Round Robin Calendar Staff Selection

This article talks about how the feature enhances scheduling flexibility, ensuring customers can book with a specific team member while leveraging round-robin appointment distribution.

TABLE OF CONTENTS

• Understanding Round Robin Staff Selection Logic
• Key Benefits of Staff Member Selection
• How to Enable Staff Member Selection
  • Step 1: Navigate to the Calendar Settings
  • Step 2: Edit the Calendar
  • Step 3: Enable Staff Selection
• Managing Staff Availability for Round Robin Selection
• Testing the Booking Flow as a Customer
• Frequently Asked Questions 
• Related Articles

Understanding Round Robin Staff Selection Logic

The Staff Member Selection feature in Round Robin Calendars allows clients to choose a preferred staff member when booking an appointment. The Round-Robin system fairly distributes appointments among available team members. When the Staff Selection feature is enabled:

• Clients can select a specific staff member.
  
  

• If no selection is made, the system will assign an available staff member based on the Round Robin logic.
  
  

• The feature only works with the Neo Widget, ensuring a modern and user-friendly experience.

Key Benefits of Staff Member Selection

• Improves customer experience by allowing users to book with their preferred staff.
  
  
• Enhances efficiency by ensuring fair appointment distribution.
  
  
• Reduces scheduling conflicts by integrating seamlessly with calendar settings.
  
  
• Works with the Neo widget for an optimized booking experience.

How to Enable Staff Member Selection

The Staff Member Selection feature ensures that customers have the option to book appointments with their preferred team members while maintaining the efficiency of Round Robin scheduling. This helps businesses personalize their scheduling process, improving customer satisfaction and workload distribution among staff. Follow these steps to configure the staff selection feature in your Round Robin calendar:

Step 1: Navigate to the Calendar Settings

• In your HighLevel account, go to Settings → Calendars and locate the calendar where you want to enable staff selection.
  
  

Step 2: Edit the Calendar

• Click on the three-dot menu next to the calendar you wish to modify.
• Select Edit from the dropdown.
  
  

Step 3: Enable Staff Selection

• Under the Customizations section, locate the Staff Selection option.
• Toggle on Allow staff selection during booking.
  
  

IMPORTANT: The toggle for enabling staff selection can be enabled or used only when the Calendar widget style is set to NEO.

Managing Staff Availability for Round Robin Selection

To ensure the Staff Selection feature works effectively, each staff member should have their availability updated:

1. Navigate to Subaccount Settings → My Staff. Select the staff member whose availability you want to update.

   
   
   
   

2. Under the Actions Tab, click on the pencil icon (Edit). Adjust their Working hours and Timezone and save changes.
   
   

For Cancellation & Reschedule of any existing appointments, you can refer to the Cancellation & Reschedule Policy (Booking Widget)

Testing the Booking Flow as a Customer

Understanding how customers interact with your booking system is essential for optimizing their experience. By viewing the appointment booking process from the client's perspective, you can ensure that staff selection is working correctly and troubleshoot any potential issues before they arise.

1. Click on the three-dot menu next to the calendar and click on Share from the dropdown and then copy either the Scheduling Link or Permanent Link.
   
   
   
   

2. Open the copied link in a browser. Here the booking page will display an option to choose one of the available staff members.
   
   

Frequently Asked Questions 

Q: Can staff selection be used with the Classic calendar widget?
No, staff selection is only available with the Neo widget.

Q: What happens if no staff is selected by the client?
The Round Robin logic will automatically assign an available staff member.

Q: Can I enable this feature for multiple calendars?
Yes, follow the same steps for each calendar where you want staff selection enabled.

Q: Does this setting affect how appointments are assigned?
Yes, it overrides the standard Round Robin assignment when a client selects a specific staff member.

Related Articles

• How to Create a Round Robin Calendar
• Understanding Round Robin Scheduling
• How to Manage Staff Availability