How to Set Up Round Robin Scheduling to Distribute Leads Evenly
How to set up round robin scheduling to distribute leads evenly: create a round robin service, choose who's in the rotation, pick equal distribution or random assignment, plan for time off, and check each month that bookings are really being shared fairly.
Start the GuideHow to Set Up Round Robin Scheduling to Distribute Leads Evenly This step-by-step guide covers everything you need, from prerequisites to pro tips, so you can complete the process in 20 minutes or less. Browse all how-to guides.
What You Need Before Set Up Round Robin Scheduling
Make sure you have the following ready:
- A Pro plan or above
- At least 2 team members with availability set
- Service types that support round robin assignment
How to Set Up Round Robin Scheduling
8 steps · 20 minutes
Create a round robin service
Team scheduling is available on the Pro plan and above. Add a new service and set the assignment type to 'round robin' instead of 'specific provider.'
Use round robin where clients have no provider preference, such as new-client consultations, first assessments, and sales calls. Returning clients can still book their usual person through a provider-specific service.
Add team members to the pool
Select which staff members participate in the round robin rotation.
Include at least 3 team members for effective distribution.
Choose the distribution method
Select Equal Distribution to share bookings evenly across the pool, or Random to assign each booking to any available member.
Balance the load through availability
Each person can only receive bookings in the hours they're available, so working hours are how you give someone more or fewer bookings.
Part-timers working three days naturally get fewer bookings than full-timers, and new hires can start with fewer bookable hours and add more as they get comfortable.
Plan for absences and exceptions
Block vacation and sick days on each person's calendar so the rotation skips them. Decide in advance whether someone whose booking was cancelled gets the next one to make up for it, and when a manager may assign a booking by hand.
Make sure everyone gets notified
Check that each team member receives booking notifications by email, and have them install the SchedulingKit mobile app (iOS and Android) for a push notification whenever they're assigned a new booking.
Test the rotation
Book 3-4 test appointments and verify they are distributed across different team members according to your rules.
Review the distribution monthly
Compare the number of appointments each team member received over the last 30 days. If the counts are within roughly 10-15% of each other after accounting for availability, the rotation is working. Adjust working hours at the same time if someone is consistently over or under.
Was this article helpful?
Frequently Asked Questions
Related Guides
Continue with these related tutorials
Automate Appointment Scheduling
Replace the back-and-forth of manual scheduling with a fully automated system that books, confirms, reminds, and follows up, without your involvement.
Manage Multiple Locations
Run a unified scheduling system across multiple locations with location-specific services, staff, and availability from one dashboard.
Manage Staff Schedules
Set up and manage team schedules, shift patterns, time off, and availability from a single dashboard so your business runs smoothly.
Ready to Get Started?
Sign up free and follow this guide step by step, your scheduling will be live in minutes.
Free forever plan available • No credit card required
When this isn't for you
This is not for you if you've already implemented the workflow. The walkthrough is for first-time setup. Skip if your team already has a working process.