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Appointment distribution - also referred to as round-robin scheduling, is a feature used in assigned or round-robin calendars when there are two or more users sharing the calendar. This article aims to provide a comprehensive understanding of appointment distribution and its various settings.
Adding Users to Round Robin Calendar Scheduling
To include a user in the round-robin calendar scheduling, follow these steps within a Calendar’s Settings:
Click on dropdown box under "Select team members" in the calendar interface
Select the desired user from the drop-down menu.
Appointment Distribution Options
When adding users to the round-robin calendar scheduling, you will encounter two options at the top: "Optimize for Availability" and "Optimize for Equal Distribution". Let's explore each option in detail:
Optimize for Availability
By selecting "Optimize for Availability," you can prioritise which User gets a booking for a particular time slot. Here's how it works:
To change priorities, you can assign users as either high, medium or low priority
When a booking request is made, the system uses the following priority order:
If all users are set to medium priority, bookings will be evenly distributed:
If a high-priority user is available, the booking is assigned to them:
If a high-priority user is unavailable, & the medium & low priority users are available, the medium priority user receives the booking:
If both high and medium priority users are unavailable, the low-priority user gets assigned the booking:
If no users are available within their office hours and personal availabilities, no available slots will be displayed on the calendar for that time.
Optimize for Equal Distribution
By selecting "Optimize for Equal Distribution," all bookings will be distributed equally among the available users. Here's what you need to know:
Appointments will be as evenly distributed as possible, with consideration to the User's, and Office Hour availabilities
This option ensures a fair allocation of meetings among team members
Additional Settings
Maximum bookings per slot (per user)
Another important aspect of appointment distribution is the maximum number of bookings allowed per slot for each user on the calendar. It is important to note the following:
The "Maximum Bookings Per Slot (Per User)" setting determines the maximum number of bookings a user can have for a specific time slot
If a user reaches this maximum limit, the system can handle it in two ways:
Switch over to the next user in the round-robin queue, allowing them to receive the booking
(If no additional User's available) Mark the slot as unavailable for future bookings, preventing additional appointments