Round Robin Scheduling in TidyCal

Round Robin Scheduling in TidyCal

Round robin scheduling automatically distributes incoming bookings evenly among your team members, ensuring fair workload distribution and optimal team utilization. Perfect for sales teams, support departments, and service-based businesses.

What is Round Robin Scheduling?

Round robin is a booking distribution method that automatically assigns appointments to team members in a rotating sequence. When a client books an appointment, TidyCal assigns it to the next available team member in the rotation, ensuring equal distribution of meetings across your team.

Benefits of Round Robin Scheduling

• Fair distribution - Ensures all team members receive equal booking opportunities
• Balanced workload - Prevents any single team member from being overwhelmed
• Team efficiency - Maximizes team availability and utilization
• Client choice removed - Clients do not need to choose between team members
• Automatic assignment - No manual intervention required for booking distribution

Requirements for Round Robin

Plan Requirements:

• Agency Plan (Tier 2) subscription required
• Team must be created with multiple members
• Team members must have connected calendars

Setting Up Round Robin Scheduling

Follow these steps to create a round robin booking type:

1. Navigate to Teams
2. Select your team and click Booking types
3. Click + Create booking type
4. Configure basic settings
5. In the Team Settings section, select Round Robin scheduling method
6. Choose team members to include in the rotation
7. Configure availability and Priority settings
8. Save your booking type

How Round Robin Assignment Works

The assignment process:

1. Client books appointment: Client selects available time slot
2. System checks rotation: TidyCal determines the member with the highest priority or the next member in sequence
3. Availability verification: Confirms assigned member is actually available
4. Booking creation: Creates appointment with assigned team member
5. Notifications sent: Both client and assigned member receive confirmations

It's important to understand the logic TidyCal uses:

• Pooled Availability: The booking page will show clients all available slots from everyone in the pool. If Person A is free at 10 AM and Person B is free at 11 AM, the client will see both 10 AM and 11 AM as options.

Troubleshooting Common Issues

Q: One team member is getting more bookings than others?

A: Check their availability settings - they might have more available time slots. Also verify the rotation is working correctly.

Q: No available time slots are showing?

A: Ensure at least one team member in the rotation has available time and connected calendar.

Need more help? Contact our support team - we are here to help!