesses that rely on team-based bookings, such as sales, customer support, and medical services.

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.

For more please refer to Round Robin Calendars: The Setup Guide

Appointment Distribution Methods

Round Robin Calendars use 2 primary distribution methods: Optimize for Availability and Optimize for Equal Distribution. Choosing the right method depends on your business goals.

1. Optimize for Availability

This method prioritizes appointments based on the availability of team members. If a team member is available at the chosen appointment time, they will be assigned the booking.

Best for: Businesses prioritizing immediate availability (e.g., customer support, urgent medical services).
Key Features:
- Assigns appointments to available team members first.
- Ensures efficient use of available slots.
- Reduces wait times for customers.

2. Optimize for Equal Distribution

This method ensures that appointments are evenly distributed across team members, regardless of immediate availability. It rotates assignments to maintain fairness.

Best for: Sales teams, consultation services, or businesses that want equal workload distribution.
Key Features:
- Ensures no single team member gets too many appointments.
- Maintains fairness across the team.
- Works best when all team members have similar work hours.

Setting Team Member Priorities

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.

If multiple team members are available simultaneously, priority settings can be applied to determine the assignment order.

The available priority levels are:

Priority Level	Description
High Priority	The team member will be selected first if available.
Medium Priority	The team member will be selected if no high-priority member is available.
Low Priority	The team member will be selected only if no high or medium-priority members are available.

Selecting Meeting Location

When setting up appointments, you can define a preferred meeting location for each team member. This allows flexibility in how and where meetings take place.

Meeting Location Option	Description
Zoom	Select this option if the meeting will be conducted via Zoom.
Google Meet	Use this option to schedule Google Meet appointments.
Phone	Select if the meeting will be conducted over a phone call.
Full Address	Useful for in-person meetings requiring a physical location.
Ask the Booker	Allows the person booking to specify a meeting location.
Microsoft Teams	Choose this if the meeting will take place via Microsoft Teams.

Frequently Asked Questions

Q: Can I change the distribution method after setup?
Yes, you can update your settings anytime in the calendar configuration panel.

Q: What happens if a team member is unavailable?

With Optimize for Availability, the system assigns the appointment to the next available member.
With Optimize for Equal Distribution, the system skips unavailable members and continues the rotation.

Q: Can I exclude certain team members from the Round Robin Calendar?
Yes, you can remove members from the rotation in the calendar settings.

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