How to Set Up a Round-Robin Scheduling Calendar

Introduction to Round-Robin Calendars

A Round-Robin calendar is a valuable tool for managing team appointments effectively. This type of calendar allows you to add multiple team members and rotate appointments among them based on availability or priority. This ensures that appointments are evenly distributed and that no available time slots are overlooked.

Steps to Create Your Calendar

Once you've chosen the Round-Robin calendar option, you'll be guided through the Initial Setup process, which involves several key steps:

1. Calendar Name: Choose a descriptive name that will be visible to leads and customers when they book an appointment.

2. Add Team Members: Select the team members who will be included in this calendar for appointment scheduling.

3. Calendar URL: Enter the unique URL slug for the calendar.

4. Meeting Duration: Specify the length of time each appointment will last.

5. Booking Availability: Set the general availability, including the days and times when appointments can be scheduled.

6. Advanced Settings: Customize additional options to tailor the calendar to your specific needs.

Advanced Calendar Customization

Fine-tune your calendar using the advanced settings to enhance its functionality. These settings include:

1. Meeting Details:

   • Calendar Logo: Add your company’s logo or another representative image.

   • Description: Provide a brief explanation of the appointment and any additional requirements.

   • Group: Select a group if the appointment is part of a series or related to other events.

   • Meeting Invite Title: This title will appear on both your calendar and in confirmation emails sent to customers.

2. Appointment Distribution:

   • Decide how appointments are assigned to team members, whether by availability, priority, or random distribution for fairness.

? Note: If only one team member is assigned, you can add multiple locations for the appointment.

3. Advanced Appointment Distribution Settings:

   • Manage preferences for rescheduling and new appointment assignments. You can decide whether rescheduled appointments are assigned to the same team member or distributed randomly.

? Note: Disable the "Allow Staff Selection" option if you prefer to control which team member is assigned to appointments.

4. Event Color: Customize the color that will represent the appointment on your calendar.

Availability Management

Manage your availability by setting the days and times when appointments can be booked. If you hold recurring meetings, adjust the schedule accordingly to reflect repetitive appointments.

Recurring Meeting Settings

Enable this feature for meetings that happen regularly. Set the frequency, number of occurrences, and options for handling unavailable slots.

Appointment Slot Settings

These settings allow you to control the timing, frequency, and number of available appointment slots:

• Meeting Interval: Set how frequently time slots appear on the calendar.

• Minimum Scheduling Notice: Define how far in advance an appointment must be booked.

• Date Range: Determine how far in the future an appointment can be scheduled.

• Maximum Bookings: Limit the total number of appointments per day or per user.

• Pre and Post Buffer: Add a buffer before and after appointments to prevent back-to-back bookings.

Forms & Payment Options

Customize how you collect information and payments during the booking process:

• Select Forms: Choose the form used to gather contact information.

• Widget Order: Arrange the steps in the booking process.

• Pre-populate Forms: Automatically fill in forms with previously entered information.

• Consent Checkbox: Obtain consent to follow up with contacts.

• Add Guests: Allow the booking party to invite additional attendees.

• Confirmation Page: Customize the page displayed after booking, or redirect to a specific URL.

• Facebook Pixel ID: Track appointments with Facebook Ads Manager by adding your Pixel ID.

• Payment: Enable payment collection during the booking process.

Notifications & Additional Options

Set up notifications and other advanced options to manage appointments efficiently:

• Notification: Send automatic confirmation emails to all parties involved.

• Additional Options: Enable automatic updates for changes made directly in Google/Outlook calendars and assign team members as the primary contact for new bookings.

Cancellation and Rescheduling Policy

Include a link for rescheduling or canceling appointments. You can set an expiration window for this link to control when it can be used.

Customization and Personalization

Make your calendar stand out by customizing its appearance. You can add a cover image, change colors, and adjust button text. Advanced users can even add custom code to further enhance the calendar.

? Note: You can allow customers to choose their preferred team member by enabling the "Staff Selection" option. If this is off, the system will assign appointments based on the predefined rules.

Conclusion

A Round-Robin calendar is a powerful tool for improving team efficiency and ensuring that all available time is utilized effectively. By following these steps, you can set up a calendar that meets your team’s needs and keeps your schedule fully booked.