Team calendars
Assign team members to a calendar and set round-robin distribution and priority to share bookings fairly and quickly.
3 min read
If your ads bring in dozens of pre-consultation requests a day, piling them all on one person hurts both speed and quality. Team calendars share bookings automatically among your coordinators, so no patient is left waiting.
Before you start
- Each team member must be a user in the panel. See Add team members.
- Each user's working hours and time zone must be correct. See My profile.
- The calendar type must be Round Robin or Collective Booking. See Calendar types.
Assign team members and set distribution
- In Settings → Calendars, open the calendar and add team members in the Team members section.
- Set each member's priority (High / Medium / Low). When several people are free at the same time, the booking goes to the one with the higher priority.
- Choose the distribution method:
- Optimize for availability: the patient sees the most time options; the booking goes to whoever (with the highest priority) is free at that time. Choose this when speed matters.
- Optimize for equal distribution: bookings are shared as evenly as possible across the team. The patient may see slightly fewer options. Choose this when fairness matters.
Click Save to keep your changes.
Note
Option names can change with interface updates; you'll find these settings in the calendar's Calendar Details and Availability steps.
When to use priority
- More bookings for an experienced coordinator: if your senior coordinator converts best, set their priority to High.
- A new team member: start them on Low for the first few weeks, so they take bookings when the others are full.
- A part-time team member: restrict their working hours rather than their priority.
Send returning patients to their own coordinator
You don't want a returning patient to land with a new coordinator. With the relevant option in the Assignment section, if the patient's contact record has an owner and that person is available, the booking goes to them.
Tip
This protects the trust between patient and coordinator. A patient who says "I spoke to Zeynep last month" gets Zeynep again.
Language-based teams
If you work with international patients, set up language-based calendars instead of a single Round Robin:
| Calendar | Team | Used for |
|---|---|---|
| Video Consultation – EN | Zeynep, Elif | UK and US ads |
| Video Consultation – DE | Can | Germany and Austria ads |
| Video Consultation – AR | Zeynep | Gulf ads |
Put each calendar's booking link in the matching-language ad, landing page and WhatsApp templates. For a full team setup, see Multilingual team.
Several people with Collective Booking
In collective calendars the booking goes to all assigned team members together, not one. The patient only sees times when all of them are free. Use it for things like a surgeon + prosthodontist case review.
Troubleshooting
All bookings go to the same person. That person may have a higher priority with "availability" distribution selected, or the other members may not have working hours set.
One team member never gets bookings. Check the user's working hours, time zone, and whether a connected Google/Outlook calendar has an event blocking the whole day.
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