Round Robin Calendars: Setup and Distribution

A Round Robin calendar automatically spreads incoming bookings across a team, so no single person's schedule fills up while everyone else sits idle. It's the right fit any time more than one team member can handle the same type of appointment.

Basic setup

1. Create a new calendar and choose Round Robin as the type.
2. Assign at least one team member — realistically, the more you add, the more useful the distribution logic becomes.
3. Set the meeting duration and general availability.
4. Optionally turn on payment collection.
5. Save the calendar.

How appointments get distributed

You choose between two distribution strategies:

Optimize for Availability — the system simply books whoever is free first. If several team members are free at the same time, the one with higher priority (based on your configured team order) gets it. This keeps wait times short and suits businesses where speed matters more than perfectly even workloads.

Optimize for Equal Distribution — the system actively tries to balance bookings evenly across the team over a rolling monthly window:

• It counts how many appointments each team member has been assigned so far in the current month.
• If one team member has 3 or more appointments than another, that person's availability is temporarily hidden from new bookings until the gap closes.
• When multiple team members are tied on appointment count, the team's predefined order breaks the tie.
• If the team member who's "due" for the next booking isn't actually available at the requested time, the system moves on to the next eligible person.

Equal distribution only kicks in when the booking uses "Any Available" team member — if a customer or workflow books with one specific team member by name, this logic is bypassed entirely. Monthly counts reset automatically when you add or remove team members, or when you switch distribution methods.

Filling slots that overlap

If your calendar allows more than one appointment in the same time slot, each booking reduces that slot's remaining capacity by one. The slot only becomes fully unavailable once its capacity is used up.

Letting customers pick their own staff member

By default, Round Robin logic picks the team member for the customer. If you'd rather let the customer choose:

1. Edit the calendar and go to Customizations.
2. Turn on Allow staff selection during booking.
3. Make sure the calendar's widget style is set to Neo — this option isn't available on the Classic widget.

When enabled, customers see a list of available staff to pick from; if they don't make a selection, the system falls back to your normal Round Robin logic. For this to work correctly, each team member's individual working hours and timezone need to be set up under My Staff.