Quick Answer
Create a Round Robin calendar and add the team members who should receive bookings
Open Calendars, select Create Calendar, choose Round Robin, enter the meeting details, add the participating team members, choose an assignment method, configure availability and booking settings, and then save and publish the calendar.
Distributing Appointments Across a Team Without Manual Assignment
You may have multiple team members handling bookings, but manually assigning every appointment can create extra work and make it difficult to keep workloads balanced.
A Round Robin Calendar automatically distributes new appointments among selected team members according to the assignment method and availability rules you configure.
If the calendar is not configured carefully, one team member may receive too many bookings while others remain underused.
This guide explains how to create and configure a Round Robin Calendar so appointments can be routed automatically and the booking process remains consistent.
Round Robin Calendars at a Glance
When to Use a Round Robin Calendar
Sales Teams
Distribute consultation, demo, or discovery-call bookings across available sales representatives.
Support Teams
Route customer appointments among available support team members.
Service Providers
Allow customers to book a service without choosing a specific team member.
Multi-Location Teams
Include selected staff members who share the same booking type, service, or location.
Round Robin Assignment Methods
The selected assignment method determines how new appointments are routed among the team members in the Round Robin pool.
Optimize for Availability
Prioritizes team members based on their availability and priority settings. When no conflicts exist, assignments rotate based on the time since each team member’s last appointment.
Equal Distribution
Rotates bookings evenly among the selected team members to help maintain a balanced appointment distribution.
Choose based on your scheduling goal
Use availability-based routing when showing the greatest number of open appointment times is the priority. Use equal distribution when balancing the number of appointments among team members is more important.
Before You Begin
Prepare the team, meeting details, and assignment rules before creating the calendar.
- Confirm which team members should receive appointments.
- Review each team member’s working hours and time zone.
- Connect any external calendars that should prevent scheduling conflicts.
- Decide whether to optimize for availability or use equal distribution.
- Prepare the calendar name, description, and custom URL.
- Choose the meeting duration and appointment location.
- Decide whether a form, payment, or notification flow is needed.
Verify each team member’s availability
Round Robin scheduling depends on the availability and calendar settings of the selected team members. Review those settings before publishing the calendar.
How to Create a Round Robin Calendar
Begin by selecting Round Robin as the calendar type.
Open Calendars
Open the Calendars area inside BizStackPro.
Calendars → Calendar SettingsSelect Create Calendar
Click Create Calendar to begin a new calendar setup.
Choose Round Robin
Select Round Robin as the calendar type.
Add the Calendar Details
Enter the calendar name, description, meeting duration, custom URL, and other required details.
Add a Logo or Branding
Upload the calendar logo and configure the available appearance settings when branding is needed.
Choose the Meeting Location
Select the appointment location, such as phone, Zoom, Google Meet, Microsoft Teams, or an in-person location.
Add Team Members to the Round Robin Pool
Only the team members selected for the calendar will be considered when new appointments are assigned.
Open the Team Member Settings
Find the team member or user selection area during the calendar setup.
Select the Participating Team Members
Add each user who should be eligible to receive appointments from this calendar.
Review Priority Settings
When using availability-based assignment, review the priority settings that influence appointment routing.
Choose the Assignment Method
Select Optimize for Availability or Equal Distribution.
Include only qualified team members
Add only the users who can perform the appointment type, service, or meeting represented by the calendar.
Configure Working Hours and Availability
Round Robin appointment slots depend on the working hours, conflicts, and availability of the included team members.
- Set the calendar’s normal working days and hours.
- Review the availability of each selected team member.
- Add buffer time before or after appointments when needed.
- Configure minimum scheduling notice.
- Set the permitted booking date range.
- Add date-specific availability overrides for holidays, travel, or special schedules.
- Confirm that connected calendars block conflicting events.
Searching beyond the visible date range
If no appointment slots are available within the initially shown date range, the booking widget continues searching ahead until the next available date is found.
Customize the Booking Experience
Review the customer-facing booking settings before publishing the calendar.
- Customize the booking-page appearance.
- Add a logo, calendar description, and meeting instructions.
- Add a form when additional information is required.
- Configure confirmation, reminder, cancellation, reschedule, and follow-up notifications.
- Enable auto-confirmation when appointments should not require manual approval.
- Review payment settings when the appointment requires payment.
- Configure the post-booking redirect or Next Page when needed.
Round Robin Calendar Tips
Use Look Busy Carefully
Look Busy can hide a portion of available appointment slots. Review the public calendar afterward to make sure enough useful booking options remain visible.
Consider Auto-Confirmation
Auto-confirming appointments can reduce manual approval work when bookings do not need to be reviewed first.
Use Calendar-Specific Notifications
Customize notification emails for this calendar so contacts receive information that matches the meeting or service they booked.
Test the Round Robin Calendar
Complete several test bookings before sharing the calendar with customers.
- Open the published booking page.
- Confirm the expected appointment slots appear.
- Complete a test booking.
- Confirm that the appointment is assigned to an eligible team member.
- Repeat the booking test to review how assignments rotate.
- Test a time when one team member is unavailable.
- Confirm the meeting location and appointment details.
- Check the customer and internal notifications.
- Confirm any form, payment, and post-booking redirect settings.
Troubleshooting Round Robin Scheduling
One team member receives most of the appointments
Review the assignment method, availability, priority settings, connected calendar conflicts, and recent appointment activity for each selected team member.
A team member is not receiving appointments
Confirm that the user is included in the Round Robin pool and has valid availability during the selected booking times. Also review conflicts and user permissions.
Too few appointment slots appear
Review team-member availability, connected calendar conflicts, buffer settings, minimum notice, booking range, and any Look Busy configuration.
The wrong meeting location is assigned
Review the calendar’s location settings and any user-specific meeting integrations used by the assigned team members.
Appointments are waiting for manual confirmation
Review the calendar’s confirmation settings and enable automatic confirmation when manual approval is not required.
Frequently Asked Questions
Can I customize which team members are available for round robin scheduling?
Yes. You can select specific team members when creating the Round Robin Calendar so only those individuals receive appointments.
How does “Optimize for Availability” work?
It prioritizes appointment assignment based on each team member’s availability and priority settings. When no conflicts exist, it rotates based on the time since the last appointment.
What happens if no slots are available within the specified date range?
The booking widget continues searching ahead until it finds the next available date so bookings can still be accepted.
Related Help Guides
Need More Help?
Browse the Calendar help category for more team scheduling, availability, booking, assignment, and calendar setup guides.
