1. Introduction
With automatic assignment (round-robin), you can flexibly adjust who is assigned tasks, under what conditions, and in what order, to align with your business workflow.
This help guide explains how to configure the assignment list, set a limit on the number of assignments, and temporarily exclude members from the assignment list.
The automatic assignment of staff feature is available for accounts with a Team plan or higher.
2. What You Can Do in the Assignment List
Grouping Members
You can group members and assign them as booking handlers.
Within a group, you can set OR conditions (such as “Person A or Person B”) or AND conditions (such as “Person A and Person C”).
Setting Priorities
You can set the priority for assignments for each assignment list.
Members are assigned as booking handlers in order of highest priority. If priorities are the same, assignments are made in the order listed from top to bottom.
Setting Booking Limits
For each assignment list, you can set limits on the number of bookings accepted “per day,” “per week,” and “per month.”
If the “per day” limit is reached: Bookings from members who have reached the limit will no longer be accepted for that day.
If the “per week” limit is reached: Bookings from members who have reached the limit will no longer be accepted for that week.
If the “per month” limit is reached: Bookings for members who have reached the limit will no longer be accepted for that month.
Temporary Exclusion
You can configure settings to temporarily exclude members from your list of assigned individuals.
3. Basic Rules to Keep in Mind
● Assignments within a single condition are made using an “OR condition”
Behavior: Either “Ken Suzuki” or “H.Lisa” is assigned as the host in charge of the booking.
● If you add more conditions, assignments are made using “AND” conditions.
Behavior: “Ken Suzuki” and “H.Lisa” are assigned as the booking coordinators.
● Set the limit in “minutes,” not “times.”
*You cannot save a limit of 0 minutes.
4. Step-by-Step Instructions
Here are the steps for creating an assignment list.
Open the Booking Page Editor.
Under Members & Resources > Member, select the members you want to include in the assignment list.
Under “Set the conditions for available appointment dates.”, select “Anyone of the members attends” and enable automatic assignment (round-robin).
Click Assign Rules > + Add to create a new assignment list.
💡For detailed instructions on setting up the list for specific purposes, see “5. Tips by Purpose” below.
5. Tips by Purpose
Tip 1: When you want to assign one of two people as the person in charge (OR condition)
Typical Use Cases
Task allocation for pairs or teams: Assign the person with the most available time out of the two as the person in charge of handling bookings.
Setup Instructions
In this example, we will set up the system to assign either “Suzuki Ken” or “H.Lisa” as the person in charge.
Click “Assignment List > + Add” to create a new assignment list.
In the Assignment Details modal, click “or."
Under “Or Condition (OR Condition),” select the members to whom you want to assign the task, then click "Create".
Review the details and click Save. This completes the setup.
TIP 2: If you want to assign a member of either Group A or Group B as the person in charge
Setup Instructions
Create two groups to which assignments will be made.
In this example, we will configure the settings to assign either Group A (“Suzuki Ken and H.Lisa”) or Group B (“Takahashi Ryu and Tanaka Megu”) as the assigned personnel.
Click “Assignment List > + Add” to create a new assignment list.
a
Click “+ Add (AND Condition).”
Set “Suzuki Ken and H.Lisa” as the first group and save it.
Click “+ Add (AND Condition)” to create the second group.
Click “+ Add ” and set “Takahashi Ryu and Tanaka Megu” as the second group, then save it.
Review the settings and save them. The setup is now complete.
TIPS 3:If You Want to Set Different Rules for Each Member
Setup Instructions
Set the maximum check-in time and assignment priority for each member.
Click “Assignment List” > “+ Add” to add an assigned member.
Select “Allocation with priority” as the Allocation method.
Set the priority for assigning members as booking handlers.
Behavior: Members are assigned as booking handlers in order of highest priority. If priorities are the same, assignments are made in the order listed from top to bottom.
Review the details and save. This completes the setup.
TIP 4: If you want to limit the number of bookings accepted to, say, twice or three times a day
📍 If you want to “limit the number of bookings accepted per day to two,” set this by converting the number of bookings to “total acceptance time per day (in minutes)” rather than the number of bookings itself.
[Example] Converting from “number of bookings” to “minutes”
Duration (per session) | Daily Limit (Max times) | Total Minutes for Settings |
1 Hour | Up to 2 times a day | 120 min (60 × 2) |
30 Min | Up to 3 times a day | 90 min (30 × 3) |
1.5 Hour | Up to 1 time a day | 90 min (90 × 1) |
45 Min | Up to 4 times a day | 180 min (45 × 4) |
💡Duration per Booking
The duration per booking is the time selected under “Booking Page Edit > Basic Settings > Duration.”
If you have set two or more durations, the calculation will be based on the duration selected by the guest at the time of booking.
Setup Instructions
Click “Assignment List” > “+ Add” to add assigned members.
Click “+ Add” in Assignment Limit.
Set the maximum assignment time. You can set the maximum assignment time for “Daily,” “Weekly,” and “Monthly.”
Once you’ve finished configuring the settings, click “Create.”
Review the details and click “Submit.” This completes the configuration.
TIP 5: If You Want to Temporarily Exclude a Member from Being Assigned
📍You can exclude a member from being assigned by setting their maximum assigned time to “1 minute.” Note that temporarily removing a member from the assignment list is the most reliable method.
Click [Assignment List] > [︙] > [Edit] for the member you want to exclude from being assigned.
Change the maximum allocation time to “1 minute” and save.
Save the changes.
6. Common Pitfalls
1. Misunderstanding the Structure of “OR” and “AND”
🛑 Common Scenarios
When conditions are “split across multiple lines,” the visual structure can lead to the misconception that “all lines must be satisfied” (an “AND” condition). Conversely, when multiple conditions are specified within a single box, they are often interpreted as “any one of them” (an “OR” condition).
💡 Correct Specifications and Solutions
Listing multiple items in a single slot ➔ “OR”
Example: Specify “Ken Suzuki,” “H.Lisa,” and “Takahashi Ryu” in the same field ➔ One of them will be assigned as the contact person.
Split conditions across multiple lines (separate fields) ➔ “or”
Example: Register “Group A” on the first line and “Group B” on the second line ➔ A member of Group A or a member of Group B will be assigned as the person in charge.
💡 Configuration Guidelines: If you want to include multiple options for “Specific Individuals,” group them in a single field; if you want to include multiple options for “Affiliated Groups (Attributes),” set them up on separate lines.
2. Misunderstanding of “Numeric Input” in Assignment Limits
🛑 Common Issue
This occurs when a user intends to “limit daily reservations to a maximum of 2” but instead enters “2” directly into the settings screen. In this case, the system interprets the limit as “2 minutes,” effectively preventing any bookings from being accepted.
💡 Correct Specifications and Solution
This system limits bookings based on the “total acceptance time per day (in minutes),” not the “number of times.” This is because the system determines the limit based on the total duration (in minutes) of all appointments listed on each booking page.
Solution: Enter the result of the calculation [Duration of a single appointment × Number of times you want to limit] (in minutes) into the allocation limit field.
To limit 60-minute workouts to twice a day ➔ Enter “120”
To limit 30-minute workouts to three times a day ➔ Enter “90”
3. Misconceptions About “Automatic Equal Allocation” Within a Single List
🛑 Common Misconception
Some users assume that if multiple staff members are registered within a single list (rule), the system will automatically allocate bookings equally (on a rotating basis) to “Person A, Person B, Person C…” in sequence.
💡 Correct Behavior and Solution
When multiple members are specified within a single list, the system treats “everyone as equally eligible candidates.” Therefore, rather than rotating evenly, bookings tend to be concentrated on specific staff members depending on “shift availability at the time the booking is made” or “the timing of the booking request.”
Solution: If you want to strictly control priority among staff members (e.g., give this person top priority, and if their slot is full, move on to the next person), do not combine them into a single list; instead, [create separate lists (rules) for each member]. By specifying assignment priorities for each member, you can achieve the intended allocation.
4. Setting “0 minutes” for “Temporary Exclusion from Bookings”
🛑 Common Issue
This issue occurs when you accidentally enter “0 minutes” as the upper limit while trying to temporarily suspend (exclude) booking acceptance for specific staff members or on specific days.
💡 Correct Behavior and Solution
If the assignment limit is set to “0 minutes,” the assignment list cannot be saved.
Solution: You can exclude a member from the assignment list by setting their maximum assignment time to “1 minute.” However, removing the member from the assignment list is the most reliable way to exclude them from assignments.
7. FAQ
Q. Can I directly limit the allocation cap for an allocation list by the number of times?
A. You cannot set the allocation cap for an allocation list based on the number of times. Instead, you must set it by converting it to “total accepted time per day (minutes).”
Example: If you want to limit the number of bookings accepted per day to two on a “60-minute booking page,” enter “120 (minutes)” for the allocation limit.
Q. What happens if multiple member is set in a single condition?
A. Within that condition, the determination is made using “or.”
Q. What happens when I add conditions to the assignment list?
A. Conditions are evaluated using the “and” operator.
Example: With the following settings, one person from among “Ken Suzuki, H. Lisa, and Takahashi Ryu” and “Tanaka Megu” will be assigned as the person in charge of the booking.
Q. What happens when priorities are the same?
A. They are evaluated based on order. (Assignments are made in the order listed from the top.)
Example)
If H.Lisa is available → “H.Lisa” is assigned to the booking handler
If H.Lisa is not available → “Takahashi Ryu” is assigned to the booking handler
Q. How do I temporarily remove a member?
A. You can exclude a member from the assignment list by setting their maximum assigned time to “1 minute.”
Please note that removing a member from the assignment list is the most reliable way to exclude them from assignments.
