GoHighLevel Round Robin Calendar Staff Selection

If you are moving from ClickUp or any other CRM into GoHighLevel, configuring round robin calendar staff selection correctly is essential to keep your team’s workload balanced and your booking rules consistent. This guide walks you step by step through how round robin staff assignment works and how to control who appears on a shared calendar.

The instructions below are based on the official GoHighLevel help documentation and show you how to fine-tune your calendar so only the right users receive new appointments.

What Is Round Robin in GoHighLevel?

Round robin in GoHighLevel is a scheduling method that automatically rotates new appointments among selected staff members. Instead of all bookings going to one user, the system distributes them across your team according to the rules you configure.

In the context of GoHighLevel calendars, round robin is used when a calendar is shared among multiple users and you want:

• Each new appointment to be assigned fairly across staff.
• To exclude certain users from new bookings while still showing their availability.
• To control how your team’s time is presented to leads and clients.

Accessing the Round Robin Settings in GoHighLevel

To manage staff selection for a round robin calendar in GoHighLevel, you first need to open the calendar configuration screen.

1. Log in to your GoHighLevel account.

2. In the left-hand menu, navigate to Calendars.

3. Open the calendar you want to edit. Make sure it is a calendar type that supports multiple users, such as a team or round robin calendar.

4. Go to the Team & Availability or similar tab where staff members are listed for that calendar.

This is where the GoHighLevel platform allows you to control which users are involved in scheduling and how they participate.

Understanding Staff Role in GoHighLevel Round Robin Calendars

Each person assigned to a shared calendar in GoHighLevel can play a different role in how appointments are managed. These roles determine whether they receive new bookings or simply appear on the calendar view.

In a typical round robin scenario, you will have two categories of users:

• Included in Distribution – staff who actively receive new appointments as part of the rotation.
• Excluded from Distribution – staff who are visible on the calendar but do not receive new round robin appointments.

The GoHighLevel calendar settings allow you to adjust these options on a per-user basis without changing their global user permissions.

How to Include or Exclude Staff from Round Robin in GoHighLevel

Follow these steps to control which users are part of the round robin rotation for a specific calendar in GoHighLevel.

Step 1: Open the Calendar Staff Settings in GoHighLevel

1. From your GoHighLevel dashboard, open Calendars.

2. Select the calendar used for appointments you want to distribute.

3. Locate the section where staff members associated with that calendar are listed. This is usually under Team, Users, or Assigned Staff.

Step 2: Review Assigned Users in GoHighLevel

In the staff list for that calendar, you will see all users currently associated with it. For each user, GoHighLevel typically shows:

• Their name or profile.
• A toggle or option that controls whether they participate in round robin distribution.
• Additional settings such as availability, time zone, or meeting limits (depending on the specific calendar setup).

Understanding this list is crucial, because every user you enable for distribution will receive bookings when the calendar is used.

Step 3: Enable or Disable Round Robin Participation

To refine who receives appointments in GoHighLevel, adjust the participation settings for each staff member:

1. Identify the user you want to modify.

2. Find the option that controls their round robin role. This may be labeled similar to Include in round robin, Distribute appointments to this user, or a comparable phrase.

3. To include a user in the rotation, turn this option on.

4. To exclude a user from the rotation, turn this option off.

When you exclude a staff member in GoHighLevel, they can still:

• Appear on the calendar for internal visibility.
• Manually create or manage appointments.
• Be booked through other calendar configurations that do include them.

However, they will no longer receive new bookings generated by that specific round robin calendar.

Step 4: Save Your GoHighLevel Calendar Settings

1. After editing which users are part of the distribution, scroll to the bottom or top of the page.

2. Click Save or Update Calendar to apply the new configuration.

3. Test the calendar by creating a test appointment from the public booking link and confirm that only included staff members receive new bookings.

Best Practices for Round Robin Calendars in GoHighLevel

To keep your scheduling predictable and fair when using GoHighLevel round robin calendars, follow these practices:

• Match calendar membership to your team structure. Only include active sales reps or service providers who should receive new leads.
• Review staff participation regularly. When team members change roles or leave, update their round robin status.
• Align availability with expectations. Ensure each GoHighLevel user’s working hours and time zone are set correctly so appointments are distributed when they are actually available.
• Use separate calendars if needed. For different product lines or locations, you may create separate GoHighLevel calendars with their own round robin rules.

Troubleshooting Round Robin Issues in GoHighLevel

If the round robin behavior in your GoHighLevel account does not match what you expect, check the following:

• Staff not receiving appointments: Confirm they are enabled for distribution on that specific calendar.
• Wrong user getting too many bookings: Make sure other users are also enabled and that the calendar type is correctly set to round robin, not a single-user calendar.
• Appointments not appearing on a user’s calendar: Verify that user is associated with the calendar at all, even if they are not in the rotation for new bookings.

For the most precise and up-to-date instructions, you can always refer to the official documentation at this GoHighLevel round robin staff selection guide.

When to Use Round Robin vs. Single-User Calendars in GoHighLevel

Different teams use GoHighLevel calendars for different purposes. Knowing when to use a round robin calendar versus a single-user calendar helps keep your pipeline organized.

• Use round robin calendars when:
  • You have multiple reps handling the same type of appointment.
  • You want fair distribution of new leads or meetings.
  • You need a shared public booking link that rotates between staff automatically.
• Use single-user calendars when:
  • Appointments are always with one specific person, such as a founder or specialist.
  • You need a highly personalized booking link for an individual.

Many GoHighLevel agencies combine both approaches by using round robin for initial discovery calls and single-user calendars for follow-up or fulfillment meetings.

Next Steps for Optimizing GoHighLevel Scheduling

Once you have round robin staff selection configured, you can further enhance your scheduling in GoHighLevel by:

• Refining appointment buffers and minimum notice times.
• Customizing confirmation and reminder workflows.
• Embedding the booking widget on your site or funnel pages.

If you need strategic help implementing or optimizing GoHighLevel in your agency or business, consider working with a specialist. You can find expert CRM and automation services at Consultevo, which focuses on building scalable systems for high-performing teams.

By correctly configuring round robin calendar staff selection inside GoHighLevel and reviewing staff participation regularly, you ensure that leads are handled quickly, workload is distributed evenly, and your clients always see accurate availability when booking.

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