Automatic assignment (Round Robin) is a feature that automatically assigns a person in charge when the condition for extracting booking dates is set to "Any available member can attend."

Automatic assignment (round robin) is available on the Team plan or higher. Only team members (people who have a Jicoo account) can be assigned as hosts. Each team member uses one seat, so, for example, to assign 5 people you need seats for 5 people (members who are already on the team use their existing seats). External connection members (Jicoo Connect) cannot be assigned automatically and do not use a seat. Teams on an earlier pricing plan may not be eligible, depending on the plan; we will check this when you contact us.

For seats, see “What is a sheet? What is the number of seats and members?”. For what each plan includes, see “Features by plan (which plan includes what)”.

For the difference between “Anyone of the members attends” and “All members can attend.”, see “Can you suggest dates when one of our members can attend?”. With “All members can attend.”, only time slots where everyone is free at the same time are shown, so for automatic assignment choose “Anyone of the members attends”.

The Assignment Rules feature allows you to automatically assign hosts based on complex conditions when accepting team bookings. This significantly extends the traditional round-robin functionality, enabling flexible condition settings and time limit management.

*Note: You cannot configure an assignment list on booking pages where automatic agent assignment is already enabled. Disable “Automatic Agent Assignment (Round Robin)” and save the settings. Once you re-enable it, you will be able to set up a new assignment list.

You can set up conditions that combine multiple members using "and (AND)" and "or (OR)" logic.

Example:

You can set upper limits on booking acceptance time for each assignment rules.

Available periods:

Members of the assignment list who have reached their limit are automatically excluded from assignment targets.

*On existing booking pages that use automatic assignment without assignment lists (see the note in “Overview”), priority is set for each member (four levels, from Low to High).

With all assignment methods, assignment counts are tracked separately for each booking page and each assignment list. Counts are never combined across multiple booking pages.

As a result, a member who rarely gets their turn on one booking page may still be handling many bookings on another page.

To control the overall balance across your whole team, use "Host booking limits" under Team settings > Restrictions.

From the dashboard, select the relevant event type and open the "Member" tab.
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Select the members you wish to set in the Assignment List and click the “Submit” button.
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Select “Any one of the assignment lists can attend.” as the condition for enabling bookings, and enable Host Assign Type (round-robin) for the person in charge.
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Click the "Add" button in the "Assign Rules" section.
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Sets the AND/OR conditions for members to participate and the maximum number of assignment in the assignment list.
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If Some Members Cannot Be Selected
If a member does not appear in the assignment list or cannot be selected, first confirm that the user has been added as a team member. Next, confirm that the user has been added as a participating member on the target booking page, and check whether the user is subject to role restrictions such as Restricted User limitations. Also confirm that the person editing the settings has the required administrative permissions. If these conditions are not met, the user will not appear as a round-robin candidate. If needed, ask the team Owner or an Admin to update permissions.

Please note that externally connected members (Jicoo Connect) do not appear in the assignment list. Only team members who have a Jicoo account can be targets of automatic host assignment. For details on externally connected members, see I want to know the flow when inviting an externally connected member.

You can set overall booking acceptance time limits for each rule.

You can set multiple period limits simultaneously.

(e.g., setting a daily limit of 180 minutes and a weekly limit of 1,200 minutes, etc.)

When creating multiple assignment rules, you can set priority for each rule.

The automatic assignment feature can be used in conjunction with the booking request (approval) system.

Even when staff are automatically assigned based on a configured assignment list, you can still set up the booking process to require approval.

If multiple booking requests are created for the same time slot with the same members, a confirmation dialog will appear when you approve the booking on the schedule details page.

Clicking “Approve” will confirm and finalize the booking. Please check for any overlapping booking requests under “Booking List > Pending” before approving.

Setup:

Behavior: Bookings are assigned to Suzuki Ken or Takahashi Ryu, and only when both reach their limits will H.Lisa or Naoto Sato handle bookings.

Setup:

Behavior: One person from Sales and one from Technical, totaling 2 people, will always participate in the booking.

Setup:

Behavior: Equal distribution spreads bookings among all members while automatically adjusting to not exceed each member's limits.

Q: What happens when a member reaches their limit?

A: Members who reach their limits are automatically excluded from assignment targets. If all members reach their limits, that time slot becomes unavailable for booking.

Q: How are rules selected when there are multiple rules?

A: Rules are evaluated in priority order from highest to lowest. When multiple rules share the same priority, they are evaluated starting with the rule that has the fewest previous assignments. If no members are available in a higher-priority rule (e.g., all have reached their limits), the next priority rule is used.

Q: How is the assignment count scoped?

A: Assignment counts are tracked separately for each booking page and each assignment list. Counts are never combined across multiple booking pages. To control the overall balance across your whole team, use "Host booking limits" under Team settings > Restrictions.

Q: Are externally connected members (Jicoo Connect) included in automatic host assignment?

A: No. Externally connected members do not appear in the assignment list. Only team members who have a Jicoo account can be targets of automatic host assignment.

Q: Does this affect existing bookings?

A: No, assignment rules only apply to new bookings. Existing bookings are not affected.

Q: I want bookings to go to me first, and to the next person only when I am not free. How do I set this up?

A: Set the allocation method for automatic assignment to “Allocation with priority” and split the members into separate assignment lists.

If you are free, the booking goes to you; if you are busy, it goes to a member of the list with the next priority. If a list has several members, the member with the fewest previous assignments is selected. Because priority is set for each assignment list, members in the same list cannot be given different priorities.

Q: If I add a host to a booking page, are they also added to the assignment lists?

A: No, not automatically. On booking pages that use assignment lists, adding a host under Members & Resources does not add them to the existing assignment lists, and a member who is not in any assignment list is not assigned bookings. Add the member by editing the assignment list, and set the priority if needed. The same applies when you increase the number of hosts from 2 to 5.

If you remove a host from the booking page, they are also removed from the assignment lists (a confirmation message is shown when you remove them).

*On existing booking pages that do not use assignment lists, a newly added member starts with the priority “Low”.

Q: Is the host selected again when the schedule is changed?

A: On a booking page that uses automatic host assignment, you can decide this with “Setting the person in charge at rescheduling” under Members & Resources in the booking page editor.

If you change the host manually in the dashboard, the assignment counts do not change.

Q: A member with a higher priority was available, but the booking was assigned to someone else.

A: On booking pages where the condition for available booking dates is set to “Anyone of the members attends,” a member whose calendar connection has an error (expired authorization) cannot have their schedule checked, so they are removed from the candidates for assignment. Even if that member has a higher priority or fewer assignments, the booking is assigned to another member.

*On booking pages set to “All members can attend,” a connection error for even one member means bookings can no longer be accepted.

Q: How are members who have not connected a calendar treated in automatic assignment?

A: They stay in the pool of candidates. For a member who has not connected a calendar, events on external calendars such as Google Calendar or Outlook are not reflected in their availability, and whether they are free is judged only from the bookings and events inside Jicoo. As a result, a booking may be assigned to that member even for a time when they have an event on an external calendar.

Q: I want to accept multiple bookings at the same time and have each booking assigned to a different member.

A: Set the condition for available booking dates to “Anyone of the members attends” and enable automatic assignment. You can accept bookings for the same date and time up to the number of members who are available. Each time a booking comes in, it is automatically assigned to one of the members who are free at that time, and times when everyone is booked are no longer shown. Example: if three members are free during a time slot, up to three bookings can be made.

*Each member can take only one booking at the same time.

*“Capacity” (multiple guests in one time slot) cannot be set on booking pages that use “Anyone of the members attends.”

Q: On a booking page set to “Anyone of the members attends” without automatic assignment, a second booking cannot be made at the same time.

A: On a booking page that uses “Anyone of the members attends” without automatic assignment (round robin), when a booking comes in, all members who are free at that time become the hosts of that booking. Once the free members are taken by bookings, that time slot is no longer shown. To accept multiple bookings at the same time, turn on automatic assignment (round robin) (Team plan or higher). Each booking is then assigned to one host, and you can accept bookings up to the number of free members. The hosts of existing bookings do not change even if you change this setting.

This feature enables efficient booking management even for large teams or complex organizational structures. If you have any questions, please feel free to contact our support team.