Calendars & Booking
How to Create a Round-Robin Calendar in GoHighLevel
By Marnix Geerkens. Published 2024-01-10. Updated 2026-06-02.
A round-robin calendar in GoHighLevel distributes incoming bookings across a team of people rather than routing everything to one person. You create it in Calendar Settings, add your team members, and then choose a distribution mode: optimize for availability (more time slots, better coverage) or optimize for equal distribution (everyone gets an even share). Priority settings let you weight certain team members to receive more bookings when their availability overlaps.
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Summary. Round-robin calendars in GoHighLevel are built for teams where more than one person can handle a booking. After creating the calendar and adding team members, you configure whether the system should prioritize filling available slots or splitting bookings evenly. Each team member can also have a location set, such as a physical address or a Zoom link, so the right details appear on each booking confirmation. The distribution rules apply whenever two or more team members share overlapping availability.
What you will learn
- Create a round-robin calendar and add team members to it
- Choose between optimize for availability and optimize for equal distribution
- Set priority levels for individual team members to influence booking frequency
- Assign per-member meeting locations such as an address or a Zoom link
- Configure individual staff availability through the My Staff settings panel
Steps
Create the round-robin calendar
Go to Calendars in your sub-account and click Calendar Settings. Click Create Calendar and choose the Round-Robin type. Add a calendar name, set a custom URL, and choose the default meeting duration.
Add team members
In the team member section, select each person you want to receive bookings from this calendar. You can add multiple staff members and adjust their settings individually after saving the initial setup.
Choose a distribution mode
Open Advanced Settings and scroll to Appointment Distribution. Select Optimize for Availability if your team works different shifts and you want to show as many open time slots as possible to incoming clients. Select Optimize for Equal Distribution if your team has overlapping schedules and you want everyone to receive the same number of bookings over time.
Set team member priorities
With the Optimize for Availability mode, each team member has a priority option (High, Normal, or another level). Setting someone to High Priority means the calendar will prefer assigning bookings to that person when their availability overlaps with others. This is useful for directing more volume to a newer team member during training.
Assign meeting locations per team member
Next to each team member, select their meeting location. Choose a physical address for in-person appointments, or enter a Zoom or Google Meet link for online sessions. Each team member can have a different location if your business offers both options.
Check and adjust individual staff availability
Go to Settings then My Staff. Click Edit on any team member, scroll to User Availability, and set their working hours. These hours feed directly into the round-robin logic, so accurate availability is essential for the distribution to work correctly.
Tips
- Use Optimize for Availability when your team works in shifts and you want the booking page to show the widest possible set of open times.
- Use Optimize for Equal Distribution for teams that work identical hours and where fairness in lead allocation matters.
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Frequently asked questions
What happens when two team members are both available at the same time?
GoHighLevel uses your distribution mode and priority settings to decide who receives the booking.
Can each team member have a different meeting location?
Yes. You assign a location (address, Zoom, Google Meet) to each team member individually in the calendar settings.
How do I give one team member more bookings than others?
Set that person to High Priority in the Optimize for Availability distribution mode.
Where do I set each team member's working hours?
Go to Settings, then My Staff, click Edit on the team member, and open User Availability.