A round robin calendar in GoHighLevel is the setup that assigns each booking to one team member from a pool. For a court reporting agency, a paralegal picks a date and time, the calendar shows only times when at least one reporter is free, and it assigns the deposition by availability or by equal distribution. The bottom line: it removes the phone chase for the routine request, and you keep manual assignment for the specialized ones.
What drives the timing
Deposition notice is set by rule and by local rule. Federal Rule 30(b)(1) requires reasonable written notice, and local rules define it. The District of Delaware's rule says reasonable notice is not less than 10 days. The District of the Virgin Islands sets at least 14 days for an individual and 21 days for an organization, and lets a party notice a remote deposition by stating so in the notice. A bankruptcy court rule requires notices of deposition to be served at least ten days before the deposition. Those windows mean most requests reach an agency days ahead, which is enough time to assign a reporter through a calendar.
GoHighLevel's round robin guide says the calendar can distribute appointments by availability or by equal distribution, that if no team members are available the invitee is prompted to choose another date and time, and that you can manually override an assignment. It also says round robin currently cannot prioritize specific team members for certain clients, so specialized requests need a different calendar.
Which assignment method to use
| Method | Behavior | Best for |
|---|---|---|
| Availability | Assigns whoever is free | Freelance reporters who want any job |
| Equal distribution | Spreads jobs evenly | Staff reporters who share workload |
| Separate calendars in a group | One calendar per specialty | Medical, video, or realtime requests |
Build it in GoHighLevel
- Create a new calendar in Calendar Settings and choose the Round Robin type.
- Add each reporter as a team member and have each one connect their own Google or Outlook calendar.
- Choose availability or equal distribution.
- Add form fields for the case name, the deponent, in person or remote, the location, and the transcript turnaround.
- Set the appointment length and buffer time for travel.
- Build a workflow that fires when an appointment is booked. Add Send Email to the requesting paralegal.
- Add Send Internal Notification to the assigned reporter and the office.
- Create separate calendars for specialties and group them under one link if you need them.
What the workload looks like
For example, if 12 reporters share 90 depositions a week, equal distribution gives each about 7.5 (90 divided by 12). Scheduling 90 requests by phone and email is a full time job. A calendar handles the routine ones and leaves the coordinator with the unusual ones.
Mistakes to avoid
- Missing calendar sync. Every reporter needs their outside calendar connected or double bookings happen.
- Expecting priority routing. The guide says round robin cannot prioritize reporters by client.
- Skipping the notice rule. Require booking far enough ahead to meet the local rule.
- Ignoring remote requests. Add a remote option on the form.
How this was handled before
Agencies have long scheduled depositions by phone and email: a paralegal asks, a coordinator checks reporters' availability, and someone confirms. That gives a personal touch, and it does not scale in busy weeks. A round robin calendar handles the routine request and leaves the coordinator to handle the difficult ones, such as a rush transcript or a specialized case.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Reporters and paralegals often prefer email, so use text only for day of changes. This is general information, not legal advice.
Questions people ask
Can I make one reporter the preferred one for a client?
GoHighLevel's guide says round robin cannot prioritize specific team members for certain clients. Use manual assignment or a separate calendar.
What happens if no reporter is free?
The guide says the invitee is prompted to select another date and time.
What notice do depositions require?
Federal Rule 30(b)(1) requires reasonable written notice, and local rules set it, for example not less than 10 days in Delaware and 14 days for an individual in the Virgin Islands.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.