How to Create a Round Robin Calendar

How to Create a Round Robin Calendar

The Round Robin Event Type is designed to streamline appointment scheduling by automatically distributing meetings among available team members. This ensures a balanced workload, fair distribution of appointments, and more efficient scheduling.

Key Features:

1. Automated Assignment: Meetings are automatically distributed to the next available team member.

2. Balanced Workload Distribution: Ensures equal distribution of meetings among team members.

3. Manual Assignment Options: Choose whether to use automated round-robin assignment or manually assign appointments.

Step 1: Create a Round Robin Calendar

1. Navigate to the Calendar Tab:

   • Go to Calendars > Calendar Settings.

   • Click on Create Calendar.

2. Select Round Robin Event Type:

   • Click the Create Calendar button and select Round Robin.

   • A setup window will appear where you can enter the basic details:

     • Calendar Name: Enter a descriptive name.

     • Description: Add details about the calendar’s purpose.

     • Select Team Members: Choose team members to include in this calendar.

     • Custom URL: Provide a unique URL for easy access.

     • Meeting Duration: Define how long each appointment will last.

     • Availability: Set the time slots during which appointments can be booked.

3. Save and Edit Calendar:

   • After entering the initial details, save the calendar.

   • You can now edit the calendar to customize additional settings.

Step 2: Configure Your Round Robin Calendar

1. Open and Edit Your Calendar:

   • Go to your saved calendar, click the three dots menu, and select Edit.

2. Configure Appointment Assignment Preferences:

   • Navigate to Meeting Details > Team Members > Advanced Settings to set up assignment preferences:

     • Optimize for Availability: Appointments are assigned based on the availability of team members.

     • Optimize for Equal Distribution: Meetings are distributed evenly among team members to ensure balanced workloads.

3. Customize Calendar Appearance and Details:

   • Calendar Logo: Upload a logo to enhance branding.

   • Group: Assign the calendar to a specific group if needed.

   • Meeting Invite Title: Set a title that will be used in meeting invitations.

4. Appointment Distribution Options:

   • Optimize for Availability: Prioritizes assigning appointments to team members with the most availability.

   • Optimize for Equal Distribution: Distributes appointments evenly among the team.

5. Configuring Availability Settings:

   • Set specific dates, meeting intervals, buffer times (before and after appointments), daily limits, and office hours.

6. Recurring Appointments: If needed, configure the frequency for recurring appointments.

Step 3: Forms, Payments, and Guest Options

1. Booking Forms:

   • Choose a form for the booking widget. Enable pre-filled information for returning contacts.

2. Consent Checkbox: Include a consent option for contacts providing sensitive information during booking.

3. Add Guests: Allow primary attendees to invite additional participants to the meeting.

4. Payments:

   • Integrate with Stripe to accept payments, enabling options for partial payments.

   • Configure the payment amount, currency, and other billing details.

Step 4: Notifications and Additional Options

1. Notification Types:

   • Decide which notifications to send (appointment confirmations, updates, etc.) and who should receive them (contacts, team members, etc.).

2. Google Calendar Integration: Allow Google Calendar to send appointment invitations and updates.

3. Booking Controls:

   • Set time frames after which reschedule and cancellation links are disabled.

Customization Options

1. Calendar Cover Image: Upload a cover photo to be displayed in Group View for the Neo template.

2. Widget Customization:

   • Style Selection: Choose between Neo (modern) or classic design.

   • Colors and Text: Customize the primary and background colors, button text, and calendar title/description.

   • Calendar Details: Choose to display details like duration, date, time, recurring information, and time zone.

   • Custom Code: Add custom CSS to further personalize your calendar’s appearance.

3. Staff Selection: Enable this feature to let contacts choose which staff member to schedule with during the booking process.

By following these steps, you can effectively set up a Round Robin calendar that optimizes team scheduling, balances workloads, and provides a seamless booking experience for your clients.