Managing team appointments efficiently can be challenging, especially when you want to evenly distribute meetings among team members. Calendly offers a feature called round-robin scheduling that simplifies this process. This guide walks you through setting up round-robin scheduling in Calendly for your team.

What is Round-Robin Scheduling?

Round-robin scheduling automatically assigns meetings to team members in a rotating order. This ensures fair distribution of appointments and prevents overloading any single team member. It is ideal for sales teams, customer support, or any group that needs balanced scheduling.

Prerequisites for Setting Up

  • A Calendly account with a paid plan that supports team features.
  • Multiple team members with Calendly accounts.
  • Admin access to create and manage team scheduling pages.

Step-by-Step Guide

1. Create a New Event Type

Log in to your Calendly dashboard. Click on "Event Types" and select "Create Event Type." Choose the "Team" option to set up a team event.

2. Configure Event Details

Enter the event name, location, and description. Set the duration and availability preferences according to your team's schedule.

3. Add Team Members

In the "Invitee Questions" section, navigate to "Assign to Team." Add your team members by entering their email addresses or selecting from your team list. Ensure all relevant team members are included.

4. Enable Round-Robin Assignment

Within the event setup, locate the "Assign to" options. Select "Round Robin" as the assignment method. This option will automatically rotate appointments among team members.

5. Save and Share

Review all settings and click "Save." Share the generated scheduling link with your clients or embed it on your website. The system will now automatically assign meetings in a round-robin fashion.

Best Practices for Round-Robin Scheduling

  • Regularly review team availability and update schedules accordingly.
  • Communicate with your team about scheduling expectations and changes.
  • Use calendar integrations to keep everyone’s availability current.
  • Monitor appointment distribution to ensure fairness and efficiency.

Conclusion

Implementing round-robin scheduling in Calendly helps streamline your team's appointment management, ensuring fair distribution and saving time. Follow this guide to set up and optimize this feature for your team’s needs.