Round Robin Mechanism Online

When a client books an appointment online and selects "No Preference," MyTime automatically assigns an available staff member using a round-robin distribution method. This ensures fair appointment distribution among staff while honoring individual schedule rules and location capacity.

Things to know:

• MyTime offers two modes for evaluating which eligible staff member receives an unassigned booking: Default Round-Robin and Calendar Utilization Round-Robin.
  • Default Round-Robin: Evaluates assignment count by prioritizing the available staff member with the lowest number of automated online bookings for the current month.
  • Calendar Utilization Round-Robin: Evaluates daily capacity by prioritizing the available staff member with the lowest overall calendar utilization percentage for that specific day. This is controlled by the "Enable Round robin based on calendar utilization" hidden setting. To activate this setting for your account, please contact support@mytime.com.
• Automated round-robin assignment applies exclusively to online bookings where the client selects "No Preference." Appointments created directly in POS or on the calendar follow manual staff assignment.
• When the "Require customers to select a specific staff member?" setting is enabled, clients must choose a provider before completing an online booking. This completely disables automatic round-robin assignment.
• The system automatically validates individual staff schedule limits and service durations. For example, if an available booking slot can only accommodate Staff A's 20-minute service duration (e.g., Staff B's 30-minute duration would cross closing time or overlap another appointment), the system intelligently routes the appointment to Staff A rather than throwing an error.
• Staff utilization percentages can be tracked and reviewed anytime in the Calendar Utilization Report. 

Contents:

• Round-Robin Assignment Default Logic
• Round-Robin Assignment Calendar Utilization Logic

Default Round-Robin Logic (Monthly Auto-Assign Count)

• Availability Check: Filters for scheduled staff qualified to perform the service at the requested time.
• Monthly Auto-Assign Count: Prioritizes the eligible staff member with the fewest auto-assigned appointments for the current month.
• Pricing Adjustment: If one-time sales or off-peak pricing is enabled, the system prioritizes the staff member offering the lowest price for that service.
• Tiebreaker: If staff members have an identical count and price, the system assigns the appointment at random.

• Eligible Staff: Anna, Ben, and Carla.
• Availability: Ben is unavailable; Anna and Carla move forward.
• Monthly Auto-Assigned Count: Anna has 24 auto-assigned appointments this month; Carla has 35.
• Outcome: The appointment is assigned to Anna because she has fewer auto-assigned bookings.

Calendar Utilization Round-Robin Logic (Daily Schedule Utilization)

• Availability Check: Filters for scheduled staff qualified to perform the service at the requested time. 
• Daily Utilization Percentage: Prioritizes the staff member with the lowest calendar utilization percentage for that day, calculated as: Utilization % = Hours Booked ÷ (Hours Available × Bookings Per Time Slot) × 100
• Tiebreaker: If multiple staff members share the exact same utilization percentage, the system randomly selects between them. 

• Eligible Staff: Anna, Ben, and Carla.
• Availability: Carla is unavailable; Anna and Ben move forward.
• Daily Utilization: Anna is at 40% (4 hrs booked / 10 hrs scheduled). Ben is at 20% (2 hrs booked / 10 hrs scheduled).
• Outcome: The appointment is assigned to Ben because he has the lowest daily calendar utilization percentage.

If you have any questions, please contact our Support Team at support@mytime.com.

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