Round-robin pools in Lawmatics ensure appointments and matters are distributed evenly among team members, eliminating bias and maximizing client engagement. By circling through user pools for scheduling and lead assignment, this approach promotes fairness and accountability within the team, enhancing overall collaboration.
To use round-robin, first you have to create your pools following the steps below:
1. Navigate to your Lawmatics settings page.
2. Look for the "Round-Robin" option on the left side of the screen.
3. Click on the "Add New Round-Robin Pool" button at the top right of the page to begin the pool creation process.
4. Name your round-robin pool and give it a description (optional).
5. Select the "Save" button.
6. Add users who should be included in the pool and ensure they are in the correct order.
7. Repeat this process to create additional pools as needed.
Using Round-Robin to Schedule Appointments:
Once a user has created round-robin pools, they can be used on booking forms to ensure that appointments are being distributed evenly to the desired users.
When a form is using a round-robin pool for scheduling, each time the form is opened we will check how many appointments of that appointment type each user in the pool currently has, and select the user with the fewest appointments to show their availability. If multiple users are tied with the lowest number of appointments, we will randomly among the lowest-count hosts for the next appointment.
Users who don't currently have their calendar connected or have no available time slots will be skipped automatically. Additionally, whenever a user is added or removed from a round-robin pool, the appointment counts for all users in that pool will reset to zero. If you wish to re-order or edit your round-robin pools, you can always head back over to your round-robin settings page to do so.
Important: If the selected user does not have their calendar connected or has no availability due to their calendar settings, the booking request will display no available appointment times.
Using Round-Robin to Distribute Leads:
To use round robin in automations, add a "Change Attributes" action item to your automation and select a user field such as Lead Attorney or Salesperson. When the automation runs, it will update that user field to whichever user is next in your selected round robin pool. If multiple action items within the same automation use the same round robin pool, the pool will only advance once per automation run.
