Round Robin Mechanism Online

Modified on Fri, 5 Sep at 1:15 PM

When a client books an appointment online and selects "No Preference", our system automatically assigns a staff member using a round-robin method.

Things to Know:

The round-robin assignment applies only to online bookings
It does not consider in-store appointments or those where a specific staff member was requested
Round robin assignment based on calendar utilization is controlled by the "Enable Round robin based on calendar utilization" hidden setting that can only be enabled by the MyTime team. To enable this setting, please contact support@mytime.com

Contents:

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

Round-Robin Assignment Default Logic

Availability Check: The system selects from staff members available to provide the requested service at the chosen time.
Appointment Count: Among available staff, the one with the fewest auto-assigned appointments for the current month is prioritized.
Tiebreaker: If multiple staff members have the same number of auto-assigned appointments, the system selects one at random.
Pricing Consideration: If one-time sales or off-peak pricing are enabled, the staff member with the lowest price for the service will be assigned.

This ensures fair distribution of appointments while optimizing scheduling efficiency.

Scenario:

A client attempts to book a 60-minute massage online for Friday, 8/29, at 3:00 PM:

Eligible staff: Anna, Ben, and Carla
Ben is unavailable, so only Anna and Carla move forward.
The system compares the number of auto-assigned appointments each eligible staff member has for the current month:
- Anna → 24 auto-assigned appointments
- Carla → 35 auto-assigned appointments
Since Anna has fewer auto-assigned appointments, the system assigns the booking to Anna.
- If both staff had the same number of auto-assigned appointments, the system would randomly assign the booking to ensure fairness.
- If the staff members had different pricing or if business one-time/off-peak pricing was enabled, the system would instead assign the appointment to the staff member with the lower pricing.

Round-Robin Assignment Calendar Utilization Logic

Availability Check: The system selects from staff members available to provide the requested service at the chosen time.
Appointment Count: Among available staff, the one with the lowest calendar utilization percentage for that day is prioritized. The system calculates calendar utilization using the formula: Unbooked Hours ÷ (Hours Available × Bookings Per Time Slot) × 100
Tiebreaker: If multiple staff members have the same calendar utilization percentage, the system selects one at random.

Scenario:

A client attempts to book a 60-minute massage on Friday, 8/29, at 12:00 PM:

Three staff members are qualified: Anna, Ben, and Carla.
Carla is unavailable, so only Anna and Ben move forward in the selection process.
Utilization for Anna and Ben:
- Anna → Utilization = 40% (4 hours booked out of 10 total)
- Ben → Utilization = 20% (2 hours booked out of 10 total)

Since Ben has the lowest utilization, he is prioritized for the booking. If Anna and Ben had the same utilization percentage, the system would randomly choose between them to ensure fairness.

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

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