The Round Robin calendar lets you add as many team members as needed and rotate between them based on priority or availability, ensuring everyone who takes these appointments gets booked and that no available hours go to waste.

Navigate to the Calendar Settings section in your account, then select Create Calendar to begin.

Select the Round Robin option from the available choices.

Creating Your Calendar

Once you select this calendar type, you'll be taken to the initial setup, where you'll complete the first steps to get your calendar ready. Those are:

  1. Calendar Name: The name shown to leads and customers when they're scheduling an appointment.
  2. Adding Team Members: Select all members who will take this appointment.
  3. Calendar URL: Type in the calendar slug here.
  4. Meeting Duration: This defines how long the appointment should last.
  5. Accept Payments: Toggle this on to accept payments from clients within this calendar.
  6. Advanced Settings: Once you've set the basics, click here to customise your calendar to your company's specifications.

Advanced Settings

Refine the calendar details by accessing the advanced settings. There are five categories you can use to get the most out of your calendar.

Meeting Details

These are the details visible to your leads and customers; they give a clearer picture of what the appointment is about. These details include:

  1. Calendar Logo: Add your company's logo or any other image that represents the appointment.
  2. Description: Include any information you consider relevant about the appointment, such as a short explanation of what it is and any extra requirements.

  1. Group: If you have a group for related appointments, you can select it here.
  2. Meeting Invite Title: When your leads or customers schedule an appointment, this title is added to your calendar and the confirmation email.
  3. Event Color: This is the colour the appointment will have on your calendar.

Staff & Location

Define how appointments are assigned to team members. Optimising for availability will assign the appointment to whoever is free at the selected time. If two or more users are available, it will assign it to the highest priority one, or at random if they share the same priority level. Optimising for equal distribution will assign the appointment to each user at random.

For custom locations, you have the option to add a display label for custom meeting locations within the multiple meeting location features. This lets you input a placeholder name, such as "New York Office," which is shown on the booking widget until the booking is confirmed. Once the booking is completed, the actual meeting location is disclosed to the booker.

📌 NOTE: When only one team member is added to the Round-Robin calendar, you can add multiple locations for the appointment.

Furthermore, you can allow the booker to input their preferred meeting location when one team member is selected.

  • The Contact Routing Preference sections let you define the rescheduling and new appointment preferences. In Reschedule Preference (1), you can leave the rescheduled appointment user random or keep it under the same one every time. With New Appointment Preference (2), you can auto-assign the appointment to the contact's assigned user, keeping the experience consistent.

📌NOTE: Turn off "Allow Staff Selection" in the Customisation section to prevent bookers from changing the staff member on the booking widget.

Availability

This is the time management section of your calendar; things like the general days and times you take appointments are managed here. If you have recurring meetings, set how the repetitive scheduling will work, or change the settings for when the appointment slot should be open for booking.

Recurring Meeting: Toggle this option for meetings that happen more than once. Set the frequency at which this appointment should happen. The times to repeat will be the total number of this appointment that will be scheduled consecutively. For unavailable slots, you can skip booking, book the appointment in the next available slot, or continue booking.

Booking rules

Here, you will see the availability slot and interval settings. These give you control over the time, length, and quantity of appointments scheduled.

  1. Meeting Interval: This is the frequency for available time slots. For example, if you have a 30-minute slot interval, your time slots will show availability every 30 minutes (10:00 am, 10:30 am, 11:00 am, etc).
  2. Meeting Duration: Define how long each appointment should last in minutes or hours.
  3. Minimum Scheduling Notice: This defines how soon appointments can be booked in your calendar, helping you avoid surprise meetings. For example, if you choose 2 days, nobody can select a time slot less than 48 hours from the time of booking.
  4. Date Range: This defines how far in advance an appointment can be scheduled. For example, if you set this to a month, customers can't select a date two months away from the time of booking.
  5. Pre and Post-Buffer: To give you or your team a break between appointments, you can set a buffer before or after them. This helps prevent back-to-back appointments.
  6. Maximum Bookings: These two options let you define the total number of this type of appointment your team will have in a day, and the number of slots the calendar should keep open per user (if the number of appointments exceeds the given slot for the user, it either switches over to the next user in the round-robin queue or marks the slot unavailable for the prospect to book).
  7. Look Busy: The Look Busy toggle, when enabled, hides a specified percentage of available time slots (set by the percentage field) to make the calendar appear busier and create a sense of urgency for clients when booking.

Forms & Confirmation

To change how you collect information about the contact booking the appointment, or to collect deposits or fees related to the booking, use one of the following sections:

  1. Select Forms: Here, you can switch the form this calendar uses to book the appointment.
  2. Widget Order: This sets the order in which contacts fill out the form and book their appointment.
  3. Add Guests: With this, the person who booked the appointment can send invitations to multiple attendees so they can join the meeting. If necessary, you can make guests mandatory and send a custom form to guests.

  1. Confirmation Page: This shows after someone makes a booking. If you use Default, you can set a custom message on the same page. By selecting Redirect URL, you can send the contact to a website of your choice. Or, use the redirect or custom message defined in the custom form with "Use custom form rules."
  1. Facebook Pixel ID: To track new appointment bookings with your Facebook Ads Manager, add your Facebook Pixel here.

Payment

By enabling this option, you can take payment for the appointment at the moment of booking. To learn more about this section, please refer to the article "How to Add Payments to Appointments."

Once connected, the default selected payment provider is shown, and a full list of supported providers is displayed to improve clarity.

When accepting payments, you can let the customer pay a fraction of the total (1) to secure their appointment, charge each attendee (2), including guests, or enable coupon codes (3) for the calendar's checkout.

Notification & Policies

These pre-written notifications ensure everyone involved is kept informed about important updates. You can enable In-app and Email notifications.

  1. Turn on "Assign Contacts to Their Respective Calendar Team Members Each Time an Appointment Is Booked" to assign the contact to a specific team member when an appointment is booked. This helps link attendees directly to the appropriate team member handling the session.
  2. Cancellation and Reschedule Policy: If the option is toggled on, the system automatically adds a link for contacts to handle rescheduling or cancellation; this link can be removed by toggling the button off. You can also give this link an expiration window, limiting how soon it can be used before the appointment.

  1. Third-party calendar settings: By enabling option one, an email will be sent if you make any changes to the appointment directly inside the Google/Outlook calendar. By enabling the second option, when an appointment is booked, the team member will be selected as the contact's assigned user from that point onward.
  2. Additional Notes: This allows you to modify the additional notes for the appointment.

Widget Appearance

Toggle the Staff Selection option on to give your customers control over who they have the appointment with. If you keep it off, the appointment will be assigned according to the usual rules for the calendar.

You can fully personalise your calendar here. Add a cover image and change the style and colours of the calendar, the button text, and the information shown on the calendar.

Custom Code: If you have software developers on staff or know how to write custom code, you can add it in this field.

Save

Click the Save button to complete the setup.

If needed, click the tools icon to enter the troubleshooting view and run a live test of your calendar.

Sharing Your Calendar

To quickly share your calendar, click the arrow icon in the top right section.

This will open a module where you can select the link or embed code and share it with contacts.

The round-robin calendar is a great tool for team coordination, helping you make the most of everyone's available time. Follow these steps to get it set up and working for your team.