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Appointment Distribution Logic for Round Robin Calendars in Stack

Discover how Stack's Round Robin calendars can streamline your team's appointment scheduling by automatically distributing bookings among team members. This ensures fair scheduling and maximizes availability, perfect for businesses like sales, customer support, and healthcare services.

Table of Contents​

Introduction​

Round Robin Calendars in Stack automate the distribution of appointments among your team, ensuring fair and efficient scheduling. This feature is ideal for businesses that depend on team-based bookings, offering more available time slots and reducing the need for manual assignments.

Appointment Distribution Methods​

Stack's Round Robin Calendars offer two primary methods for distributing appointments:

Optimize for Availability​

This method assigns appointments based on which team members are available at the chosen time. It's perfect for businesses needing immediate availability, such as customer support or urgent medical services.

Key Features:

  • Prioritizes available team members for bookings.
  • Efficiently uses available time slots.
  • Reduces customer wait times.

Optimize for Equal Distribution​

This approach ensures appointments are evenly shared among team members, regardless of immediate availability. It's ideal for sales teams or businesses preferring an equal workload distribution.

Key Features:

  • Distributes appointments evenly to avoid overloading any team member.
  • Promotes fairness across the team.
  • Best suited when team members have similar working hours.

Setting Team Member Priorities​

You can set priority levels for team members to influence how appointments are distributed. Higher-priority members are more likely to receive bookings first if multiple team members are available.

Priority Levels:

  • High Priority: Selected first if available.
  • Medium Priority: Selected if no high-priority member is available.
  • Low Priority: Selected only if no high or medium-priority members are available.

Selecting Meeting Location​

When scheduling appointments, you can specify a preferred meeting location for each team member, offering flexibility in how meetings occur.

Meeting Location Options:

  • Zoom: For meetings conducted via Zoom.
  • Google Meet: To schedule Google Meet appointments.
  • Phone: For phone call meetings.
  • Full Address: For in-person meetings at a physical location.
  • Ask the Booker: Allows the booker to specify the meeting location.
  • Microsoft Teams: For meetings via Microsoft Teams.

Frequently Asked Questions​

Can I change the distribution method after setup?
Yes, you can update your settings anytime in the calendar configuration panel.

What happens if a team member is unavailable?

  • With Optimize for Availability, the system assigns the appointment to the next available member.
  • With Optimize for Equal Distribution, the system skips unavailable members and continues the rotation.

Can I exclude certain team members from the Round Robin Calendar?
Yes, you can remove members from the rotation in the calendar settings.

For more detailed setup instructions, check out the related articles on Round Robin Calendars and Staff Selection.