🎯 Random Selection (Round Robin) Events

With a Round Robin event, Koalendar shows time slots when at least one host (or resource) is available and assigns the booking to a team member based on availability and priority.

If multiple hosts share the same priority, the assignment is random between them. Both host and invitee receive notifications and reminders.

🔽 In this guide:

• ✅ Setting up Round Robin
• 🛡️ How it works for teammates & invitees
• 💡 Best Practices
• ℹ️ Frequently Asked Questions

✅ Setting up Round Robin

1. Go to your Booking Page Editor and scroll to the Hosts & Resources section.

2. Select teammates or click "Add hosts or resources"

   

3. Once you have two or more hosts, choose Random Selection (Round Robin) from the host scheduling dropdown.

   

4. Make sure each teammate’s calendar is synced (click Calendars connected next to their name).

5. Choose if you want to allow invitees to pick the host when booking (if more than one host is available for that time slot):

   

🛡️ How It Works

• Availability: Koalendar displays slots when at least one teammate is free.
• Dispatch: The booking is dispatched based on availability and priority:
  • If multiple hosts are available, Koalendar first filters by highest priority
  • If multiple hosts share the same priority, the selection is random between them
• Notifications: Both the booked teammate and the invitee receive event details and reminders.

⭐ Host Priority

You can assign a priority to each host to influence how bookings are distributed.

• Click the ⭐ icon next to a host
• Choose a priority: Low, Medium, or High

How it works:

• When multiple hosts are available, Koalendar selects from the highest priority group
• If several hosts have the same priority, the selection is random between them

💡 Best Practices

• Close availability gaps: Sync all hosts' calendars to avoid double bookings.
• Balance assignments: Use Round Robin to spread meetings evenly across your team.
• Switch to Collective if you'd like the event to appear on all hosts’ calendars instead (instead of just one).
• Use priorities to guide distribution: for example, assign higher priority to team members who should receive more bookings

ℹ️ Frequently Asked Questions

How are hosts selected in Round Robin?

If multiple hosts are available:

• Koalendar first selects hosts with the highest priority
• If multiple hosts share that priority, one is chosen randomly

What’s the difference between Round Robin and Collective?

• Round Robin assigns each booking to one random teammate.

• Collective adds the event to all hosts’ calendars.

  👉 For more information, check out Collective Events in our team scheduling docs.

Can teammates decline bookings?

Yes—hosts can cancel bookings from their dashboard (or the cancellation link in the email they receive) if they can’t attend. You can also enable Tentative Bookings if you want each new appointment to await the host's confirmation before being confirmed and added to their calendar.

What if a teammate hasn’t connected their calendar yet?

If a teammate isn’t connected, they’ll still receive invites but it won’t block busy times until they sync their calendar.