If you’re tired of one sales rep getting slammed with demo requests while others twiddle their thumbs, you’re not alone. Plenty of teams want a fair way to distribute demo bookings—without spending hours managing calendars. This guide will show you, step by step, how to set up round robin scheduling for demos using Appoint, so leads get booked fast and your team stays sane.
This is for sales managers, ops folks, or anyone responsible for keeping demos running smoothly. You don’t need to be technical, but you should have admin access in Appoint and a general sense of how your team handles demo requests.
What is round robin scheduling—and why bother?
Round robin scheduling just means incoming demo requests get assigned evenly across your team, instead of all landing on one person’s plate. The system automatically picks who’s next in line, so:
- No one gets overloaded (or underused)
- Leads get booked with whoever’s available soonest
- You don’t have to micromanage calendars
If you’re running any sort of sales or customer success team, it’s miles better than a shared calendar or a single “book a demo” link.
But—it’s not magic. If your team’s real availability isn’t up to date, or if someone never checks their calendar, round robin won’t fix that. Think of it as a tool, not a cure-all.
Step 1: Decide how you want demos assigned
Before you touch any settings, figure out how you want round robin to work for your team:
- Equal distribution: Each rep gets the same number of demos, cycling through the list.
- Availability first: Book with whoever is free soonest, but still try to keep it fair.
- Weighted distribution: Some folks get more demos than others (maybe for ramping new hires).
Most teams just want simple equal distribution. Weighted rules are nice in theory, but unless you have a real reason, keep it simple.
Pro tip: Write down your rules before you start clicking around. It’ll save you headaches later.
Step 2: Set up your team in Appoint
You can’t distribute demos if Appoint doesn’t know who’s on your team and when they’re available. Here’s what you need to do:
- Add all team members who should take demos.
- Go to your Appoint admin dashboard.
- Head to the “Team” or “Users” section.
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Invite all relevant reps, making sure they accept and set up their accounts.
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Get everyone to sync their calendars.
- Appoint needs to know when people are actually free.
- Ask your team to connect their work calendars (Google, Outlook, etc.) in their profile.
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Encourage folks to actually block off busy times, so they don’t get booked for demos during PTO, lunch, or focus blocks.
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Double-check time zones and work hours.
- Make sure everyone’s set their correct time zone in Appoint.
- Set each rep’s bookable hours—no one wants a 7am demo unless you’re paying them extra.
What to ignore: Don’t bother adding folks who never do demos, or who are always “out of office.” It just gums up the works.
Step 3: Create a demo booking page
This is the public link prospects will use to book demos. Here’s how:
- In Appoint, go to “Booking Pages” or “Event Types.”
- Create a new event—call it “Product Demo” or whatever makes sense.
- Set the duration (usually 30 or 60 minutes).
- Add a description and any prep info for prospects.
Important: Make sure you choose “Team” or “Group” event, not just “Individual.” That’s what enables round robin.
Step 4: Enable round robin assignment
Now for the main event—turning on round robin scheduling.
- On your demo event page, look for “Team Scheduling Options” or similar.
- Choose “Round Robin” as the assignment method. (Sometimes it’s called “equally assign,” but it’s the same thing.)
- Select which team members are part of this rotation. You can usually tick checkboxes or pick from a list.
- Decide if you want to:
- Assign based strictly on whose turn it is (true round robin)
- Prioritize earliest availability (some tools let you tweak this)
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Skip unavailable or out-of-office reps automatically
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Save your settings.
Pro tip: If you have someone who only does demos on Fridays, Appoint will skip them the rest of the week—as long as their calendar reflects it.
Step 5: Test the booking flow (don’t skip this)
Before you send your new demo link to the world, make sure it actually works:
- Open the booking link in an incognito window.
- Book a test demo at a random time.
- Check which rep gets assigned—then try again at a different time.
Double-check:
- Are only available reps being shown?
- Does Appoint cycle through your team as expected?
- What happens if someone is out of office or has a conflicting meeting?
If something’s not right, revisit the calendar connections and user availability.
What doesn’t work: Don’t assume “it’ll just work” because you set it up once. Calendars drift, people forget to block PTO, and team members change. Schedule a test every month or so.
Step 6: Share your demo link and monitor results
Once you’re happy, share the booking link wherever prospects might find it:
- On your website’s “Book a Demo” button
- In sales email sequences
- With chatbots or support teams
Monitor for the first few weeks:
- Is anyone getting too many or too few demos?
- Are leads being booked promptly?
- Any complaints from reps about timing or conflicts?
If you spot issues, tweak your team list, calendar settings, or booking rules. Don’t be afraid to remove folks who aren’t actively handling demos.
Honest takes: What works, what doesn’t, what to skip
What works: - Round robin kills the “calendar Tetris” problem. - It’s fair—no more “why am I always getting dumped on?” - Makes onboarding new reps way easier (just add them to the pool).
What doesn’t: - If reps don’t keep their calendars up to date, round robin breaks down fast. - Weighted round robin sounds cool but usually adds more confusion than value—unless you have a big team and real reasons. - Appoint isn’t going to solve for “my team never checks their email.” You still need buy-in.
What to skip: - Don’t mess with advanced assignment rules until you’ve run the basics for a month or two. Most teams don’t need them.
Wrapping up: Keep it simple, stay flexible
Setting up round robin scheduling in Appoint is pretty straightforward—if you resist the urge to overcomplicate things. Start with a basic, fair rotation, and get your team in the habit of keeping their calendars accurate. Check in regularly, adjust as you grow, and don’t be afraid to prune your scheduling pool if someone’s gone quiet.
Chase simplicity—iterate only when you’ve outgrown it. That’s how you keep things working, and keep your team (and your prospects) happy.