Shared Team Calendar With Round Robin Appointments

A store is a team, and its calendar should be one. The shared team calendar takes every booking the store generates and puts it where the whole floor can see it and the BDC can hand it out.

The shared team calendar is the store's own calendar in LeadLocate CRM, with a team booking link that shows only the company, team hours that are independent of any one salesperson, and a view of every appointment with the person it is assigned to. That is the one sentence version. It exists because the personal calendar answers a salesperson's question, "what do I have today", and a store also needs the manager's question answered: "what does the floor have today, and who is taking it".

Round robin is the assignment engine that sits beside it. In the CRM, round robin is how leads are distributed fairly across the enabled users on a feed, in a fixed rotation rather than at random, and it is described on the round robin lead assignment page. On the calendar, the same fairness question shows up with appointments: when the store's team link books a visit, who takes it. The shared calendar's answer is to land the booking unassigned so a BDC agent hands it out, in rotation or to whoever is free at that hour, and to show the assignment on the appointment so nobody wonders.

The buying side of the distribution question is on CRM with round robin lead distribution. This page is the calendar.

The store's team link is on the website, the brand pages and every automated email. By Friday night eleven customers have booked Saturday visits through it, four of them for 11 AM, because the team link does not block a slot when one customer takes it. On Saturday at 8:30 the BDC agent opens the Calendar page and sees eleven appointments on the shared calendar, all marked unassigned.

She works down the list. The 10 AM goes to the salesperson who was next in rotation. Two of the 11 AMs go to the next two in rotation, one goes to the salesperson who already sold that customer's brother a truck, since the lead record shows the connection, and the fourth goes to the salesperson who asked for more ups. By 8:45 every appointment on the shared calendar shows an assigned salesperson, and each of those salespeople sees the visit on their own calendar and on the Workspace under Today's Appointments. The confirmation went out when the customer booked; the reminder goes out from the store's Follow Up Process hours before the visit.

At 11:05 the manager glances at the Calendar page, sees four 11 AMs, sees four names beside them, and sees from In-Store Now that three of the four customers are on the lot. No whiteboard, no group text, no argument about whose up it was.

Leave your number and a lead specialist calls you back to answer your questions about pricing, coverage, and setup. Mon - Sat, 9:00 AM - 6:00 PM Pacific.

Prefer to talk right now? Call or text 844-376-2274.

Open Calendar in the main menu. The header carries Add New and Settings. Settings opens one popup with a My Calendar tab and a Team Calendar tab. The Team Calendar tab holds the shared booking link, its embed code with Copy URL and Copy Embed Code, and the team hours grid, saved with Save Hours. Any user in the company can open it, and a change to the team hours is visible to every synced team member, which the popup says plainly.

The team hours are their own thing. They start from the store's receptionist business hours the first time the shared calendar is provisioned, and the moment someone saves the Team Calendar tab they become independent, so a store that answers the phone until 8 PM can stop taking bookings at 6 without touching the phone settings. The appointment booking links page covers the personal side of the same popup.

On each appointment the calendar shows Assigned To, and a manager or BDC agent changes it there. In the LeadLocate mobile app the calendar view carries the Team Link, and a rep sees the appointments assigned to them on the Workspace.

A personal booking link shows the salesperson's name and photo, offers that salesperson's hours, blocks a slot once it is taken, and books the appointment to that person. The team link does none of those four things, on purpose. It shows only the company, so the customer is booking with the store. It offers the team hours. It does not block a slot, so any number of customers can pick the same time and the store staffs it, which is how a Saturday with six salespeople should work. And it lands the booking unassigned.

Unassigned is the key word and it is a design choice, not a gap. A BDC manager wants to take every team link booking and hand it to whoever is free at that exact hour, not have the system pre commit it to someone who might be on a delivery. The shared calendar honors that. The hand off is a human decision informed by the rotation, the lead record and the floor, and the calendar records the result. Round robin stays the fair default for the leads themselves, which is where fairness matters most, and the round robin lead assignment page describes how the rotation is kept deterministic so nobody can claim the system favors one rep.

A store that wants team bookings to route without a human is asking for something available on request, and our team puts it in production for your dealership.

Ask a store how the floor knows who has an appointment at 11 and the answer is usually a whiteboard by the tower, a group text, or a shared calendar in an email suite that nobody updates after the first week. The whiteboard is invisible from the lot. The group text is a scroll of "who has the Johnsons?" The email suite calendar knows nothing about the lead, the vehicle, or the salesperson's own schedule, and it costs a seat per user.

The shared team calendar replaces all three with a calendar that is part of the CRM: the booking is a CRM appointment attached to a lead, the assignment is a field on it, the reminder is a Follow Up Process step, and the arrival is an In-Store Now flag. There is no per seat scheduling fee and no second tool. The plans on the pricing page all carry it, and a store on CRM Only gets the same calendar as a store on the Buyers & Sellers Hybrid plan.

What the store keeps is a record of every appointment it ever booked, who took it, and how it ended, in the customer's record where it belongs.

A shared calendar raises a fair question about visibility, and the CRM's roles answer it. User Management carries three roles, User, Manager and Master Administrator, described on the user roles and permissions page. A salesperson works from their own calendar and Workspace. A manager works the shared calendar, assigns and reassigns appointments, and reads the whole floor's day. Every user in the company can open the Team Calendar tab to see the team link and hours, so a salesperson can send the team link when the customer should book with the store rather than with them.

Notifications follow the assignment. When a BDC agent assigns an unassigned booking to a salesperson, that salesperson's notification preferences carry the alert, on screen, by sound, by email or by text, whichever they set on the lead notifications and alerts page. A manager reviewing the week uses the Reports dock button rather than counting cells on a calendar.

Team Chat sits beside all of it for the conversation a calendar was never meant to hold: "I am running late, can someone take my 2 PM" gets answered in a channel, and the reassignment is made on the appointment.

An appointment with no owner is an appointment nobody is accountable for, and a customer who drove in for a visit nobody expected is the most avoidable bad review in the business. The shared calendar's discipline is that every booking is visible from the moment it is made, every assignment is a recorded field, and every change to it is made on the appointment rather than in a text thread. When a customer says they had an appointment and were ignored, the calendar shows who had it and when it was assigned.

The confirmations and reminders that go out for a team booking go to a person who booked the visit themselves, through the store's own templates, and every one of them lands in the customer's communications log beside the calls and texts. The team hours grid keeps the store from promising visits at hours it is not staffed to honor. None of this replaces the store's own customer handling standards; it gives those standards a calendar that shows whether they were met.

The shared team calendar is part of the LeadLocate CRM subscription and is provisioned the first time anyone opens Settings on the Calendar page. Set the team hours on the Team Calendar tab, press Save Hours, copy the team link, and put it on the website and in the automated emails. Decide who on the BDC owns the morning hand off, and make opening the Calendar page the first thing that person does. Anything the store needs beyond that is available on request, and our team puts it in production for your dealership.

Pair it with appointment booking links for the personal side, with Google Calendar sync so an assigned appointment shows on the calendar the salesperson already carries, with the appointment confirmation templates in Automated Templates, and with Team Chat for the conversation around the day. The all features list shows the rest.

If we are ever unavailable, the appointments already booked are on your calendar and in your customers' confirmations, the assignments already made were already seen by the people who got them, and your team link is yours; what you would wait on is the booking page and the calendar screen. The pre-recorded live demo shows a team booking landing unassigned and being handed out.

What is the difference between the shared team calendar and my own calendar?

Your calendar has your personal link, your hours and your appointments. The shared team calendar has the store's company branded link, the team hours, and every appointment with the person it is assigned to.

Who gets a booking made through the team link?

It lands on the shared calendar unassigned. A BDC agent or manager assigns it on the appointment, round robin or to whoever is free at that hour, and the salesperson is notified.

Can two customers book the same time on the team link?

Yes. The team link does not block a slot when one customer takes it, so several customers can pick the same Saturday morning and the store staffs it.

Are the team hours the same as the store's phone hours?

They start from the receptionist business hours, and the moment someone saves the Team Calendar tab they become independent, so you can stop taking bookings at 6 while the phone is answered until 8.

Where does round robin come in?

Round robin is how leads are distributed fairly across the enabled users on a feed, in a fixed rotation. On the shared calendar the same rotation is what the BDC uses when handing out unassigned bookings.

Can every user see the team link?

Yes. Any user in the company can open the Team Calendar tab to copy the team link or embed code, and a change to the team hours is visible to every synced team member.

The shared team calendar is part of every LeadLocate CRM plan, month to month. See a team link booking land unassigned and get handed to the right salesperson in seconds.

Prefer to talk right now? Call or text 844-376-2274.