GoHighLevel Round Robin Setup Guide

If you are moving from tools like ClickUp or other CRMs and need fair meeting distribution, this guide explains exactly how to configure a round robin calendar in GoHighLevel. You will learn how to create a team calendar, assign users, and control how appointments are shared so every team member gets a balanced booking load.

Round robin calendars in GoHighLevel automatically rotate bookings between multiple users. This is ideal for sales teams, support teams, and agencies that want to avoid double booking one person while others stay idle.

What Is a GoHighLevel Round Robin Calendar?

A round robin calendar in GoHighLevel is a team calendar type that distributes appointments evenly across selected users. Instead of a lead booking with a single fixed person, the system chooses the next available user based on your configuration.

This setup helps you:

• Share leads fairly between team members
• Reduce manual routing of appointments
• Prevent overloading one user with too many bookings
• Show only available time slots from all participating users

The GoHighLevel round robin feature works with the main calendar system, so you can manage availability, confirmations, and reminders in one place.

Prerequisites for Using GoHighLevel Round Robin

Before you create a round robin calendar in GoHighLevel, make sure the following items are ready:

• Each user who will receive bookings has a user account in your sub-account
• Each of those users has connected their Google or Outlook calendar (if needed)
• You have permission to create or edit calendars inside the sub-account

Once these items are confirmed, you can build your team calendar using the steps below.

How to Create a Round Robin Calendar in GoHighLevel

Follow these steps to create the basic round robin calendar container in GoHighLevel.

Step 1: Open the Calendars Area in GoHighLevel

1. Log in to your GoHighLevel account and open the sub-account where you want the calendar.
2. From the left-side menu, go to Calendars or Calendars & Appointments (label may vary by layout).
3. Click on the Calendar Settings or Calendar Configuration tab.

This area is where all calendar types are managed, including round robin calendars.

Step 2: Create a New GoHighLevel Team Calendar

1. Click + New Calendar or Create Calendar.
2. Choose the Team calendar type. This is the option that supports round robin distribution.
3. Give the calendar a clear name, such as Sales Team Round Robin.

Team calendars in GoHighLevel allow you to group multiple users and share one booking link.

Step 3: Select Users for the Round Robin Pool

1. Within the team calendar setup screen, find the section that lists Users or Team Members.
2. Select each user you want to include in the round robin pool.
3. Confirm that each selected user has the correct connected calendar and timezone.

Only the users you choose here will receive bookings from this GoHighLevel round robin calendar.

Configuring Round Robin Logic in GoHighLevel

Once the basic team calendar is created, you must configure how round robin logic behaves in GoHighLevel. The configuration ensures fair distribution and proper availability display.

Round Robin Assignment Options

In the team calendar settings, you will typically see options controlling how appointments are assigned, such as:

• Optimized for fairness (true round robin) – rotates bookings evenly.
• Based on availability – gives preference to users with more open time slots.
• Random assignment – distributes bookings randomly among available users.

Select the option that best fits your workflow. Most teams use the fairness-based round robin option for equal distribution across all GoHighLevel users.

Calendar Availability Across Team Members

In the availability section of your GoHighLevel team calendar, you can configure how time slots appear when several users are involved:

• Show a time slot only if all users are available
• Show a time slot if any selected user is available

For round robin setups, any available user is usually the better option, since it maximizes open booking times. The system will then apply the round robin rules to decide which user gets the appointment.

Buffer, Duration, and Working Hours

Within the GoHighLevel calendar editor, configure:

• Appointment duration (for example, 15, 30, or 60 minutes)
• Buffer time before and after appointments
• Daily start and end times for availability

These settings apply to the shared booking view. However, each individual user’s connected calendar still blocks times that are already occupied by other events.

Advanced GoHighLevel Round Robin Settings

After your basic setup is complete, explore advanced options to make your round robin calendar in GoHighLevel more powerful.

Form, Confirmation, and Notifications

Within the calendar configuration, you can control:

• Which form is attached to the booking page
• What confirmation page or URL is shown after booking
• Email and SMS notification templates sent to both the contact and the assigned user

Customize these items so each appointment created via GoHighLevel includes all necessary information for the team member who receives it.

Rescheduling and Cancellations

In the round robin context, rescheduling and cancellations are handled at the calendar level. Decide whether:

• Contacts can freely reschedule via a link
• Rescheduled appointments must stay with the same user
• Canceled appointments free the slot and allow new round robin bookings

Set these rules carefully so that your sales or service reps keep ownership of their assigned appointments when needed.

Testing Your GoHighLevel Round Robin Calendar

1. Copy the public booking link from the calendar overview.
2. Open an incognito or private browser window.
3. Book several test appointments at different times.
4. Check the assigned user for each test appointment inside GoHighLevel or in each user’s synced calendar.

If the assignments rotate through your team members as expected, your round robin configuration is working correctly.

Managing and Optimizing Your GoHighLevel Round Robin Setup

Once the round robin calendar is live, you can fine-tune it for performance and fairness.

Adjusting Users in the Round Robin Pool

You can add or remove users from the GoHighLevel round robin team at any time:

1. Return to the team calendar settings.
2. Update the list of selected users.
3. Save changes and test new bookings.

When you remove a user, existing appointments remain on that user’s calendar, but future bookings are no longer assigned to them.

Analyzing Team Workload

Review appointments and pipelines in GoHighLevel to verify that work is evenly distributed. If some users still receive more bookings due to their personal availability, consider:

• Standardizing working hours across the team
• Adjusting buffer times
• Changing the round robin assignment mode if available

Small tweaks often produce a much more balanced schedule.

Helpful Resources for GoHighLevel Round Robin Calendars

For additional technical detail about round robin calendar settings directly from the platform documentation, refer to the official guide: GoHighLevel Round Robin Calendars – The Setup Guide.

If you need strategic help designing funnels, automations, and calendar workflows around your round robin setup, you can also explore consulting resources at Consultevo.

By following the steps in this guide and refining your configuration over time, you can use GoHighLevel round robin calendars to automate appointment routing, keep workloads fair, and ensure that every lead is quickly connected with an available team member.

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