Articles on: Smart Routing

How To Set Up Round Robin For Your Sales Team's Calendars

What Round Robin Does


Round robin distributes booking availability across the calendar members assigned to a widget. Only selected members are considered, the primary member receives priority in the current scheduling logic, and each widget can use a different team.


Quick path: Connections → connect calendars → Widgets → select widget → Team



1. Connect the Calendar Accounts


Open Connections and connect the Google Calendar and/or GoHighLevel account(s) used by your team.


Account-level connection does not automatically assign every calendar to every widget.



2. Assign Members to the Widget


Open the booking widget's Team step.


  1. Under Google Calendar Team Members and/or GoHighLevel Calendar Team Members, select the people/calendars used by this widget.
  2. Use All or None only when that matches your intended assignment.
  3. Continue only after at least one member is selected.


Only selected members expose availability for this widget.




For each assigned member, add a personal meeting link when the calendar/provider does not supply one automatically.


Supported link examples:


  • Zoom join URL (include password in the join URL when required)
  • Google Meet invite link
  • Microsoft Teams invite link


The meeting link is included in the booking/calendar details.


Direct Zoom OAuth is not required to use a static personal Zoom join URL.



4. Create Calendar Teams for Smart Routing (Optional)


Use this when different routing outcomes should show different groups of calendars.


  1. In the Team step, find Calendar Teams for Smart Routing.
  2. Click Add Team.
  3. Enter a clear team name.
  4. Select the assigned members belonging to that team.
  5. Repeat for each routing group.


In Routing, choose Show calendar, then select the Calendar Team. A rule with no team selection uses all assigned members.



5. Add Portal Team Members (Only If They Need Login Access)


Portal access is managed on Dashboard under Team Management:


  1. Click Add Team Member.
  2. Choose the permissions needed by that person.
  3. Send the invitation.


This replaces the old instruction to look for a separate Sub User sidebar page.


A calendar can be assigned to a widget without granting that person broad portal permissions. Calendar assignment and portal access are separate.



6. Test Round Robin


  1. Open the widget preview/live link.
  2. Check multiple dates/times.
  3. Complete test bookings.
  4. Confirm the expected assigned person, calendar event, and meeting link.
  5. For Smart Routing, test each rule path and verify it uses the intended Calendar Team.


Troubleshooting


No team members are available

Return to Connections, verify the provider is healthy, then refresh the Team step and select at least one calendar.


The wrong group appears for a routing rule

Confirm the rule's Show calendar action selects the correct Calendar Team and that the team contains only assigned members.


Open the assigned member in Team and confirm the full join URL is saved.


One person receives every booking

Verify multiple members are selected, their calendars have open availability, and conflict calendars are not blocking the other members.


Contact support with the widget name, member emails (redacted if shared in chat), and test booking times if distribution is still wrong.

Updated on: 23/07/2026

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