Team calendars
Assign agents to a calendar, set up Round Robin distribution and priorities, so the appointments the assistant books are shared fairly.
3 min read
When the assistant books appointments around the clock, piling them all onto one agent hurts both speed and quality. Team calendars share appointments between your agents automatically, and the assistant can offer callers the whole team's free slots rather than one person's.
Before you start
- Every agent must be a user in the panel. See My staff.
- 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 agents and set distribution
- Open the calendar under Settings → Calendars and add agents in Team members.
- Set each agent's priority (High / Medium / Low). If several people are free at the same time, the appointment goes to the higher priority.
- Choose the distribution method:
- Optimize for availability: the most time options are offered; the appointment goes to whoever is free at that time (and has the higher priority). Recommended so the assistant can find callers a time quickly.
- Optimize for equal distribution: appointments are spread as evenly as possible across the team; slightly fewer time options may be offered.
- In Assignment, turn on the option that books the appointment with the contact's owner if they have one and that person is free.
Click Save.
Note
Option names may change with interface updates; you'll find these settings in the calendar's Calendar Details and Availability steps.
Who does the assistant book with?
When the assistant books into a Round Robin calendar, the order is:
- If the contact has an owner and they're free at that time, the appointment goes to them. A client who says "I spoke to Selin last month" goes back to Selin.
- Otherwise, it picks from the agents free at that time, by priority and distribution method.
When the appointment is booked, the agent gets a task and a notification, and the opportunity's owner can be updated to match. This mapping is agreed during setup. See Lead routing and tasks.
When to use priority
- The agent who knows the area best: set Selin to High for Moda viewings.
- A new agent: start them on Low for the first weeks, so they get appointments when the others are busy.
- The broker: Low on the viewings calendar, so they only step in when the team is full.
- Part-timers: limit their working hours, not their priority.
Area-based teams
If your agency covers a wide area, set up calendars by area instead of one viewings calendar:
| Calendar | Team | When the assistant uses it |
|---|---|---|
| Viewings – Asian side | Selin Kaya | Kadıköy, Moda, Ataşehir listings |
| Viewings – European side | Emre Yılmaz | Beylikdüzü, Esenyurt listings |
Which calendar the assistant uses for which area is defined during setup. When you open a new area calendar, let your consultant know.
Several people with Collective Booking
In Collective calendars the appointment goes to all assigned team members together. The client only sees times when everyone is free. Use it for work where the broker and an agent need to go together, such as valuing a large commercial property.
Troubleshooting
All appointments go to the same agent. That person may have a higher priority and the distribution may be set to "availability", or the other agents have no working hours set.
An agent never gets appointments. Check their working hours, time zone and whether a connected Google/Outlook calendar has an all-day event blocking them.
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