Assigning appointments to team members: How it works

How appointments are automatically and manually assigned in Qminder

Appointments booked through the Visitor Website

When a visitor books an appointment using the Visitor Website, they do not select a specific team member. Instead, Qminder automatically assigns the appointment based on availability and fairness logic.

How automatic assignment works:

1. Fair distribution (round-robin):

   If multiple team members are assigned to the same service and have availability at the chosen time, Qminder distributes appointments using a round-robin approach — assigning to the person with the fewest appointments that day. This helps balance workload across the team.

2. Availability and calendar conflicts considered:

   If some team members have conflicting availability (due to limited working hours or synced external calendar events), Qminder will assign the appointment to a team member who is fully available for the selected time slot.

3. Single provider assigned to the service:

   If only one team member is assigned to a service, then all appointments booked for that service will automatically be assigned to them.

Appointments booked from the Calendar View

Appointments created manually in the Calendar View require an assignee to be selected during creation.

• Manual bookings do not follow automatic logic.

• These appointments ignore availability rules and external calendar sync — you can schedule appointments at any time, regardless of conflicts.

• The assignee can be changed later, as long as the appointment has not been checked in or canceled.

📖 Learn more: Managing appointments in Calendar View