Available plan: Teams only
Round-robin scheduling is an easy way to aggregate the availability of multiple members of your team into one scheduler. This provides the maximum availability for clients to book appointments and ensures someone on your team is available at the preferred time of the client!
Step 1: Select Round robin under scheduler settings
You'll see that there are two options to pick from, select the round-robin option to unlock the other settings in a round-robin scheduler:
Step 2: Add members from your team
After selecting round-robin, you can see the option to add multiple members from your team. Simply select the members from your team and add them to this scheduler to aggregate their availability.
When these members are added, you'll have the option to select a different availability (if you'd like) and sort the list based on certain filters or most recently joined team members. Practice will also tell you what meeting source communications that particular member has connected. So, if you'd like all round-robin appointments to be hosted on Zoom, you might want to make sure that the entire team has their Zoom account connected.
Step 3: Round robin settings
There are three main settings you have control over:
With this setting, you're prioritizing the first member displayed to the client at the time of booking. That means, when Practice recognizes the client, we'll display either the most available member of the round-robin scheduler or the assigned contact owner of the client.
To calculate the most available member, Practice will calculate which member of your scheduler has the most available time slots.
Allow member switching
This setting is specific to using the round-robin scheduler within a package. When turned on, a client can book with different team members if this scheduler is used inside of a package. For example, when turned on, after their first appointment is scheduled with Member A, they'll be allowed to book with any other member of your team after the first session.
Allow for changed assigned owner
When enabled, we'll change the assigned contact owner of this client. That means, if Member A is originally assigned to Client A, if the client opts to book with a different team member, we'll automatically assign Client A to Member B when booking with them.
Step 4: Communication method
When you build your round-robin scheduler, you'll set the communication method for each appointment booked in this scheduler. Only one communication method is supported at this time. That means we require each member of the scheduler to use this communication method for the appointment that is booked. If a member does not have the appropriate communication method, Practice will not display that member in the client booking flow.
If you select a communication method that not all included members have connected, Practice will tell you that some members've not connected that integration.
Step 5: Everything else!
This round-robin scheduler is going to inherit the same behaviors with Smart Actions as a regular schedule. So, once you set up the basics, you can apply labels, schedule forms or customize the reminders associated with the scheduler.
Learn more using Smart Actions with schedulers