Managing Round Robin Team Member Assignments in GoHighLevel

If you are organizing a sales or support team across multiple tools like ClickUp and GoHighLevel, it is crucial to control exactly who can receive appointments in your Round Robin calendars. This guide walks you step-by-step through managing team member assignments so that only the right users are bookable at the right time.

Using Round Robin settings correctly improves lead routing, prevents double-booking, and keeps your team workload balanced. The features described here are based on the native Round Robin calendar options in the application and reflect how availability, weighting, and visibility work together.

Overview of GoHighLevel Round Robin Calendars

A Round Robin calendar in GoHighLevel distributes incoming bookings among a group of team members. Instead of assigning appointments to a single user, the system rotates bookings based on availability and distribution rules.

Key concepts you will work with include:

• Team member assignment within a Round Robin calendar
• Active vs. inactive status for specific team members
• Weighted or even distribution of new bookings
• Availability and booking schedule rules

Understanding these options before editing your calendar ensures your routing logic matches your team structure.

Accessing GoHighLevel Round Robin Calendar Settings

To manage team members inside a Round Robin calendar, start from the main Calendar configuration area.

1. Log in to your GoHighLevel account with appropriate admin or settings permissions.
2. Navigate to Calendars in your left-side navigation menu.
3. Open the specific Round Robin calendar you want to edit.
4. Go to the Team or Users section within that calendar’s settings panel.

Once inside this section, you will see the list of users who can be assigned appointments from that Round Robin configuration.

Managing Assigned Team Members in GoHighLevel

The heart of Round Robin control in GoHighLevel is the team member assignment list. Each user in that list can be enabled, disabled, or modified without changing the calendar’s public booking link.

Adding Team Members to a GoHighLevel Round Robin Calendar

If you need to include additional users in the rotation, follow these steps:

1. Inside the Round Robin calendar settings, locate the Team Members or Assigned Users area.
2. Click the option to Add User or Add Team Member.
3. Select one or more team members from the available user list in your account.
4. Confirm and save your changes.

Once added, these users become part of the calendar’s booking logic, provided they are set to active and have available time on their schedules.

Removing or Temporarily Disabling Team Members

You may not always want to delete a user from the GoHighLevel account, but you might want to stop them from receiving bookings on a specific Round Robin calendar.

There are generally two approaches:

• Disable within the calendar: Uncheck or toggle off the team member so that they are no longer eligible for new bookings in that Round Robin.
• Remove from the calendar: Delete the user from the Round Robin’s assigned team list while keeping their account intact.

Disabling or removing a user from the Round Robin calendar does not cancel existing appointments already booked with that user. Those meetings remain on their calendar unless manually rescheduled or deleted.

Configuring Availability and Schedules in GoHighLevel

Round Robin assignment depends heavily on how you configure availability. GoHighLevel looks at the combination of the calendar’s schedule and the individual user’s availability to determine who can receive an appointment slot.

Individual User Availability

Each assigned team member has their own working hours and personal calendar connections. To align these with your Round Robin logic:

1. Open the user’s profile or settings in your account.
2. Set the correct working hours and timezone.
3. Ensure their calendar integrations (such as Google or Outlook) are connected if you rely on busy-time checks.

Only users who are available at the selected time and not blocked by other events will be considered for Round Robin assignment.

Calendar-Level Booking Schedule

The Round Robin calendar itself also has a booking schedule. This defines the time range during which the calendar will offer slots to leads or clients. To configure it:

1. Open the Round Robin calendar’s settings page.
2. Go to the Availability or Schedule section.
3. Set the days of the week and hours during which appointments can be booked.
4. Align this schedule with your team’s real working hours to avoid unused slots.

When the calendar’s schedule and the user’s availability overlap, those time slots become eligible for bookings in the Round Robin system.

How GoHighLevel Distributes Bookings in Round Robin

Within a Round Robin setup, GoHighLevel automatically chooses which team member receives a new appointment based on configured rules.

Even Distribution

In an even distribution model, each new booking goes to the team member with the fewest appointments in the defined period (such as a day or week), assuming they are available at that time. This helps maintain a balanced workload across the team.

Weighted or Priority-Based Distribution

If supported by your setup, you can adjust weights or priorities for each assigned user. For example, a senior closer might receive more appointments than a new trainee. To configure weighting:

1. Open the team list inside the Round Robin calendar.
2. Locate the weight or priority field for each team member.
3. Increase the weight for users who should get more bookings.
4. Save changes to apply the distribution logic.

The system then uses these values when it decides who should be assigned the next available slot, while still honoring availability and schedule rules.

Controlling Visibility of Assigned Users in GoHighLevel

Some Round Robin calendars allow you to control whether the end user can see which specific team member they are booking with.

• Show assigned user: The contact sees the exact team member’s name on the booking confirmation.
• Hide assigned user: The booking appears as a generic appointment, and the internal assignment happens in the background.

Choose the option that matches your workflow. For example, sales teams might want to hide internal routing, while coaching teams may prefer to show the coach’s name directly.

Best Practices for GoHighLevel Team Assignments

To keep your Round Robin calendars running smoothly, follow these operational tips:

• Regularly review which team members are active in each Round Robin calendar.
• Update user availability whenever schedules change or staff take extended leave.
• Monitor booking distribution to ensure workloads remain fair and aligned with performance goals.
• Test your calendar from the contact’s perspective to confirm the correct users are eligible for bookings.

Combining these best practices with a clear routing strategy ensures your GoHighLevel setup supports your business processes effectively.

Additional Resources for GoHighLevel Round Robin Management

To see the original help documentation that this guide is based on, visit the official support article: Managing Team Member Assignments in Round Robin Calendars.

If you need expert assistance designing advanced routing logic, lead distribution, or CRM workflows, you can explore professional services and strategy support at Consultevo.

By understanding how Round Robin calendars and team member assignments work together in GoHighLevel, you can create a reliable, scalable appointment system that matches your team’s real-world capacity and priorities.

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