Round Robin Calendars: The Setup Guide

Round Robin Calendars allow businesses to distribute appointments evenly among multiple team members. This feature ensures that scheduling is efficient, fair, and optimized based on availability or workload balance. This guide will walk you through the steps to set up Round Robin Calendars, configure distribution settings, and customize team member assignments.

TABLE OF CONTENTS

• What Are Round Robin Calendars and how do they work?
• Why Use Round Robin Calendars?
• Creating the Round Robin Calendar
• Additional Resources & Support for HighLevel Calendars
• Frequently Asked Questions

What Are Round Robin Calendars and how do they work?

A Round Robin Calendar is a scheduling system that automatically distributes appointments among assigned team members. It ensures fair workload distribution and optimizes availability by automatically checking which team member is available at the requested time. Some key points about Round Robin Calendars:

• At least one team member must be assigned to a Round Robin Calendar during setup.
• When a customer requests an appointment, the system first checks the availability of the first assigned team member.
• If the first team member is not available, it automatically moves to the next team member.
• This continues until an available team member is found.
• If no team members are available at the selected time, the system prevents customers from booking an empty slot, ensuring they only see valid appointment options.

Key Benefit: Customers only book appointments when a team member is actually available, eliminating scheduling conflicts and reducing manual intervention.

Why Use Round Robin Calendars?

Round Robin Calendars provide several advantages, especially for teams that share appointments or handle client interactions collectively. Some key benefits are as follows:

• Efficient Scheduling – Automates appointment assignments, saving time and reducing manual effort.
  
  
• Balanced Workload – Distributes appointments evenly, preventing one team member from being overloaded.
  
  
• Faster Response Times – Ensures the next available team member gets assigned, improving customer experience.
  
  
• Flexibility for Clients – Customers can choose any available slot, increasing scheduling convenience.
  
  
• Ideal for Scaling Teams – Helps growing businesses manage high volumes of appointments without bottlenecks.

Creating the Round Robin Calendar

Creating a Round Robin Calendar ensures that appointments are automatically distributed among available team members. This step involves selecting the calendar type, configuring the appointment distribution logic, and assigning at least one team member.

Step 1: Navigate to Settings → Calendars in HighLevel, click on Create Calendar, and select the Round Robin as the calendar type.

You can also Click on the Calendars Tab in the Subaccount, click on Calendar Settings and then click on Create Calendar and select the Round Robin as the calendar type.

Step 2: Calendar Name and Description: Here, you can assign a name to the calendar and add a description based on your requirements. The description helps clarify the purpose of the calendar, making it easier to remember its intended use or the reason it was created. 

Step 3: Select Team Members: Choose one or more team members who will be assigned appointments through the Round-Robin scheduling system.

Step 4: Custom URL: Click on the textbox and type in your desired custom URL. The system will check the URL availability. If it's available, you'll see a checkmark indicating it's ready to use. If not, you'll need to modify it until you find an available one. 

For more detailed instructions, you can refer to HighLevel's support article on Custom URL for Unassigned Calendars.

Step 5: Meeting Duration and Booking Availability: HighLevel allows you to customize meeting durations in both minutes and hours, ensuring flexibility based on your business needs. You can set up your calendar based on team member preferences or company-wide scheduling policies. You can configure specific dates and exceptions, ensuring precise control over when appointments can be scheduled. 

For detailed steps on customizing availability, refer to Calendar Availability - Weekly Working Hours & Date-Specific Hours.

Step 6: Accept Payments: The Accept Payments tab allows you to enable payments directly through your calendar. If your services or products require payment, you can toggle this option to accept payments seamlessly during the booking process.

HighLevel also provides a variety of currency options, allowing Multiple Currency Support. You can add a Custom Description under the Payment Information section. This helps customers understand the payment terms, pricing details, or any special instructions before completing their booking.

For detailed steps on customizing availability, refer to Collecting Payments in Calendars

Step 7: Save the Calendar: Once all the settings have been customized, click on Save to Create your Round-Robin Calendar.

You can now Priview the calendar or if you wish to reset some settings, please navigate to the Calendar → Click on 3 dots on the right side of the Calendar → Edit.

Additional Resources & Support for HighLevel Calendars

These resources provide comprehensive support for setting up, managing, and troubleshooting calendars in HighLevel. Whether you're configuring Round Robin appointments, collecting payments, troubleshooting booking issues, or embedding your calendar, these guides will help you optimize your scheduling.

1. Calendar Setup & Customization

• Round Robin Calendars Appointment Distribution Logic – Learn how Round Robin schedules appointments based on availability or equal distribution.
  
  
• Team Member Assignment in Round Robin Calendars – Configure how team members are assigned to appointments and rescheduling preferences.
  
  
• How to Configure Staff Selection in Round Robin Calendars – Enable invitees to choose their preferred team member while booking.
  
  
• Setting Up Linked & Conflict Calendars – Prevent double bookings by syncing HighLevel with external calendars like Google or Outlook.

2. Calendar Availability & Scheduling

• Adjusting Availability Settings for Individual Calendars – Set working hours, buffer times, and appointment slot durations.
  
  
• Calendar Availability - Weekly Working Hours & Date-Specific Hours – Customize team availability by selecting specific days and times.

3. Payment Collection in Calendars

• Collecting Payments in Calendars – Enable payments for appointments, choose payment gateways, and add pricing details.

4. Calendar Troubleshooting & Management

• Troubleshooting Tool for Calendar – Identify and fix issues preventing bookings or causing scheduling conflicts.
  
  
• Deactivating Calendar Groups – Disable or remove calendar groups while maintaining records.
  
  
• Embedding HighLevel Calendars using HTML Code – Share and embed your calendar on websites or landing pages for easier booking access.

Frequently Asked Questions

Q. What happens if no team members are available?
The invitee will be prompted to select another date/time.

Q. Can I manually assign appointments to team members instead of using Round Robin?
Yes, you can override automatic assignments in the appointment settings.

Q. Can I prioritize specific team members for certain clients?
No, Round Robin currently only supports availability-based or equal distribution settings.

Q. Can I charge clients when they book an appointment?
Yes, you can enable Accept Payments to require payment when clients book a service.