Help Center

Shared Calendar User Priority

You can assign a priority level to each team member on a shared calendar link. This helps control who receives new bookings first when multiple team members are available for the same time slot.

Overview

User priority is available for round-robin shared calendar links. When a visitor books through the link, LeadCenter chooses the best available team member using two rules:

1. Priority level — team members with higher priority are selected before those with lower priority
2. Weekly appointment count — if multiple available team members share the same priority, the booking goes to the person with fewer appointments that week

This gives you more control over how shared calendar bookings are distributed while still keeping the existing round-robin balancing within the same priority level.

Priority Levels

• High — this team member receives bookings first whenever they are available
• Medium — default priority; bookings are assigned after all available High-priority members
• Low — bookings are assigned only when no available High- or Medium-priority members can take the meeting

How to Set User Priority

1. Go to Shared Calendars.
2. Create a new shared calendar link or edit an existing one.
3. In the user picker, select the team members you want to include.
4. Use the Priority dropdown next to each selected team member to choose High, Medium, or Low.
5. Click Save.

Note: New team members added to a shared calendar link default to Medium priority.

How Booking Assignment Works

When a prospect books through a round-robin shared calendar link, LeadCenter checks:

1. Which team members are available for that time slot
2. Which of those available team members have the highest priority
3. Among those team members, who has fewer appointments that week

This means priority is checked first, and round-robin balancing happens second within the same priority group.

Example

A financial advisory firm has three advisors on the same shared calendar link:

• Sarah — High priority
• James — Medium priority
• Alex — Low priority

If all three are available, the booking goes to Sarah. If Sarah is unavailable, the booking goes to James. If both Sarah and James are unavailable, the booking goes to Alex.

If two available team members share the same priority level, LeadCenter assigns the booking to the one with fewer appointments that week.

Group Meetings vs Round-Robin

User priority applies only to round-robin shared calendar links.

If the shared calendar is set up as a group meeting, the priority dropdown is hidden because all selected team members attend the meeting together.

Important: Priority does not change group meeting behavior. It only affects which team member is selected for round-robin bookings.

Why Use User Priority?

• Route bookings to senior advisors first while still allowing backup coverage
• Support overflow scheduling when primary team members are busy
• Reflect real team structure in how leads and appointments are distributed
• Keep round-robin efficient without treating every team member equally when that is not how your process works

Best Practices

• Use High priority for primary meeting owners such as senior advisors or designated closers.
• Use Medium priority for backup coverage when another team member should step in only if the primary person is unavailable.
• Use Low priority for overflow scheduling or junior team members who should only receive bookings when others cannot.
• Review priority settings regularly if team responsibilities change.
• Remember that weekly balancing still applies within each priority level, so two High-priority users will still share bookings based on who has fewer appointments that week.

Frequently Asked Questions

Does priority replace round-robin booking?

No. Priority is checked first, but within the same priority level, LeadCenter still uses round-robin balancing based on who has fewer appointments that week.

Does this work for group meetings?

No. Group meetings include all selected team members, so priority does not apply.

What priority is used for new team members?

New team members default to Medium priority unless you change it.

What happens if two available users both have High priority?

LeadCenter assigns the booking to the person with fewer appointments that week.

Can I use this to send all bookings to one person unless they are unavailable?

Yes. Set that person to High priority and set the others to Medium or Low.

Related Articles

• Shared Public Calendars

Need help? Contact support@leadcenter.ai.