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Round Robin Team Scheduling

Distribute meetings evenly across team members automatically

Last updated on October 27, 2025

Round Robin Team Scheduling

Overview

Round Robin scheduling automatically distributes incoming meeting bookings across team members. This ensures fair distribution of leads, prevents one person from being overloaded, and provides flexibility when team members are unavailable.
Availability: Pro Plan ($15/user/month)

How It Works

  1. Team Setup: Create a team and add members
  1. Booking Link Creation: Create a Round Robin booking link for the team
  1. Smart Assignment: When someone books, the system assigns the next available team member
  1. Automatic Rotation: Each booking goes to the team member with the fewest assignments
  1. Calendar Sync: Meeting appears on the assigned team member's calendar

Creating a Team

Step 1: Navigate to Teams

  1. Go to Teams in the sidebar
  1. Click Create Team
  1. Enter team name (e.g., "Sales Team", "Support Specialists")
  1. Click Create

Step 2: Add Team Members

  1. Select your team
  1. Click Add Member
  1. Enter team member's email
  1. Choose their role:
      • Member: Can be assigned bookings
      • Reader: Can view bookings but not be assigned
  1. Click Add
Roles Explained:
  • Member: Gets bookings assigned via round robin, can edit team settings
  • Reader: Can view all team bookings but won't be assigned meetings

Creating a Round Robin Booking Link

  1. Go to Booking Links
  1. Click Create dropdown
  1. Choose Round Robin for Team: [Your Team Name]
  1. Configure the booking link:
      • Title: What invitees see
      • Duration: Meeting length
      • Location: Where/how you'll meet
  1. Click Save
Team Booking Link Features:
  • All team members' calendars are checked for conflicts
  • Only shows times when at least one team member is available
  • Automatically assigns to the least-busy available member

Assignment Logic

How Members Are Chosen

  1. Check Availability: System checks which team members are available at the requested time
  1. Count Assignments: For available members, counts their total assigned bookings
  1. Choose Least Busy: Assigns to the member with the fewest current assignments
  1. Tie Breaker: If multiple members have the same count, chooses the one who joined the team first

Example

Team: Sales Team
  • Alice: 5 current assignments
  • Bob: 3 current assignments
  • Carol: 3 current assignments
Visitor books: Tuesday at 2 PM
  • Alice: Available (5 assignments)
  • Bob: Busy
  • Carol: Available (3 assignments)
Result: Carol gets the booking (fewest assignments among available members)

Managing Team Availability

Individual Schedules

Each team member controls their own availability:
  • Set working hours in Availability > Working Hours
  • Connect personal calendar to block busy times
  • System only shows times when at least one member is available

Team-Wide Availability Override

Set team-specific hours that override individual schedules:
  1. Edit Round Robin booking link
  1. Enable Use Event Schedule
  1. Set team-wide available hours
  1. Save
Use case: Ensure team coverage during specific hours (e.g., 9 AM - 6 PM EST)

Differences: Round Robin vs One-on-One

Feature
One-on-One
Round Robin
Host
Single person
Team (multiple potential hosts)
Assignment
Always the same person
Rotates automatically
Availability
One person's calendar
All team members' calendars
Use Case
Personal meetings
Sales, support, recruiting
Plan Required
Free or Pro
Pro Plan only

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