# Round Robin Calendars: Setup, Distribution & Availability Explained > Learn how to set up Round Robin Calendars, configure team appointment distribution, and understand updated slot capacity and availability rules. - Source: https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/round-robin-calendars-setup-distribution-availability-explained - Section: Calendars & Appointments / Round Robin Calendars - Reading time: 5 min - Images: 9, each explained below --- Round Robin Calendars allow businesses to distribute appointments evenly among multiple team members. This feature ensures that scheduling is **efficient, fair, and optimized** based on availability or workload balance. This guide will walk you through the steps to set up **Round Robin Calendars**, configure **distribution settings**, and customize **team member assignments**. --- **TABLE OF CONTENTS** - [What Are Round Robin Calendars and how do they work?](#what-are-round-robin-calendars-and-how-do-they-work) - [Why Use Round Robin Calendars?](#why-use-round-robin-calendars) - [Creating the Round Robin Calendar](#creating-the-round-robin-calendar) - [Additional Resources & Support for GHL Customer Care Calendars](#additional-resources-and-support-for-ghl-customer-care-calendars)[](#1-calendar-setup-and-customization)[](#frequently-asked-questions) - [Frequently Asked Questions](#frequently-asked-questions) --- ## **What Are Round Robin Calendars and how do they work?** A **Round Robin Calendar** is a scheduling system that automatically distributes appointments among assigned team members. It ensures **fair workload distribution** and **optimizes availability** by automatically checking which team member is available at the requested time. Some key points about **Round Robin Calendars**: - **At least one team member** must be assigned to a Round Robin Calendar during setup. - When a customer **requests an appointment**, the system first checks the **availability of the first assigned team member**. - If the first team member is **not available**, it automatically moves to the **next team member**. - This continues until an **available team member** is found. - If **no team members** are available at the selected time, the system **prevents customers from booking an empty slot**, ensuring they only see valid appointment options. **Key Benefit:** Customers only book appointments when a team member is actually available, eliminating scheduling conflicts and reducing manual intervention. ### **How Slot Capacity Is Calculated**  If your Round Robin calendar allows multiple appointments per slot, availability is determined by slot capacity limits. Each confirmed appointment reduces slot capacity by 1. If an appointment overlaps multiple time slots, the system reduces the availability by 1 in each affected slot. A slot is blocked only when its defined capacity limit is fully reached. Overlapping appointments no longer fully block all affected slots prematurely. --- ## **Why Use Round Robin Calendars?** Round Robin Calendars provide several advantages, especially for teams that **share appointments** or handle **client interactions collectively**. Some key benefits are as follows: - **Efficient Scheduling** – Automates appointment assignments, saving time and reducing manual effort. - **Balanced Workload** – Distributes appointments evenly, preventing one team member from being overloaded. - **Faster Response Times** – Ensures the **next available** team member gets assigned, improving customer experience. - **Flexibility for Clients** – Customers can choose **any available slot**, increasing scheduling convenience. - **Ideal for Scaling Teams** – Helps growing businesses manage high volumes of appointments without bottlenecks. --- ## **Creating the Round Robin Calendar** Creating a Round Robin Calendar ensures that appointments are automatically distributed among available team members. This step involves selecting the calendar type, configuring the appointment distribution logic, and assigning at least one team member. **Step 1**: Navigate to **Settings → Calendars** in GHL Customer Care, click on **Create Calendar,** and select the **Round Robin** as the calendar type. ![Creating the Round Robin Calendar (image 1 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041483729/original/snsUAoeI0jXrawvKNPCS0U_HWtTPkjxQTA.gif) **Creating the Round Robin Calendar (image 1 of 9)** This animation appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: Step 1: Navigate to Settings → Calendars in GHL Customer Care, click on Create Calendar, and select the Round Robin as the calendar type. Immediately after, the guide continues: You can also Click on the Calendars Tab in the Subaccount, click on Calendar Settings and then click on Create Calendar and select the Round Robin as the calendar type. - What to fill in: Step 1: Navigate to Settings → Calendars in GHL Customer Care, click on Create Calendar, and select the Round Robin as the calendar type. - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: You can also Click on the Calendars Tab in the Subaccount, click on Calendar Settings and then click on Create Calendar and select the Round Robin as the calendar type. You can also Click on the **Calendars Tab** in the Subaccount, click on **Calendar Settings and then click on Create Calendar and select the Round Robin as the calendar type.** ** ![Creating the Round Robin Calendar (image 2 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041483845/original/rKM8KM6Iq9udR3tBzWCRL9tg2w_LN5-DKg.gif) **Creating the Round Robin Calendar (image 2 of 9)** This animation appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: Step 1: Navigate to Settings → Calendars in GHL Customer Care, click on Create Calendar, and select the Round Robin as the calendar type. Immediately after, the guide continues: Step 2: Calendar Name and Description: Here, you can assign a name to the calendar and add a description based on your requirements. The description helps clarify the purpose of the calendar, making it easier to remember its intended use…. - What to fill in: Step 1: Navigate to Settings → Calendars in GHL Customer Care, click on Create Calendar, and select the Round Robin as the calendar type. - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: Step 2: Calendar Name and Description: Here, you can assign a name to the calendar and add a description based on your requirements. The description helps clarify the purpose of the calendar, making it easier to remember its intended use or the reason it was created. ** **Step 2: Calendar Name and Description:** Here, you can assign a name to the calendar and add a description based on your requirements. The description helps clarify the purpose of the calendar, making it easier to remember its intended use or the reason it was created.  ![Creating the Round Robin Calendar (image 3 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041484643/original/iz5he2aAOvGRPnvYMbqM8aSrbNKlNjf3cg.png) **Creating the Round Robin Calendar (image 3 of 9)** This screenshot appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: Step 2: Calendar Name and Description: Here, you can assign a name to the calendar and add a description based on your requirements. The description helps clarify the purpose of the calendar, making it easier to remember its intended use or the reason it was created. Immediately after, the guide continues: Step 3: Select Team Members: Choose one or more team members who will be assigned appointments through the Round-Robin scheduling system. - What this covers: Step 2: Calendar Name and Description: Here, you can assign a name to the calendar and add a description based on your requirements. The description helps clarify the purpose of the calendar, making it easier to remember its intended use or the reason it was created. - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: Step 3: Select Team Members: Choose one or more team members who will be assigned appointments through the Round-Robin scheduling system. **Step 3: Select Team Members:** Choose one or more team members who will be assigned appointments through the Round-Robin scheduling system. ![Creating the Round Robin Calendar (image 4 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041484869/original/WafregsoVAPBerKYhGF0_Jf0uKHtFi7Z5A.png) **Creating the Round Robin Calendar (image 4 of 9)** This screenshot appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: Step 3: Select Team Members: Choose one or more team members who will be assigned appointments through the Round-Robin scheduling system. Immediately after, the guide continues: Step 4: Custom URL: A unique URL slug is automatically created based on your calendar name. If needed, you can edit it manually. When edited, the system will check the URL availability. If the URL is already taken, you’ll see a message…. - What to choose: Step 3: Select Team Members: Choose one or more team members who will be assigned appointments through the Round-Robin scheduling system. - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: Step 4: Custom URL: A unique URL slug is automatically created based on your calendar name. If needed, you can edit it manually. When edited, the system will check the URL availability. If the URL is already taken, you’ll see a message and can modify it until you find an available one. **Step 4**: **Custom URL**: A unique URL slug is automatically created based on your calendar name. If needed, you can edit it manually. When edited, the system will check the URL availability. If the URL is already taken, you’ll see a message and can modify it until you find an available one. ![Creating the Round Robin Calendar (image 5 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041485231/original/nWi1ronf3urcKqDdyPxCHA2Mu64Ib_m80A.png) **Creating the Round Robin Calendar (image 5 of 9)** This screenshot appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: Step 4: Custom URL: A unique URL slug is automatically created based on your calendar name. If needed, you can edit it manually. When edited, the system will check the URL availability. If the URL is already taken, you’ll see a message and can modify it until you find an available one. Immediately after, the guide continues: Step 5: Meeting Duration and Booking Availability: GHL Customer Care allows you to customize meeting durations in both minutes and hours, ensuring flexibility based on your business needs. You can set up your calendar based on team member…. - What this covers: Step 4: Custom URL: A unique URL slug is automatically created based on your calendar name. If needed, you can edit it manually. When edited, the system will check the URL availability. If the URL is already taken, you’ll see a message and can modify it until you find an available one. - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: Step 5: Meeting Duration and Booking Availability: GHL Customer Care allows you to customize meeting durations in both minutes and hours, ensuring flexibility based on your business needs. You can set up your calendar based on team member preferences or company-wide scheduling policies. You can configure specific dates and exceptions, ensuring precise control over when appointments can be scheduled. **Step 5: Meeting Duration and Booking Availability:** GHL Customer Care allows you to **customize meeting durations** in both **minutes and hours**, ensuring flexibility based on your business needs. You can set up your calendar based on **team member preferences** or **company-wide scheduling policies**. You can configure **specific dates and exceptions**, ensuring precise control over when appointments can be scheduled.  For detailed steps on customizing availability, refer to **[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/creating-calendars/calendar-availability-weekly-working-hours-date-specific-hours)**[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/creating-calendars/calendar-availability-weekly-working-hours-date-specific-hours)[Calendar Availability - Weekly Working Hours & Date-Specific Hours](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/creating-calendars/calendar-availability-weekly-working-hours-date-specific-hours). ![Creating the Round Robin Calendar (image 6 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041486443/original/cWQ8bXHu38oMrFFrVY0aHz5oip6ikzS7Iw.png) **Creating the Round Robin Calendar (image 6 of 9)** This screenshot appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: For detailed steps on customizing availability, refer to Calendar Availability - Weekly Working Hours & Date-Specific Hours. Immediately after, the guide continues: Step 6: Accept Payments: The Accept Payments tab allows you to enable payments directly through your calendar. If your services or products require payment, you can toggle this option to accept payments seamlessly during the booking…. - What this covers: For detailed steps on customizing availability, refer to Calendar Availability - Weekly Working Hours & Date-Specific Hours. - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: Step 6: Accept Payments: The Accept Payments tab allows you to enable payments directly through your calendar. If your services or products require payment, you can toggle this option to accept payments seamlessly during the booking process. **Step 6: Accept Payments:** The **Accept Payments tab** allows you to enable payments directly through your calendar. If your services or products require payment, you can toggle this option to accept payments seamlessly during the booking process. GHL Customer Care also provides a variety of currency options, allowing **Multiple Currency Support**. You can add a **C****ustom Description** under the Payment Information section. This helps customers understand the payment terms, pricing details, or any special instructions before completing their booking. For detailed steps on customizing availability, refer to **[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/collecting-payments-in-calendars)**[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/collecting-payments-in-calendars)[Collecting Payments in Calendars](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/collecting-payments-in-calendars) ![Creating the Round Robin Calendar (image 7 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041487283/original/6Db1jW9CQ6yCg_YDAJm3RkjsLNdxB9ES1g.png) **Creating the Round Robin Calendar (image 7 of 9)** This screenshot appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: For detailed steps on customizing availability, refer to Collecting Payments in Calendars. Immediately after, the guide continues: Step 7: Save the Calendar: Once all the settings have been customized, click on Save to Create your Round-Robin Calendar. - What this covers: For detailed steps on customizing availability, refer to Collecting Payments in Calendars - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: Step 7: Save the Calendar: Once all the settings have been customized, click on Save to Create your Round-Robin Calendar. [](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/collecting-payments-in-calendars)**[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/collecting-payments-in-calendars)** **Step 7: Save the Calendar**: Once all the settings have been customized, click on **Save** to **Create** your **Round-Robin Calendar.** ![Creating the Round Robin Calendar (image 8 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041487667/original/ulEJ6ONGiZ3Ejx4e8VCmpRkHbF9n2YmjhA.png) **Creating the Round Robin Calendar (image 8 of 9)** This screenshot appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: Step 7: Save the Calendar: Once all the settings have been customized, click on Save to Create your Round-Robin Calendar. Immediately after, the guide continues: You can now Priview the calendar or if you wish to reset some settings, please navigate to the Calendar → Click on 3 dots on the right side of the Calendar → Edit. - How to confirm: Step 7: Save the Calendar: Once all the settings have been customized, click on Save to Create your Round-Robin Calendar. - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: You can now Priview the calendar or if you wish to reset some settings, please navigate to the Calendar → Click on 3 dots on the right side of the Calendar → Edit. You can now Priview the calendar or if you wish to reset some settings, please navigate to the **Calendar → Click on 3 dots on the right side of the Calendar → Edit.** ** ![Creating the Round Robin Calendar (image 9 of 9)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041487927/original/LD3pY33tuVpR4Y9ylvFQTtKdbfenmgbEYg.png) **Creating the Round Robin Calendar (image 9 of 9)** This screenshot appears in the "Creating the Round Robin Calendar" section of "Round Robin Calendars: Setup, Distribution & Availability Explained". The text alongside this image reads: Step 7: Save the Calendar: Once all the settings have been customized, click on Save to Create your Round-Robin Calendar. Immediately after, the guide continues: These resources provide comprehensive support for setting up, managing, and troubleshooting calendars in GHL Customer Care. Whether you're configuring Round Robin appointments, collecting payments, troubleshooting booking issues, or…. - How to confirm: Step 7: Save the Calendar: Once all the settings have been customized, click on Save to Create your Round-Robin Calendar. - Controls: Step 1, Settings → Calendars, Create Calendar,, Round Robin, Calendars Tab, Step 4, Custom URL, customize meeting durations, minutes and hours, team member preferences, company-wide scheduling policies, specific dates and exceptions - Next: These resources provide comprehensive support for setting up, managing, and troubleshooting calendars in GHL Customer Care. Whether you're configuring Round Robin appointments, collecting payments, troubleshooting booking issues, or embedding your calendar, these guides will help you optimize your scheduling. ** --- ## **Additional Resources & Support for GHL Customer Care Calendars** These resources provide **comprehensive support for setting up, managing, and troubleshooting calendars in GHL Customer Care**. Whether you're configuring **Round Robin appointments, collecting payments, troubleshooting booking issues, or embedding your calendar**, these guides will help you optimize your scheduling. ### **1\. Calendar Setup & Customization** - **[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/appointment-distribution-logic-for-round-robin-calendars)**[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/appointment-distribution-logic-for-round-robin-calendars)[Round Robin Calendars Appointment Distribution Logic](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/appointment-distribution-logic-for-round-robin-calendars) – Learn how Round Robin schedules appointments based on availability or equal distribution. - [Team Member Assignment in Round Robin Calendars](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/managing-team-member-assignments-in-round-robin-calendars) – Configure how team members are assigned to appointments and rescheduling preferences. - [How to Configure Staff Selection in Round Robin Calendars](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/round-robin-calendar-staff-selection) – Enable invitees to choose their preferred team member while booking. - [Setting Up Linked & Conflict Calendars](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/setting-up-linked-calendars-conflict-calendars) – Prevent double bookings by syncing GHL Customer Care with external calendars like Google or Outlook. ### **2\. Calendar Availability & Scheduling** - [Adjusting Availability Settings for Individual Calendars](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-availability-settings/adjusting-availability-settings-for-individual-calendars) – Set working hours, buffer times, and appointment slot durations. - [Calendar Availability - Weekly Working Hours & Date-Specific Hours](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/creating-calendars/calendar-availability-weekly-working-hours-date-specific-hours) – Customize team availability by selecting specific days and times. ### **3\. Payment Collection in Calendars** - **[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/collecting-payments-in-calendars)**[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/collecting-payments-in-calendars)[Collecting Payments in Calendars](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-settings-and-preferences/collecting-payments-in-calendars) – Enable payments for appointments, choose payment gateways, and add pricing details. ### **4\. Calendar Troubleshooting & Management** - **[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/troubleshooting-calendars/troubleshooting-tool-for-calendar)**[](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/troubleshooting-calendars/troubleshooting-tool-for-calendar)[Troubleshooting Tool for Calendar](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/troubleshooting-calendars/troubleshooting-tool-for-calendar) – Identify and fix issues preventing bookings or causing scheduling conflicts. - [Deactivating Calendar Groups](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-groups/deactivating-calendar-groups) – Disable or remove calendar groups while maintaining records. - [Embedding GHL Customer Care Calendars using HTML Code](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/getting-started-w-calendars/embedding-ghl-customer-care-calendars-using-html-code) – Share and embed your calendar on websites or landing pages for easier booking access. --- ## **Frequently Asked Questions** **Q. What happens if no team members are available?** The invitee will be prompted to select another date/time. **Q. Can I manually assign appointments to team members instead of using Round Robin?** Yes, you can override automatic assignments in the appointment settings. **Q. Can I prioritize specific team members for certain clients?** No, Round Robin currently only supports **availability-based or equal distribution settings**. **Q. Can I charge clients when they book an appointment?** Yes, you can enable **Accept Payments** to require payment when clients book a service. --- ## **Related Articles** - [Why Appointment Time Slots Are Missing on Your Calendar](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/troubleshooting-calendars/why-appointment-time-slots-are-missing-on-your-calendar) - [Show Seats Per Slot for Class Booking](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/creating-calendars/show-seats-per-slot-for-class-booking-on-the-booking-widget)  - [Adjusting Availability Settings for Individual Calendars](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/calendar-availability-settings/adjusting-availability-settings-for-individual-calendars) --- Documentation for GHL Customer Care. Support: support@ghlcustomercare.com