With the Easy Booking PRO add-on you can automatically assign appointments to your team members. Manage your team’s schedules, while making sure appointments are distributed equally.
This article covers:
How the booking algorithm works
Easy Booking works with an algorithm that calculates:
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Timing
The algorithm starts with the preferred appointment date and time -
Booking limit
Maximum number of appointments per day for each user or role, set by the Admin in Max appointments per day under Who should get the bookings? on the booking page. A limit set on a user overrides the limit on their role. An empty field means Unlimited. Set a higher booking limit for a specific user or role, and they'll receive a higher proportion of appointments -
Appointment ratio
The algorithm counts how many appointments have already been booked for each user through this booking page in the same week as the requested time. It divides that number by the user's booking limit. This is the appointment ratio
What happens in different booking scenarios
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When a user isn't available
The user can't be booked and is not included in the algorithm's calculations. This happens when the user has reached their booking limit for that day, when their connected calendar shows them busy at that time (including the booking page's buffer time), or when they don't have a working calendar connection -
When users/roles have different booking limits
The algorithm books the appointment with the user that has the lowest appointment ratio. For example, a user with 2 bookings this week and a limit of 10 (ratio 0.2) gets the appointment before a user with 1 booking and a limit of 4 (ratio 0.25). If two or more users have the same ratio, the user with the fewest bookings gets the appointment, and after that the user with the highest booking limit -
When two or more users/roles have the same appointment ratio, number of appointments booked and booking limit
The algorithm randomly chooses between the users/roles -
When the account manager is prioritized
If Of selected users below, prioritize the account manager if available. is turned on, the booking is matched to a contact in Upsales by email address, or to a company by name. If the account manager of that company is one of the available users, the appointment goes to them. If the company has several available account managers, the algorithm chooses between them as described here