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Create calendars

How to create a team (round robin) calendar

In Settings › Calendars, click Create Calendar, choose Round Robin, add the team members and decide whether bookings go to whoever is available or the client picks the person. One link spreads bookings across your team.

Updated on

Before you start

  • You need permission to create calendars.
  • Every staff member who will take appointments must be set up as a user in Settings › My Staff.
  • Each staff member should connect their own Google Calendar or Outlook if they want to see bookings there and avoid double-booking over other commitments.
Where to find it

Settings › Calendars › Create Calendar › Round Robin

Step by step

  1. In the left menu, open Settings and click Calendars.
  2. Click Create Calendar and choose Round Robin.
  3. Enter the calendar name (for example, "Dental cleaning") and a description if you like.
  4. In the team members section, add every staff member who can take these bookings.
  5. Choose how bookings are assigned:
    • auto-assign to one of the available members; or
    • let the client choose the team member on the booking page.
  6. Pick the meeting location (address, phone, Zoom, Google Meet or custom text).
  7. Set the appointment duration.
  8. In the Availability tab, click each staff member's name and set the days and hours they work.
  9. Click Save.
  10. Make a test booking from the calendar link and check which staff member it was assigned to.

Alternative: combine several calendars in a group

Use a group when each staff member already has their own calendar and you want to show them all behind one link.

  1. Create the individual calendars first (a group doesn't create them for you).
  2. In Settings › Calendars, click Create Group.
  3. Enter the group name and, optionally, a description.
  4. Choose the view template (Classic or Neo) and set the group URL (the last part of the link).
  5. Click Create.
  6. In the pop-up, click Choose Calendars, select the calendars and click Confirm. You can also pick I'll Do It Later.

Tips

  • For bookings to reach each person's Google Calendar or Outlook, every staff member needs a primary calendar set in their profile.
  • Buffers a staff member has on other calendars count toward their availability here. If distribution looks uneven, compare everyone's buffers.
  • Class and Collective calendars can't be added to a group.

Common problems

  • No team member shows any slots → Check that members are added to the calendar and that each one has days and hours set in the Availability tab.
  • One staff member never gets bookings → Check their hours, their buffers and whether they have Google or Outlook events marked as busy at those times.
  • No calendars appear when creating the group → There are no individual calendars yet. Create them first, then add them to the group.
  • The client can't choose the staff member → Edit the calendar and turn on the option that lets the client pick the team member.

Frequently asked questions

If I delete a calendar that's in a group, does the group disappear?

No. The group stays, but that calendar no longer shows as an option.

Does each staff member need to connect their own Google account?

Yes. External calendar connections are set up per user.

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