Calendars & Booking
How to Set Up a Round Robin Calendar in GoHighLevel
By Marnix Geerkens. Published 2026-03-17. Updated 2026-06-02.
A GoHighLevel round robin calendar distributes incoming bookings across multiple team members automatically. Create one from Calendar Settings, add your team, and choose whether appointments go to whoever is available first or spread evenly across all members. Each person's availability and meeting location can be configured individually.
Watch it, then build it
Get the full platform free for 30 days
That walkthrough runs on GoHighLevel. Start it free through RocketLauncher and you get 30 days instead of the usual 14, the whole platform unlocked, plus our setup help and a community of thousands of builders in 47+ countries.
30 days, not 14Full platform, nothing held backFree community and setup help
We earn a referral commission if you keep GoHighLevel after the trial. It never changes your price.
Summary. This tutorial covers building a round robin calendar in GoHighLevel for teams that need to share appointment volume without manually assigning bookings. It walks through creating the calendar, selecting team members, previewing the booking widget, editing individual staff availability, setting priority levels so newer team members receive more bookings, and choosing between availability-based or equal distribution modes. Meeting location per team member is also configurable.
Steps
Create the round robin calendar
Go to Calendars, click Calendar Settings, then New Calendar, and select Round Robin.
Name it and add team members
Enter a calendar name, click each team member's profile to add them, set the meeting duration, and set a custom URL.
Confirm and preview
Click Confirm to create the calendar. Use Preview Booking Widget or copy a booking link to see what clients will see.
Edit individual staff availability
Go to the Staff section on the left, click the pencil icon next to a team member, open User Availability, adjust working hours, and save.
Choose a distribution method
Open the round robin calendar settings and go to Staff and Location. Set distribution to Optimized for Availability (first available gets the booking) or Optimized for Equal Distribution (spread evenly).
Set priority levels
When using availability-based distribution, assign High, Medium, or Low priority to each team member. High priority members receive more bookings.
Configure meeting locations per member
Expand each team member's settings to choose their meeting format: Zoom, Google Meet, phone, Microsoft Teams, or a physical address.
Tips
- Use High priority for team members who are newer or need volume to build their pipeline.
- Preview the booking widget after saving to confirm slots show correctly before sharing the link with anyone.
Related tutorials
Watch it, then build it
Get the full platform free for 30 days
30 days, not 14Full platform, nothing held backFree community and setup help
Frequently asked questions
What happens if all team members are busy at a requested time?
That slot does not appear as available in the booking widget.
Can I use round robin with only two team members?
Yes. Two is the minimum for the distribution logic to activate.
Does changing priority take effect immediately?
Yes. Save changes in the top right corner and the new distribution applies to the next incoming booking.
Can each team member use a different meeting platform?
Yes. Meeting location is configured individually per team member inside the Staff and Location tab.