Managing Round Robin Team Assignments

Beyond the basic distribution logic, Round Robin calendars offer a few settings for controlling how specific contacts get matched — or re-matched — with the right team member over time.

Adding or removing team members

Go to Calendar Settings, open the Round Robin calendar, and go to Meeting Details > Team Members. From there you can add team members to the rotation or remove ones who should no longer receive bookings through this calendar.

Keeping the same person for a contact

Two related settings help maintain continuity between a contact and a specific staff member:

• Always Book with Assigned User — if a contact already has an assigned team member on their record, that person is given preference for new bookings instead of the normal round-robin rotation. If the contact has no assigned user, the booking falls back to standard round-robin logic.
• Auto-assign contacts to the team member they book with — when a contact books with a particular staff member, that person automatically becomes the contact's assigned user going forward, so future appointments tend to route back to the same person for continuity.

Rescheduling preferences

When an existing appointment gets rescheduled, you can control what happens to its team member assignment:

• Reassign Through Round Robin — treats the rescheduled appointment like a new booking and redistributes it through your normal round-robin logic.
• Keep Same Appointment Owner — keeps the original team member assigned, regardless of what round-robin logic would otherwise pick.

Where to configure this

All of these options live in the Round Robin calendar's settings, typically under Meeting Details or Advanced Settings. Review them together with your distribution method (Optimize for Availability vs. Equal Distribution) since they interact — for example, "Always Book with Assigned User" can override equal distribution for contacts who already have a designated team member.