Smarter appointment allocation with round-robin distribution

Smarter appointment allocation with round-robin distribution

Greetings from the Zoho Bookings team!

We’re excited to introduce the Appointment Distribution feature, a new way to decide how appointments are assigned among users. By default, appointments are distributed evenly across all event types, but this enhancement allows you can to choose how appointments should be distributed for each event type to balance workload and align bookings with user capacity or expertise.

What you can do with this new feature:  

Choose how bookings are assigned to users for each event type using one of the following methods:
  • Default: Evenly distributes appointments across users when no specific method is configured.
  • Round robin: Sequential rotation-based assignment for equal and structured distribution.
  • Load-based: Proportionally distributes bookings based on configured weight percentages.
  • Priority-based: Allocates bookings based on priority tiers (Highest, High, Low, or Lowest).  
Getting started with appointment distribution is simple:  
  1. Go to a workspace and click Event Types on the left side pane.
  2. Click the Assigned Users tab.
  3. Choose your preferred distribution method from the Appointment Distribution dropdown.



  4. Configure the user order by dragging and dropping, and set the weight be adjusting the percentage on the right..
  5. Click Save.
Appointments will be distributed among active and available users based on your selected method at the time of booking.

Highlight: Round-robin distribution  

With round-robin distribution, appointments are assigned equally and sequentially in a fixed rotation based on the order you define. Simply drag and drop to arrange users in your preferred sequence, and bookings will be circulated one after another according to user availability.



This ensures:
  • Predictable and transparent allocation
  • Equal opportunity for team members
  • Balanced workload without manual intervention

Round robin works best when users have similar responsibilities and capacity, and a simple rotation-based assignment is sufficient.

Example scenario: A consulting firm with multiple advisors can use round robin to ensure bookings are shared equally during regular days. During peak season, they can switch to load-based distribution to assign more sessions to senior consultants with higher capacity.

Help documentation: Refer to this page to learn more: Appointment Distribution

Availability: Available for all plans.

Super admin and admins can configure appointment distribution settings. Workspace admins can manage appointment distribution settings within their assigned workspace, and managers can view the configured method.

We hope this enhancement helps you manage team workloads more efficiently and transparently. Share your feedback in the comments or email us at support@zohobookings.com. We’d love to hear from you!

Regards,
The Zoho Bookings Team

    • Sticky Posts

    • New feature: Invite additional guests for your bookings

      Hello everyone, Greetings from Zoho Bookings! We are happy to announce the much-awaited feature Guest Invite, which enhances your booking experience like never before. This feature allows additional participants to be invited for the bookings to make

    • 📣📣 Zoho Bookings Schedulathon 2025 is here!

      Hey Zoho Bookings fam, We're excited to invite you to our first-ever hackathon: Yes, Zoho Bookings Schedulathon 2025 is live now. This is a virtual event and you can participate anywhere from the world. Businesses should be able to set up meetings from

    • 📣 [Webinar] Spikra shows how businesses leverage Zoho Bookings to increase revenue

      [Webinar] Spikra shows how businesses leverage Zoho Bookings to increase revenue Hi all, Service-based businesses need to be on top of their client experience game to stay ahead. Spikra, one of our Advanced Zoho Partners, has been helping businesses deliver

    • 📣📣 Zoho Bookings - Feature Roadmap 2024

      Hi Everyone, Thank you for all the support you have been showing Zoho Bookings. We had a fabulous 2023, with a bunch of new features and over 60K new users. In 2024, our prime focus will be on user experience, and we have a few vital features coming in

    • Attention: Important updates to the payment gateway integrations

      Greetings from the Zoho Bookings team! We have a few important updates to the payment gateway integrations that allow you to collect online payments for your appointments. The following payment gateways will be updated, and we encourage you to make the

    • Recent Topics

    • Enhancement in Zoho CRM: Control who gets to participate in a forecast by customizing the user hierarchy

      Include only users from the sales function; exclude the rest Dear Customers, We hope you're well! We started this year with a series of exciting enhancements to Zoho CRM and to this list, we are thrilled to add an enhancement to forecasting. Let's talk

    • Multiple Zoho One accounts

      Hello. I'm searching for a solution to run multiple organizations under 1 Zoho One account or have a different Zoho One account for each organization and still be able to easily login to each. Currently Zoho One doesn't allow the same email address to

    • Tips and tricks #63: Hold and Drag to select elements in the Show app for iOS

      Hello everyone! Welcome to another tips and tricks article. In today's article, we will learn about the Hold and Drag function in the Show app for iOS. The Hold and Drag option lets you select multiple elements on a slide quickly. Once they are selected,

    • Organize and manage PDFs with Zoho PDF Editor's dashboard

      Hello users, Zoho PDF Editor's dashboard is a one-stop place to upload, sort, share PDF files, and more. This article will explore the various capabilities that Zoho PDF Editor's dashboard offers. A few highlights of Zoho PDF Editor's dashboard: Upload

    • Possible to generate/download Quote PDF using REST API?

      See title. Is there any way after a quote has been created to export to a PDF using a specified template and then download it? Seems like something that should be doable. Is this not supported in the API v2.0?

    • Free Webinar - AI for email: Helpful or Hype?

      Hello, Zoho Mail community! 👋 We're kicking things off with a webinar you won't want to miss—and yes, we're going there: Is AI in email actually useful, or is it all hype? In this session, two of our experts will have an open, no-fluff conversation about

    • Balancing access, security, and productivity with Email Policy

      An organization typically includes multiple user groups, such as leadership, sales, and support, each with different email usage patterns and security needs. Administrators must balance flexibility and control, thereby ensuring email usage aligns with

    • Is it possible to update multiple work items at once?

      Hi, Is it possible to update the statuses/release tags of multiple work items at once? I came across this thread that says it's not possible at the moment, but it was related to the Sprints mobile app. Does this feature not exist in the website as well?

    • See Every IM Conversation as It Happens

      Instant messaging moves fast. Customers expect quick replies and smooth conversations across WhatsApp, Instagram, Facebook, and live chat. But without real-time visibility, small issues become big problems. A session stays open longer than expected. A

    • Release Notes | January 2026

      We have rolled out a set of powerful new enhancements across Zoho Vertical Studio that bring several long-awaited capabilities to your applications. These updates focus on deeper customization, smarter automation, better reporting, and improved usability

    • Product Request: Send email to Secondary email

      Guys, we should be able to send the campaign to the secondary email too.  Is this on the plans for Zoho Campaign? It looks like I can map the secondary email from the CRM to the Campaigs, but can not send the message.  

    • Franchise

      Is there a solution of how to organize global franchise organisations?

    • Holidays

      Hi; For defining Holidays, you need to add logic to handle the year as well as the month & day. We need to be able to enter Holidays for the next year. I need to add a holiday for January 2, 2017, but I can't until January 1st, which is a Sunday and we

    • Composite Product (kit) - Dynamic Pricing

      I am setting up Composite Products for item kits that I sell. I also sell the items from the kit individually. Problem is when pricing changes on an individual part, the Composite Product price does not change meaning when the cost of item # 2 in the

    • Urgent: Slow Loading Issue on Zoho Commerce Website

      Dear Zoho Support Team, I am experiencing slow loading times on my Zoho Commerce website, which is affecting its performance and user experience. The issue persists across different devices and networks. Could you please investigate this matter and provide

    • Need help with importing expenses

      I'm using the template downloaded from the application. When I try to import my expenses, I get the message: Duplicate entry in the Expense Date column. Ensure it contains unique values. None of the rows will import. There are duplicate dates, but they

    • Search not working!

      I have items in my notebook tagged but when I search for a tag nothing comes up! Any fix for this?

    • ERROR CODE :550 - 550 5.1.1 Invalid email recipients

      This message was created automatically by mail delivery software. A message that you sent could not be delivered to one or more of its recipients. This is a permanent error. mustafa.ashraf@techlink-eg.net, ERROR CODE :550 - 550 5.1.1 Invalid email recipients

    • What's New in Zoho POS - February 2026

      Hello everyone, Welcome to Zoho POS’s monthly updates, where we share our latest feature updates, enhancements, events, and more. Let’s take a look at how February went. Purchase and sell items on different units We have introduced a unit conversion functionality

    • Can i integrate bigin with google voice?

       I make all my calling through google voice to seprate my personal line from business. I want to log my calls with customers automatically but i domt see anywhere where i can do that. Any help? Im pretty sure i wont be able to. Sad

    • POP/SMTP access authentication failed

      I am unable to log setup outlook for my zoho mail account. I am using these settings poppro.zoho.com port 995 SSL smtp.zoho.com port 587(tls)/465(ssl) username/password works on mail.zoho.com but not with POP access. Can you help?

    • Our Review Of Zoho CRM after 60 Days

      The purpose of this is to just share with Zoho why I love their product, but ultimately why I could not choose Zoho CRM for our next CRM. About two months ago we begun a CRM exploration process for our financial planning firm, based in Texas. We already

    • This domain is not allowed to add. Please contact support-as@zohocorp.com for further details

      I am trying to setup the free version of Zoho Mail. When I tried to add my domain, theselfreunion.com I got the error message that is the subject of this Topic. I've read your other community forum topics, and this is NOT a free domain. So what is the

    • Allow Admin to Configure Report > More Options Button

      As an Admin, I want to configure the options of the Report > More Options button to improve UX and reduce Developer overhead. See attached screenshot. Original question posted here: https://help.zoho.com/portal/en/community/topic/modify-standard-rep

    • You cannot send this campaign as there is no contact in the selected mailing list.

      We have synced contact lists and sent campaigns just fine prior to today.  Now no matter what list I upload when I go to send the campaign it gives an error "You cannot send this campaign as there is no contact in the selected mailing list." And now it

    • Pivot Report Formula - using a today() variable

      Is it possible for me to use a value of today() in a formula on a pivot table? I'm trying to identify where the end date of a project is greater than the current date if("10. Projects (Zoho Projects).End Date" > today(), 'Yes', 'No') I get the error that

    • Cannot connect IMAP to outlook

      Hello I have followed the instructions to connect my zoho account to Outlook IMAP but get this message: Session Id: bba118fb-151c-824f-9512-3ad1e91b109d Timestamp: 1708976566964 Error code: INVALIDCREDENTIALS INTERACTIONREQUIRED I'm using the exact configeration

    • Department Overview by Modified Time

      We are trying to create visuals to show the work our agents do in Zoho Desk. Using Zoho Analytics how can we create a Department Overview per modified time and not ticket created time? In order for us to get an accurate view of the work our agents are

    • Enhance Sign CRM integration

      Hello all, I'm working on a custom Deluge script to enhance the integration between Zoho CRM and Sign by using a writer merge template for additional flexibility. I want to replicate the post-sign document integration that exists between CRM and Sign

    • Zoho Workdrive download was block by security software

      Hi Team, Recently workdrive download was blocked by huorong security. Could you please advise how to put zoho workdrive as white list? every time we put "*.zohoexternal.com" or "workdrive.zohoexternal.com", the warning msg will still pop in next dow

    • Choosing a portal option and the "Unified customer portal"?

      I am trialling Zoho to replace various existing systems, one of which is a customer portal. Our portal allows clients to add and edit bookings, complete forms, manage their subscriptions and edit some CRM info. I am trying to understand how I might best

    • General feedback

      I think Zoho is at the moment (potentially) the best, or perhaps the only, real online solution, for business, and not just business. Surely the only one that has all the features that I need (and I've probably tried everything, at least all that has a cost-free option). It has still got lots of bugs and imperfect features, so I do hope it keeps developing and becomes a really professional platform. Lots of people (including me) want to use such one platform for all scheduling/mail/note-taking...

    • How to add SSL to Short URL custom domain?

      Hi, I've added a custom domain the the URL Shortener Domains. It's creating the short URL fine, but when clicking through, firstly I get an SSL warning, then a 400 Bad Request warning.

    • Single Portal for Multiple Apps

      Hello, I'm just getting started with Zoho and I'm very overwhelmed. I am currently using the free trial of Zoho One, but if I can figure it out, I intend to upgrade to the paid version. Zoho One, of course, gives me  access to an entire suite of services/applications. One of the things I'd like to do is have a single place for clients (customers?) to log in and view current projects, invoices, contact information, etc. A single login for my clients. A single portal. I've come across documentation

    • Antispam validation failed for your domain in Accounts

      I tried adding a domain to zeptomail.zoho.com, but the “add domain” operation failed. The front‑end error reads: “Domain could not be added. Please contact support@zeptomail.com.” The back‑end API returned: ``` { "error": { "code": "TM_3601", "details":

    • CodeX Scripts for Enforcing Custom Project Logic

      Every organization has a defined way of executing projects. There are clear expectations around how tasks should move, when projects should progress, and which actions require validation. When these rules are consistently followed, projects remain structured

    • Cancelled appointments still block out timeslot

      I haven't had to test this before, but I've just found a problem. I had an appointment in a certain timeslot, and that appointment was cancelled. However, Bookings won't let another appointment be booked in that slot - it makes that time unavailable until

    • Preventing Group Emails From Being Sent to Group Member Personal Mail

      We have a group setup for a public facing email address. We have streams turned on for this group. Right now when an email is sent to this group email it hits the group stream and also sends a copy of the email to all group members. We'd like to disable

    • Unusual activity detected from this IP. Please try again after some time.

      Hello Zoho admin and IT team We are a registered website in Eloctronic services and we been trying to add our users to the zoho system but this issue faced us ,, hope you unlocked us please.

    • ¿Puedo migrar mi sitio desde WordPress a Zoho? ¿Zoho admite herramientas con código personalizado?

      ¡Hola comunidad! Estoy evaluando la posibilidad de migrar mi sitio web https://calculadoradenotas.cl/ desde WordPress a una solución Zoho, y tengo algunas dudas técnicas que espero puedan aclararme. Mi sitio no es solo informativo: es una herramienta

    • Next Page