How to Set Up a Round Robin Calendar in Sparkforge

Round Robin calendars route bookings to whichever teammate is available, so customers never see an empty slot when someone on the team can take it. This walkthrough covers the full setup.

How Round Robin calendars work

• You assign one or more team members to the calendar.
• When a customer requests a slot, Sparkforge checks each assigned teammate's availability in priority order.
• The first available teammate gets the booking.
• If nobody on the team is free at the requested time, the slot does not appear to the customer — preventing dead bookings.

Slot capacity for multi-booking calendars

If the calendar allows multiple bookings per slot, each confirmed appointment subtracts 1 from the slot capacity. Overlapping appointments only subtract from the slots they actually overlap, so the rest of the day stays bookable. A slot is only fully blocked when its declared capacity is reached.

When Round Robin is the right fit

• Shared queues. Sales, support, intake — anywhere any qualified teammate can take the call.
• Workload fairness. Sparkforge can distribute evenly so nobody burns out.
• Faster response. Customers always get the next available person.
• Growing teams. Add a teammate, the rotation expands automatically.

Create the calendar

Step 1: Open the calendar builder

Go to Settings > Calendars, click Create Calendar, and choose Round Robin. (You can also reach the same place from the Calendars tab in the subaccount.)

Step 2: Name and describe the calendar

Give it a name customers will recognize on the booking page. Add a description so the rest of your team knows what this calendar is for — particularly useful when you have multiple Round Robin calendars for different services.

Step 3: Assign team members

Add one or more teammates. The calendar will not save without at least one. Order matters when using priority — higher-priority members get bookings first.

Step 4: Set the URL slug

Sparkforge generates a URL slug from the calendar name. Edit it if you want something cleaner; the system will warn you if the slug is already taken.

Step 5: Configure duration and availability

Set meeting length in minutes or hours. Configure weekly working hours and any date-specific exceptions (holidays, planned leave, special events). You can match the team's collective availability or pick company-wide hours.

Step 6: Accept payments (optional)

Toggle Accept Payments if the appointment requires payment at booking. Pick a currency and add a payment description so customers see clear terms before checkout.

Step 7: Save

Click Save to create the calendar. Preview from the calendar list, or hit the three-dot menu next to the calendar to edit anything later.

Related setup tasks

• Distribution logic — pick Optimize for Availability or Equal Distribution.
• Staff selection — let bookers choose a specific teammate (turn off if you need true distribution math).
• Linked and conflict calendars — sync Google or Outlook to prevent double bookings.
• Embedding — paste the embed code on a Sparkforge site, page, or external website.