How to Set Up Round Robin Scheduling to Distribute Leads Evenly
Automatically distribute incoming appointments across your team so every member gets an equal share of bookings.
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.
Before You Start
Make sure you have the following ready:
- At least 2 team members with availability set
- Service types that support round robin assignment
Step-by-Step Guide
6 steps · 20 minutes
Create a round robin service
Add a new service and set the assignment type to 'round robin' instead of 'specific provider.'
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' for even assignment or 'availability-based' to factor in who has the most open slots.
Set priority rules
Optionally weight certain team members higher if they should receive more bookings based on experience or capacity.
Configure notification preferences
Set whether assigned team members receive instant notifications or a daily summary of their upcoming appointments.
Test the rotation
Book 3-4 test appointments and verify they are distributed across different team members according to your rules.
Frequently Asked Questions
What happens if one team member is unavailable?
The system skips them and assigns to the next available member, then catches them up when they return.
Can I exclude certain services from round robin?
Yes. Only services configured as round robin use rotation. Other services can be provider-specific.
Does round robin account for timezone differences?
Yes. Each team member's timezone is respected, and availability is calculated locally.
Can clients override and pick a specific person?
You can configure whether clients see the round robin service only or also have the option to choose a specific team member.
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