Overview
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."
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.
※This feature is not available for existing automatic assignment of personnel. The assignment list can be used when setting up new assignments.
Key Features
1. Combining AND/OR Conditions
You can set up conditions that combine multiple members using "and (AND)" and "or (OR)" logic.
Example:
Person A and Person B and (Person C or Person D or Person E) → Persons A and B are required, plus one person from C, D, or E can participate
2. Time Limit Management
You can set upper limits on booking acceptance time for each assignment rules.
Available periods:
Daily limit: Maximum booking time per day
Weekly limit: Maximum booking time per week
Monthly limit: Maximum booking time per month
Members of the assignment list who have reached their limit are automatically excluded from assignment targets.
3. Three Assignment Methods
Equal Distribution Bookings are distributed as evenly as possible among all members. Members with the fewest bookings are prioritized.
Priority-Based Bookings are assigned in order of set priority. When high-priority members reach capacity, lower-priority members are selected.
Sequential Assignment Members are assigned in rotation based on registration order. The next member after the previously assigned member is selected.
Setup Instructions
1. Open Event Type Edit Page
From the dashboard, select the relevant event type and open the "Member" tab.
2. Select the members you want to set in the Assignment List
Select the members you wish to set in the Assignment List and click the “Submit” button.
3. Enable automatic assignment of assignees (round robin)
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.
4. Create assignment rules
Click the "Add" button in the "Assign Rules" section.
5. Configure Conditions
Sets the AND/OR conditions for members to participate and the maximum number of assignment in the assignment list.
Assign Rules：Selecting Members and Setting Conditions
Select Members
Choose members to participate from the dropdown menu
Add OR Conditions
In the OR condition, one of the persons from the group of conditions will be selected as the person in charge of bookings
Click the "or" button within the same condition group to add members with OR logic
If you set the following image, one of “Suzuki Ken”, “Takahashi Ryu”, or “H.Lisa” will be allocated as the person in charge of bookings.
Assignment terms: “Suzuki Ken” or “Takahashi Ryu” or "H.Lisa
Add AND Conditions
In the AND condition, one person from each of all condition groups will be assigned to be in charge of bookings.
Click the "Add Condition" button to add a new condition group
If you set the following image, Ken Suzuki, Ryu Takahashi, and Lisa H. will be assigned to bookings at the same time.
Assignment terms: Ken Suzuki, Ryu Takahashi, and H.Lisa
Setting Assignment Limits
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.)
Click the "Add" button in the "Assignment Limit" section
Select a period (Daily / Weekly / Monthly)
Enter the time limit (in minutes)
After entering the information, click the “Create” button to apply the set assignment limit.
Set Priority (When Using Multiple Rules)
When creating multiple assignment rules, you can set priority for each rule.
Rules are evaluated in order from highest priority
If no members are available in higher-priority rules, or if the maximum assignment time set in the upper list has been reached, the next priority rule is used
Select “Allocation with priority” in the Assignment Method for Automatic Assignment of Assignees.
Specify the priority level of the assignment list from 4 levels
Click the "Submit" button to complete the setup.
Practical Use Cases
Example 1: Primary and Backup Staff
Setup:
Rule 1 (Priority: High): Suzuki Ken or Takahashi Ryu (Daily limit: 120 min)
Rule 2 (Priority: Low): H.Lisa or Naoto Sato (No limit)
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.
Example 2: Multi-Department Collaboration
Setup:
Condition 1: Suzuki Ken (Sales) or Takahashi Ryu (Sales)
and Condition 2: H.Lisa (Technical) or Naoto Sato (Technical) or Megu Tanaka (Technical)
Behavior: One person from Sales and one from Technical, totaling 2 people, will always participate in the booking.
Example 3: Preventing Team Leader Overload
Setup:
Condition 1: Suzuki Ken (Leader, Monthly limit: 1000 min) or Takahashi Ryu (Daily limit: 120 min) or H.Lisa (Daily limit: 120 min)
Behavior: Equal distribution spreads bookings among all members while automatically adjusting to not exceed each member's limits.
Frequently Asked Questions
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. If no members are available in a higher-priority rule (e.g., all have reached their limits), the next priority rule is used.
Q: Does this affect existing bookings?
A: No, assignment rules only apply to new bookings. Existing bookings are not affected.
Q: Where can I check usage statistics?
A: Usage statistics viewing functionality is currently under development. In a future update, you'll be able to check each member's booking acceptance time and assignment counts.
Related Articles
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.