Managing Team Member Assignments in Round Robin Calendars

Modified on: Sat, 5 Apr, 2025 at 10:25 AM

Properly assigning team members in Round Robin Calendars ensures fair and efficient appointment distribution. This feature allows businesses to automate scheduling while maintaining the flexibility to assign appointments based on specific preferences.

TABLE OF CONTENTS

Understanding Key Terms
Configuring Reschedule Preferences
Setting New Appointment Preferences
Additional Settings
Best Practices
Frequently Asked Questions
Related Articles

Understanding Key Terms

To effectively manage Round Robin Calendars, it’s essential to understand key terms that influence team member assignment. These definitions will help you configure the settings correctly and ensure seamless appointment distribution.

Appointment Owner: The user assigned to a specific appointment when booked.
Assigned User: The contact's designated user within the system, often used for managing ongoing interactions.

Configuring Reschedule Preferences

Reschedule preferences determine how appointments are reassigned when clients modify their bookings. These settings ensure flexibility while maintaining efficiency in appointment allocation.

Step 1: Accessing Advanced Settings

Navigate to Settings > Calendars and select your Round Robin Calendar.
Click on Meeting Details and select Team Members.

Step2: Selecting Reschedule Options

Locate Advanced Settings to configure reschedule preferences
Reassign Through Round Robin: If you choose to reassign through round-robin scheduling, the rescheduled appointment will be assigned to any team member based on the round-robin algorithm.
Keep Same Appointment Owner: If you configure the setting to keep the same appointment owner, then when a contact reschedules an appointment using the reschedule link, only the original appointment owner's slots will be shown on the booking widget.

For example: If User A was the original appointment owner and the contact reschedules the appointment, only User A's available slots will be displayed for rescheduling.

Please Note: You can turn off 'Allow Staff Selection' to prevent bookers from changing the staff member on the booking widget. For more refer to How to configure Staff Member selection in Round Robin Calendars?

Setting New Appointment Preferences

New appointment preferences allow businesses to automate staff assignments based on predefined conditions, ensuring that clients book with the appropriate team member when necessary.

Step 1: Enabling "Always Book with Assigned User"

This feature lets you choose whether new appointments should always be booked with the contact's assigned user. If a contact has an assigned user, that user will be given preference; otherwise, it will be a round-robin assignment.

Tip: Turn off 'Allow Staff Selection' to prevent bookers from changing the staff member on the booking widget.

Prerequisites:

The lead or customer must already have an assigned user in the system.
The Form must be first in the booking widget order. You can reorder the widget from the Forms & Payments tab in order to use this feature.

Step 2: Configuration Steps

Go to Meeting Details > Team Members > Advanced Settings and toggle Always Book with Assigned User to enable this feature.

How New Appointment Preferences Works

When the form is first, the contact fills out their information. Based on the contact's email or phone number, the system checks who the contact's assigned user is. There are three possible scenarios:

No Assigned User: If the contact has no assigned user, the appointment is assigned through round-robin scheduling.
Assigned User not part of the Calendar: If the contact has an assigned user (e.g., User A) who is not part of the calendar, the appointment is assigned through round-robin scheduling among the calendar team members.
Assigned User part of the Calendar: If the contact has an assigned user (e.g., User A) who is part of the calendar, User A's slots are shown in the booking widget, and the appointment is booked with User A.

Please Note: If this setting is turned off, every new appointment will be scheduled through round-robin scheduling.

Additional Settings

To further refine the appointment booking experience, you can enable specific settings that impact how contacts are assigned to team members within the Round Robin Calendar. These settings can be found under Notifications and Additional Options Tab

Setting 1: Assign Contacts to Their Respective Calendar Team Members

This setting ensures that when an appointment is booked, the contact is automatically assigned to the team member they scheduled with.
It helps streamline client management by keeping appointments and communications consistent with a single team member.

Setting 2: Automatically Assign a Contact’s Future Appointments to the Same Team Member

Enabling this setting ensures that once a contact books an appointment with a specific team member, all future appointments for that contact will automatically be assigned to the same team member.
This helps maintain continuity and improves customer relationships by allowing clients to work with the same staff member over time.

Best Practices

Following best practices ensures that your Round Robin Calendar remains effective and efficient. Implement these recommendations to avoid scheduling conflicts and improve operational flow.

Ensure team availability is up to date for accurate appointment distribution.
Regularly check Advanced Settings to align with business needs.
Maintain consistent settings across all calendars to prevent conflicts.

Frequently Asked Questions

Q: What happens if a customer does not have an assigned user?
The Round Robin logic will automatically assign an available team member.

Q: Can I manually assign an appointment to a specific team member?
Yes, appointments can be manually reassigned within the calendar settings.

Q: How does rescheduling work with this feature?
Depending on the selected settings, the appointment can either remain with the original owner or be reassigned through Round Robin logic.

Was this article helpful?