Who This Is For / When to Use
You have multiple team members who need to share inbound bookings.
You want bookings assigned automatically instead of manually.
You want fair distribution or priority-based assignment.
What a Round Robin Calendar Does
A Round Robin Calendar distributes new bookings to team members based on assignment rules you choose.
Key behaviors
Automated assignment: Kyrios assigns bookings automatically in the configured rotation/routing rules.
Balanced workload: Helps prevent one team member from being overloaded.
Routing preferences: You can control how new vs rescheduled bookings are assigned.
Step 1: Start a New Round Robin Calendar
Steps
Go to the Calendars tab in your account.
Click Calendar Settings.
Click + New Calendar.
Select Round Robin.
Step 2: Enter Meeting Details
After selecting Round Robin, complete the required calendar fields:
Calendar logo
Calendar name
Description
Group (optional)
Custom URL
Meeting duration
Step 3: Configure Meeting Locations
Round Robin calendars support multiple meeting locations, including:
Phone: defaults to the account phone number (editable)
Address: defaults to the account business address (editable)
Custom: any static value (e.g., directions, static Zoom link)
Zoom: generates unique links when Zoom is integrated in My Profile → Calendar Settings → Video Conferencing
Google Meet: generates unique links when Google is integrated and Google Calendar is selected as the linked calendar in My Profile → Calendar Settings
Ask the booker: lets the booker select a preferred location (saved for future)
“Ask the booker” Limitations
“Ask the booker” is limited to:
Event Calendar and Round Robin Calendar with a single team member
Neo widget only
Step 4: Set Appointment Distribution
Choose how Kyrios should assign meetings to your team.
Optimize for Availability
Assigns based on priority
If priorities are equal, assigns to the team member who has gone the longest time without a scheduled meeting
Step 5: Select Team Members and Routing Preferences
Select team members
Choose which team members participate in the Round Robin rotation.
Routing preferences
Choose how new and rescheduled appointments are assigned:
Assign via round robin, or
Assign to a specific team member (based on your chosen preference rules)
Conversation AI Booking Behavior
For Round Robin Calendars, Conversation AI can book appointments directly with the contact’s assigned user.
Requirement
You must enable “Always book with the contact’s assigned user” in the Round Robin calendar settings.
Configure Availability
Availability controls when bookers can see time slots.
Weekly Working Hours
Use for a repeating weekly schedule.
Date-Specific Hours
Use for specific dates and to override weekly hours.
Booking Widget: Open First Available Date
If you want the widget to open directly to the earliest available date:
Requirement
Configure Date-Specific Hours
Do not set Weekly Working Hours (no recurring weekly hours)
Look Busy
“Look Busy” hides a percentage of available slots to create urgency. Hidden slots are randomized across the week.
Applies to
Event calendars
Round Robin calendars
Collective calendars
Service calendars
Recurring Meetings
Use recurring meetings to schedule repeated sessions with a defined rhythm.
Advanced Scheduling Controls
These settings affect booking frequency, spacing, and limits:
Duration & interval
Buffer time (pre-buffer / post-buffer)
Maximum bookings per day
Maximum bookings per slot (per user)
Minimum scheduling notice
Date range (bookable window)
Important behavior: If maximum bookings per slot is exceeded for a user, Kyrios either:
Switches to the next user in the queue, or
Marks the slot unavailable
Forms, Consent, and Sticky Contacts
Forms
Use a default/curated form for the booking widget.
Pre-populate fields
Enable sticky contacts to remember attendee info for future bookings.
Consent checkbox
Enable consent collection when contacts provide a phone number.
Guests
You can allow bookers to add guests to the appointment.
Options
Enable guest inclusion
Require at least one guest (optional)
Collect guest details (useful for industries requiring intake info)
Use guest count if the booker doesn’t have guest emails
Payments and Partial Payments
If you charge for bookings, configure payments:
Integrate a payment gateway (e.g., Stripe)
Enable Accept Payments
Set amount + description
Enable Accept Partial Payment if you want deposits (flat or percentage)
Collect Payment for All Attendees
Enable this to charge based on number of attendees:
Payment amount is multiplied by total attendees
The booker is charged via the booking widget
Payment Gateway Settings
If using Stripe, key settings include:
Amount
Currency
Test vs live environment
Charge description
Notifications
You can control both in-app and email notifications per calendar.
In-app notifications
Can notify:
Assigned user, or
Specific users you select
Email Notifications
Enable email notifications and customize message content for different recipients.
Default recipients
Event calendars: account admin is default for in-app notifications
Other calendar types: assigned user is default
Reminder and Follow-Up Emails
You can:
Pick an email template or create a new one
Set timing for reminders and follow-ups
Send test emails (if available in your setup)
Save Your Calendar
Click Save to apply and activate your configuration changes.
Google and Outlook Calendar Integration
You can allow Google/Outlook to:
Send appointment invitations or update emails to attendees
Assign contacts to calendar team members upon booking
Cancellation and Reschedule Link Rules
You can disable cancel/reschedule links after a defined timeframe.
Important note
If the value is blank, links never expire.
Calendar Cover Image and Widget Customization
Cover image
Visible in group view for Neo template; not shown on individual calendar link.
Widget appearance
Neo vs classic style
Primary/background colors
Button text
Show/hide calendar title and description
Calendar details display
Custom Code and Staff Selection
Custom CSS
Add custom CSS to control styling.
Staff selection
Allow contacts to pick the staff member during booking.
Troubleshoot Calendar Tool
Use this tool to understand why time slots are unavailable.
Steps
Go to Calendar Settings
Select your calendar
Open the three-dot menu
Select Troubleshoot Calendar
You’ll see available/unavailable slots and the reason each slot is blocked.
Pro Tips
Use Look Busy to increase urgency by hiding some slots.
Use date-specific hours only to open booking on the first available date.
Enable Auto-confirm New Appointments to confirm instantly on available slots.
FAQ
Can I customize which team members are available for round robin scheduling?
Yes. Select the team members you want included when configuring the Round Robin calendar.
How does “Optimize for Availability” work?
It assigns appointments based on priority. If priorities are tied, it assigns to the person who hasn’t had a scheduled meeting for the longest time.
What happens if no availability is found within date-specific hours?
The booking widget continues searching into future dates until it finds the next available slot.
Are custom forms supported in round robin calendars?
No. Round Robin calendars support default forms only.
Why are some time slots unavailable on my calendar?
Use Troubleshoot Calendar from the calendar’s three-dot menu to see exactly what is blocking each slot (conflicts, availability rules, calendar settings, etc.).
Can I customize email and in-app notification content?
Yes. You can customize both notification types and choose which recipients receive them.
Who receives default notifications for different calendar types?
For Event Calendars, the default in-app recipient is the account admin. For other calendar types, the assigned user is the default recipient.
What if I want to manually assign rescheduled appointments?
Use Routing Preferences to control whether rescheduled bookings follow round robin or remain with the originally assigned team member.
How do buffer times work for appointments?
Buffer times add extra time before (pre-buffer) or after (post-buffer) appointments to prevent back-to-back bookings.
Can I exclude a team member temporarily without deleting them from the calendar?
Yes. You can turn off that user in the team member section or set their weekly hours to unavailable while keeping their configuration intact.