Round-Robin Team Scheduling

Automatically distribute bookings across your team using AI-powered appointment scheduling.

Overview

Round-Robin Team Scheduling allows your AI voice or chat assistant to book appointments across multiple team members using Cal.com’s round-robin scheduling.

When a customer requests an appointment, the system:

1. Identifies the correct appointment type

2. Fetches real-time availability from Cal.com

3. Assigns the booking to the next available team member

4. Sends confirmation emails and SMS

5. Optionally syncs everything to Zoho CRM

This guide walks through the full setup, from Cal.com configuration to AI assistant testing.

Example used in this guide: HealthCare Medical Center offering:

• Quick Checkup (15 min)

• General Consultation (30 min)

• Detailed Checkup (45 min)

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What You Can Do with Round Robin Scheduling

Once configured, your AI assistant can:

• Evenly distribute bookings across team members

• Support multiple appointment types with different durations

• Select the correct appointment type automatically

• Send confirmation emails and SMS

• Sync bookings and contacts to Zoho CRM

• Book appointments 24/7 without staff involvement

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Requirements

Before starting, ensure you have:

Requirement	Details
Cal.com Plan	Team plan or higher
Cal.com Role	Admin or Owner
Call Agent AI	Active account
Team Members	At least 2 members added to Cal.com
Assistant	One AI assistant created
SMS (Optional)	Twilio number
CRM (Optional)	Zoho CRM connected

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Part 1: Cal.com Setup

1. Generate a Cal.com API Key

Call Agent AI uses this key to read availability and create bookings.

1. Log in to Cal.com

2. Profile icon → Settings

3. Go to Developer → API Keys

4. Click + Add

5. Configure:

   • Name: e.g. Call Agent AI

   • Expiration: Optional

6. Click Create

7. Copy the API key immediately

⚠️ The key is shown only once. Store it securely.

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2. Create a Cal.com Team

If you don’t already have one:

1. Go to Teams

2. Click + Add Team

3. Enter:

   • Team name

   • Team URL

4. Click Create

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3. Add Team Members

1. Open your team

2. Go to Members

3. Click + Add Member

4. Assign role (Member / Admin / Owner)

5. Send invite

Each member must:

• Accept the invite

• Set their availability

• Be assigned as a host to event types

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4. Create Team Event Types (Round Robin)

Create one event type per appointment option.

Example: HealthCare Medical Center

Quick Checkup

• Duration: 15 minutes

• Scheduling Type: Round Robin

• Hosts: Selected team members

General Consultation

• Duration: 30 minutes

• Scheduling Type: Round Robin

• Hosts: Selected team members

Detailed Checkup

• Duration: 45 minutes

• Scheduling Type: Round Robin

• Hosts: Selected team members

Enable each event type after saving.

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5. Event Type IDs

Each Cal.com event type has a unique Event ID (visible in the URL).

Appointment Type	Duration	Event ID (Example)
Quick Checkup	15 min	2897920
General Consultation	30 min	2897900
Detailed Checkup	45 min	2897895

Your Event IDs will be different.

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Part 2: Call Agent AI Setup

6. Open Your AI Assistant

1. Log in to Call Agent AI

2. Go to Assistants

3. Open your assistant

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7. Configure the Assistant Prompt

Your prompt tells the AI how to book appointments correctly.

Prompt Must Include:

• Business name

• Assistant identity

• Appointment types

• Event IDs

• Booking rules

Example (Excerpt)

You are Any, the AI assistant for HealthCare Medical Center.

We offer three appointment types:

1. Quick Checkup – 15 minutes – eventID: 2897920
2. General Consultation – 30 minutes – eventID: 2897900
3. Detailed Checkup – 45 minutes – eventID: 2897895

Ask the caller what type of appointment they need and use the matching eventID when booking.

Save your prompt.

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8. Configure Real-Time Booking

1. Open Settings → Real Time Booking

2. Paste your Cal.com API Key

3. Enable Team Calendar Active

4. Select:

   • Cal.com Team

   • Scheduling Type: Round Robin

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9. Map Appointment Types

For each appointment type:

• Add a Condition (how customers describe it)

• Select the matching Team Event Type

Example:

Condition	Event Type
“Quick visit”	Quick Checkup
“General appointment”	General Consultation
“Full checkup”	Detailed Checkup

Cal.com handles host assignment automatically.

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10. Enable Notifications

Email

• Enable Notify Customer by Email

• Customize content in Send Email

SMS (Optional)

• Enable Notify Customer by SMS

• Configure templates in Send SMS

• Uses Twilio

Zoho CRM (Optional)

• Enable Sync Contact

• Enable Sync Booking/Event

Save all settings.

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Part 3: Testing & Verification

11. Test the Assistant

1. Click Test Assistant

2. Use Web Call Preview

3. Ask for an appointment

4. Complete booking flow

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12. Verify Booking in Cal.com

1. Go to Cal.com → Bookings

2. Check:

   • Appointment type

   • Date & time

   • Assigned team member

Round-robin rotation happens automatically.

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13. Verify Notifications

• Email confirmation sent

• SMS confirmation sent (if enabled)

• Zoho CRM record created (if enabled)

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Troubleshooting

Issue	Solution
No availability	Team member hasn’t set hours
Wrong event type	Update condition matching
Booking not created	Check prompt instructions
Email/SMS not sent	Verify variables and integrations
API error	Regenerate Cal.com API key

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Summary

You’ve successfully configured:

• Cal.com team with round-robin scheduling

• Multiple appointment types

• AI-driven appointment selection

• Automated booking creation

• Email & SMS confirmations

• Optional Zoho CRM sync

Your AI assistant can now:

1. Ask what appointment is needed

2. Match the correct event type

3. Show real-time availability

4. Book with round-robin host assignment

5. Notify the customer automatically