Skip to main content
Round-robin scheduling creates a team event type with a pool of hosts and automatically assigns each new booking to the next available host in rotation. Cal ID checks everyone’s calendar, skips busy hosts, and balances workloads across the team.
How assignment rotates: Cal ID first computes the union of available slots across all hosts, then assigns the booking to the highest-priority (or highest-weighted) host who is free in that slot, skipping anyone unavailable. When hosts tie, the least recently booked host wins.

​
Configure round-robin

1

Create a team event type

From your team, create a new event type and choose Round Robin as the scheduling type.
2

Add your host pool

Select the team members who should share these bookings.
3

Set priorities and weights

Assign a priority to each host and, optionally, enable weights to fine-tune distribution.
Round-robin host settings with a priority dropdown beside each host and the option to enable weights

Tuning how bookings are shared out

4

Choose any fixed hosts

Optionally mark hosts who should attend every meeting, alongside the rotating pool.

​
Priority ranking

Every round-robin host has a priority (default: medium). Higher priorities get selected first when multiple hosts are available in a slot. Ties go to the least recently booked host. This ensures hosts with higher designated priorities are given precedence, optimizing resource allocation and streamlining event organization. For instance, if John and Jane are both available in the same slot, but John has a priority of High compared to Jane’s Medium, John will be booked. If several hosts share the same priority, Cal ID chooses the least recently booked host. You can select a priority for each host, and based on their priority (and availability in the selected slot), the hosts will be booked.
Host list on a round-robin event type with a priority dropdown open beside a host's name, showing options including High and Medium

Deciding who gets booked first

​
Weights

Weights are optional and must be enabled to use. They let you determine how meetings are distributed among hosts. When enabled, every host has a default weight of 100%, meaning each host should end up with the same number of bookings by default. However, hosts with fewer availabilities can still end up with fewer bookings. Only confirmed bookings count towards past bookings. For instance, Jane Doe has a weight of 100% and already has 8 bookings, while John Doe has a weight of 200% and already has 12 bookings. Assuming both are available, the next bookings would go to John Doe until a total of 16 bookings is reached. Weight adjustment: If new hosts are added to a round-robin event type that has weights enabled, their weights will be adjusted accordingly. New hosts have their bookings adjusted proportionally to their weight, accounting for the bookings existing hosts already have. This ensures a fair distribution when new hosts are added. Example: Weight Adjustment = (Bookings of existing hosts / Sum of weights of existing hosts) * New host weight Weight Adjustment = 14 / 300 * 50 = 2.33 The new host will have a weight adjustment of 2 bookings.
Least recently booked is the fallback method: the available round-robin host who was booked least recently is chosen. If more than one host meets this criterion, one is chosen at random.

​
Fixed hosts

If you want to bring Collective behavior into round-robin events, Cal ID makes it possible. You can select which hosts should always attend the meeting, while the other selected team members are booked on a round-robin basis.
  • Fixed hosts are individuals who are consistently present at every meeting.
  • Round-robin hosts are members of a group who take turns attending meetings. Rather than everyone attending every meeting, only one person from the group attends each time.
Team tab of a round-robin event type with some members listed as fixed hosts and the remaining members listed as round-robin hosts

Keeping one person on every call

For tasks like scheduling sales calls or product demos, where you have a pool of people among whom you’d like to distribute meetings, round-robin is the perfect choice.

​
Troubleshoot “No availability” on the booking page

If your round-robin booking page shows No availability, work through these checks in order. Cal ID only offers a slot when at least one round-robin host (and every fixed host) is free during team-visible hours.
  • Host pool is empty. Open the event type and confirm at least one team member is added under the round-robin host pool. To auto-include everyone, use the Add all team members, including future members field on the Team tab.
  • Hosts have no availability schedule. Each host needs working hours defined in Availability. A host with no schedule contributes zero open slots to the union.
  • Calendars aren’t connected. If a host hasn’t connected a calendar, Cal ID cannot check conflicts and skips them from the pool. Ask each host to connect at least one calendar under Apps > Installed Apps.
  • All hosts are busy. Cal ID skips hosts with conflicting events on their connected calendars. If every host is busy during team hours, no slot appears.
  • A fixed host is unavailable. Fixed hosts must attend every meeting. If any fixed host is busy or off-schedule, Cal ID hides the slot even when round-robin hosts are free.
  • Date range or minimum notice is blocking slots. Check the event type’s Limits tab for future booking window, minimum booking notice, and booking frequency caps that could zero out the visible window.

​
Other team event types

Collective events

Need everyone in the room at once? Book the whole group together.

Managed events

Push a consistent event type to every team member from one place.

Related topics

Collective EventsManaged Event Types for TeamsTeam AvailabilitySet Up Routing FormsTeams in Cal ID