CategoryCalendars and Bookings
Article typeDocumentation
Estimated reading time 8 min read
Last reviewedRecently reviewed
Applies toGEVADE CRM accounts where the feature is enabled
Access requiredAccess may depend on your user permissions
Plan/configuration noteFeature availability may depend on your selected plan and account configuration
Summary
A round-robin calendar distributes incoming bookings automatically across multiple team members based on availability. You configure the team member pool, set availability rules, and the system handles distribution where this feature is enabled in your account.
Who this article is for
This article is for account administrators and team managers who want to automate appointment distribution across multiple staff members.
Overview
Round-robin calendars are designed for teams where multiple people can handle the same type of appointment. Instead of manually assigning bookings, the calendar rotates new appointments through your team based on availability and configured distribution rules. This guide explains how to create a round-robin calendar in GEVADE CRM, configure your team pool, set availability, and test the booking flow before going live. Availability and distribution behaviour may vary depending on your account configuration and connected calendar setup.
Before you begin
- Confirm you have multiple active team members with user access in your workspace.
- Ensure each team member has their availability configured or a connected external calendar where relevant.
- Review your appointment duration, buffer time, and booking notice requirements before creating the calendar.
- Decide whether to use equal distribution or availability-based distribution, where available in your account.
Step 1: Navigate to Calendar Settings
Go to Calendars in your GEVADE CRM workspace. Select Calendar Settings and click Create Calendar. When prompted to choose a calendar type, select the round-robin option where available in your account. If this option is not visible, your plan or account configuration may not include team calendar features. Contact support if this option is not visible.
Step 2: Configure calendar details
Enter a name for the calendar, set the appointment duration, and add a description where relevant. These details will be visible to customers during booking. Keep the name clear and specific to the service or team handling this calendar.
Step 3: Add team members to the pool
In the team members section, add the staff members who should receive bookings from this calendar. Each team member added to the pool may need their own availability configured to ensure the system can find open slots. Only add team members who are active users in your workspace.
Step 4: Set availability and buffer rules
Configure the days and hours when bookings can be made. Add buffer time between appointments where needed to prevent back-to-back scheduling. Set a minimum booking notice period to avoid last-minute appointments. Availability settings apply at the calendar level and may be overridden by individual team member availability or connected external calendars, where enabled.
Step 5: Configure conflict checking
If team members have connected external calendars, enable conflict checking to prevent double-booking. This setting tells the system to check the external calendar before confirming a booking slot. External calendar sync behaviour may vary depending on the integration setup and authentication status. Test this before going live.
Step 6: Set distribution rules
Choose how bookings are distributed. Options may include equal distribution across team members or availability-based routing where the next available team member receives the booking. Available distribution methods may vary depending on your account configuration. Contact support if you cannot locate the expected distribution options.
Step 7: Configure confirmations and the booking form
Set up the intake form that customers complete when booking. Include the fields relevant to your service. Configure whether bookings are automatically confirmed or require manual review. Notification settings for both the customer and the assigned team member can be configured here or via a workflow automation where available.
Step 8: Test the booking flow before going live
Use the booking link to complete a test booking. Verify that the correct team member is assigned, the confirmation is sent, and the appointment appears in the correct calendar. If you have connected external calendars, verify that the appointment also appears there. Do not rely on this flow for live bookings until testing is complete.
Configuration note
Round-robin calendar availability depends on each team member's configured hours, connected external calendars, and account configuration. If no slots appear for customers, check that at least one team member has available hours within the configured booking window. We do not guarantee external calendar sync accuracy. Sync behaviour may vary depending on integration setup, authentication status, and external platform availability.
Important clarification
A frequent setup issue is adding team members to the pool without first configuring their individual availability. If a team member has no available hours set, they will not appear as a valid routing option, which can reduce or eliminate visible booking slots.
Resolution guidance
No available slots are showing for customers
Check that each team member in the pool has availability hours configured and that their connected external calendar, if applicable, is not showing all-day busy events. Verify the minimum booking notice setting is not blocking near-term slots. Results may depend on your setup, permissions, data quality, and active configuration.
Bookings are not distributing evenly
Review the distribution setting to confirm it is set to equal distribution rather than availability-based routing, where this option is available. If a team member has fewer open hours, they will receive fewer bookings under availability-based distribution. Contact support if this option is not visible in your account.
A team member is receiving all bookings
This may indicate that other team members have no configured availability, are blocked by their connected external calendar, or have been incorrectly configured. Review each team member's individual settings and connected calendar status.
Need account-specific help?
If your question requires account access, billing review, workflow inspection, message delivery diagnosis, AI response review, or private configuration review, submit a support request with examples and screenshots.
