Who This Is For / When to Use
Teams using Round Robin calendars
Businesses assigning appointments across multiple staff members
Users who want consistent and fair workload distribution
Accounts using “Any Available Staff” booking mode
How Equal Distribution Works
The system distributes appointments evenly across team members within the same calendar month.
Tracks bookings per team member monthly
Prioritizes the least-booked team member
Dynamically adjusts availability to maintain balance
Prevents over-allocation to any single team member
When This Logic Applies
Equal distribution logic only applies under specific conditions.
Applies when “Any Available Staff” is selected
Does NOT apply when a specific team member is selected
Manual staff selection overrides distribution rules
Appointment Assignment Logic
Each booking follows a defined assignment process.
System checks the booking month
Counts total appointments per team member for that month
Selects the least-booked team member
If tied, follows the predefined team order
If unavailable, assigns the next eligible team member
Monthly Distribution Rules
Distribution is controlled by strict monthly balancing rules.
Evaluated only within the booking month
No team member can exceed others by more than 3 appointments
If the limit is exceeded:
That team member’s availability is temporarily hidden
Availability is restored once balance is achieved
Dynamic Availability Adjustment
The system automatically adjusts visibility to maintain fairness.
Overbooked team members are temporarily removed from selection
Underbooked team members are prioritized
Availability updates in real time as bookings change
Troubleshooting Distribution Issues
Use the built-in indicators to identify imbalance.
“ROUND ROBIN” status highlights uneven distribution
Indicates when a team member is ahead in bookings
Helps diagnose why certain staff are not receiving bookings
Example Scenario
This example shows how distribution works within a month.
Booking month: April
User A: 3 appointments
User B: 0 appointments
Result:
User A becomes temporarily unavailable
User B receives new bookings until the gap is reduced
Reset Conditions
Certain actions will reset distribution counts.
Adding a new team member
Removing a team member
Switching between:
“Optimize for Equal Distribution”
“Optimize for Availability”
Best Practices for Accurate Distribution
Follow these recommendations to maintain balance.
Disable “Allow Staff Selection” to enforce equal distribution
Ensure team members have overlapping availability
Avoid frequent switching between distribution modes
Keep team structure stable to prevent resets
Why This Matters
This feature improves scheduling efficiency and fairness.
Ensures equal workload across team members
Prevents overbooking specific staff
Reduces scheduling conflicts and confusion
Creates predictable appointment distribution
FAQ
Does equal distribution work if a user selects a specific team member?
No. If a specific team member is selected, the booking is assigned directly and bypasses distribution logic.
How is the “least-booked” team member determined?
The system counts the number of appointments assigned to each team member within the same calendar month and selects the lowest.
What happens if two team members have the same number of bookings?
The system uses the predefined team order to decide who receives the booking.
Why is a team member not showing as available?
They may be temporarily hidden because they are more than 3 appointments ahead of other team members.
When does availability get restored?
Availability is restored automatically once other team members receive enough bookings to rebalance distribution.
Does distribution carry over between months?
No. Distribution is calculated separately for each calendar month.