Team and Round-Robin Calendars

If your practice has more than one provider, hygienist, or operatory, team calendars let patients book the right chair at the right time without you juggling multiple schedules by hand. This article walks you through setting up a team calendar and a round-robin calendar so appointments spread evenly across your staff.

What Are Team and Round-Robin Calendars?

Dental Marketing Tool supports two multi-provider calendar types beyond a standard single-staff booking page.

• Team calendar. Shows a combined view of every provider you add to it. Patients pick a specific staff member and then choose an open time slot from that person's schedule.
• Round-robin calendar. Hides individual provider names and automatically assigns the next available team member in rotation. This is the fastest way to fill open chairs without the front desk playing scheduler.

Both types pull availability from each team member's individual calendar settings, so there is no risk of double-booking as long as your team's hours are set up correctly. See Setting Your Office Hours and Availability if you still need to configure those hours.

Before You Start

Each provider or staff member who will appear on the calendar needs a user account in your dashboard and their own availability configured. If you have not added your team yet, start with Adding a Team Member and then return here.

Creating a Team or Round-Robin Calendar

1. Open the Calendars tab from the main left-hand menu.
2. Click Create Calendar in the upper right corner.
3. When prompted to choose a calendar type, select Team or Round Robin depending on your goal.
4. Give the calendar a clear name, such as New Patient Exams or Hygiene Team.
5. Under Team Members, click Add Member and select each provider or staff member who should receive bookings on this calendar. You can add as many as you need.
6. Set your Appointment Duration and any buffer times. If you offer more than one appointment length, see Setting Up Appointment Types and Durations first.
7. Review the Notifications section to confirm confirmation texts and emails will go to both the patient and the assigned provider. You can customize or add reminder messages under Automated Appointment Reminders.
8. Click Save Calendar.

How Round-Robin Assignment Works

When a patient books through a round-robin calendar, the platform looks at each team member's real-time availability and assigns the appointment to whoever has the earliest open slot. If two providers are equally open, the system rotates through the list in order so no one provider gets all the bookings.

You do not need to do anything to trigger the rotation. Every new booking that comes in through the calendar link or your website widget is assigned automatically.

Managing the Calendar After Setup

Once your team or round-robin calendar is live, you can:

• Add or remove team members at any time by opening the calendar in Calendars and clicking Edit.
• Temporarily remove a provider from the rotation (for example, if they are out of the office) without deleting the calendar. Simply uncheck them under Team Members and save. You can re-add them when they return.
• Block specific days for the whole team using the Blocking Time Off and Holidays feature, which respects all calendar types.

Sharing the Booking Link

Your team or round-robin calendar gets its own unique booking link just like any other calendar. You can embed it as a widget on your website or send the direct link to patients. Find that link by opening the calendar and clicking Booking Link and Widget. The full walkthrough is in Sharing Your Booking Link and Website Widget.

Once your calendar is live and taking bookings, you may want to confirm each provider's personal schedule is synced with their outside calendar. Review Two-Way Sync with Google or Outlook Calendar to make sure no appointments fall through the cracks across your team.