Round Robin Calendars in Sparkforge: Team Member Assignment

Round Robin Calendars distribute new appointments across a team. The settings below decide which team member gets each booking — including reschedules and repeat customers.

Key terms

• Appointment Owner: the user assigned to a specific appointment when it's booked.
• Assigned User: the contact's designated user, used for ongoing relationship management.

Reschedule preferences

Reschedule preferences decide what happens when a contact reschedules from the booking link.

Step 1: Open Advanced Settings

1. Settings > Calendars and pick the Round Robin Calendar.
2. Click Meeting Details > Team Members.

Step 2: Pick a reschedule mode

Open Advanced Settings:

• Reassign Through Round Robin: the rescheduled appointment goes to whoever the round-robin algorithm picks next.
• Keep Same Appointment Owner: the contact only sees the original owner's open slots when rescheduling. Example: if User A originally got the appointment, only User A's slots show on the reschedule widget.

Tip: turn off Allow Staff Selection to stop bookers from changing the staff member on the widget.

New appointment preferences

Decide whether new bookings should always go to the contact's Assigned User when possible.

Always Book with Assigned User

If a contact has an Assigned User, they get the booking. Otherwise it falls back to round-robin.

Prerequisites

• The contact must have an Assigned User.
• The Form must be first in the booking widget order. Reorder under Forms & Payments.

Configure

Meeting Details > Team Members > Advanced Settings > toggle Always Book with Assigned User.

How the assignment runs

With Form first, the contact submits their info. Sparkforge looks up the Assigned User by email or phone:

1. No Assigned User: round-robin picks the team member.
2. Assigned User not on this calendar: round-robin picks from this calendar's team.
3. Assigned User is on this calendar: their slots show; the booking goes to them.

If this setting is off, every new appointment uses round-robin.

Additional settings

Find these under Notifications and Additional Options.

Assign Contacts to Their Calendar Team Members

When a contact books, the team member they booked with becomes the contact's Assigned User. Keeps comms consistent.

Auto-assign future appointments to the same team member

Once a contact books with someone, future bookings go to the same team member. Maintains continuity.

Best practices

• Keep team availability current so distribution stays accurate.
• Review Advanced Settings periodically as your team and process change.
• Use consistent settings across calendars so workflows behave predictably.