Improved Equal Distribution in Round Robin Calendars

SMBcrm has updated the Optimize for Equal Distribution logic in round robin calendars to support fairer appointment allocation across your team.

Bookings are now evaluated within the month of the appointment, helping keep workloads more balanced and reducing cases where one team member gets too far ahead.

What Changed

• Appointment distribution is now calculated monthly based on the booking month
• Bookings are prioritized for the least-booked team member in that month
• If one team member gets too far ahead, their availability is temporarily limited
• Availability updates dynamically to help maintain balanced distribution
• The troubleshooting view now flags imbalance with a ROUND ROBIN status

How It Works

This logic applies only when Any Available Staff is selected.

If a specific team member is chosen, the booking still goes through regardless of distribution.

When a booking is made:

• SMBcrm checks how many appointments each team member has in that month
• The least-booked team member is prioritized
• If there is a tie, the predefined team order is used
• If the selected team member is unavailable, the system moves to the next eligible team member

Monthly Distribution Logic

Distribution is evaluated only within the same month as the booking.

No team member can be more than 3 appointments ahead of another. If that threshold is exceeded, that person’s availability is temporarily hidden until the gap is reduced.

Example

If a customer books an appointment for April, SMBcrm only considers bookings scheduled in April.

• Team Member A has 3 bookings in April
• Team Member B has 0 bookings in April

In this case, Team Member A is temporarily hidden until Team Member B receives more bookings and the gap narrows.

Important Notes

• Adding or removing a team member resets distribution counts
• Switching between Optimize for Equal Distribution and Optimize for Availability also resets counts

Best Practices

• Disable Allow Staff Selection if you want stricter equal distribution
• This works best when team members have similar or overlapping availability

Why It Matters

This update helps teams:

• distribute workload more fairly
• reduce confusion caused by uneven scheduling
• improve consistency in round robin bookings

In Case You Missed It

You can also read about Category-First Booking for Services.

Need Help Applying This Update?

If you’d like help rolling this out in SMBcrm, visit Support or request a demo.