Managing bookings in an academy with several teachers may seem simple... until the volume of students or teachers grows and the overlaps, manual assignments and internal confusions start. Who attends each class? How to distribute the work fairly? How to avoid that one teacher is saturated while another one is free?
The solution lies in automating the process. And that's where the automatic assignment functionality via Round Robin makes the difference: it allows you to distribute bookings among the available teachers equally, without errors and without wasting time. It is the ideal tool for efficient teamwork, as explained in our article on how Round Robin works in TuCalendi.
In addition, this system is not only useful for scheduling classes, but also adapts to academies that offer different services, schedules or levels. We have already seen it in other contexts, such as team meeting management, but today we will focus on the educational environment.
If your academy has several teachers and you want to avoid the chaos of agendas, double bookings and coordination errors, you're in the right place.
With TuCalendi, automating the assignment of classes between teachers is easier than you think.
1. The usual problem: good intention, bad coordination
In many small to medium-sized schools, booking management is still done by hand or by direct messages. And while this may work for a small number of students and teachers, as soon as the volume grows or last minute changes arise... chaos ensues:
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Bookings that don't reach the right teacher
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Overlapping schedules
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Teachers with no appointments while others are overbooked
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Time wasted manually confirming each class
Automating the assignment with Round Robin not only avoids these human errors: it also saves time and improves the experience for both students and the entire teaching team.
2. A professional solution: centralized booking for the whole team
If you have several teachers at your school, with TuCalendi you can centralize all booking management in a single account.
Instead of having a different calendar for each teacher - which forces the student to compare options or write to consult - you can offer a single general calendar, where the student selects the type of class he needs... and the system automatically assigns the appointment to the available teacher according to the rules you have configured.
Thanks to the Round Robin system, assignments are automatic, fair and efficient.
And if you prefer, you can also give the student the option to choose directly the teacher that suits him/her best. You decide how to organize it according to your academy model.
In addition, from the administration panel you can control all operations, manage exceptions, make customized adjustments and access key statistics on bookings, availability and team performance.
With this information, you not only optimize your day-to-day operations, but also make more strategic decisions for your academy. And if you want to go deeper into what analytics can offer you, take a look at this article on the importance of measuring to improve your booking system.
3. Round Robin: automatic, balanced and error-free allocation
When bookings are managed manually, it is common that some teachers are always at capacity... while others receive hardly any students.
This can be due to personal preferences, visible availability or even communication mix-ups.
With the Round Robin automatic allocation system that we have implemented in TuCalendi, the distribution of classes is done equally according to the criteria you define: availability, number of active classes or type of service.
And if you need to, you can also set priorities among teachers, for example, giving preference to the most experienced ones, to those who master a specific subject or to those who prefer to have more teaching hours.
This way you avoid that only a few end up saturated, distribute the work better and promote greater motivation and satisfaction within the teaching team.
4. You can also assign manually or by type of service.
If your academy works by specialties (for example, English with Ana, French with Pablo), you can:
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Create a specific type of event for each teacher
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Offer the student the possibility to choose directly the teacher
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Or combine Round Robin with manual assignments on a case-by-case basis.
You decide which level of automation to apply, and in which type of classes. Flexibility is in your hands.
5. Clear management for each teacher and control from administration
Each teacher can have access to his or her own TuCalendi account, linked to the academy's team. From there he can receive automatic notifications when a reservation is assigned to him, synchronize his personal calendar (like Google Calendar) and manage his appointments autonomously.
Meanwhile, from the center administration you can:
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View all centralized bookings
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Know which teacher is attending which student
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Review the history of classes, payments and cancellations.
This greatly facilitates internal coordination and improves the relationship between administration, teachers and students.
6. Global vision and smarter decisions
One of the great advantages of centralizing the management of reservations in TuCalendi is that you can access, in real time, key data about the performance of your academy:
Which teachers have the most bookings? Which schedules work best? Which services are most in demand?
With this information, you can make strategic decisions to optimize the workload, adjust the training offer or even reorganize schedules according to real demand.
All from a single dashboard, without complications or spreadsheets.
And if you want to go a step further, we recommend reading this article on how to interpret and apply your booking data. You'll see how to turn that data into real improvements for your organization.
7. A single booking link for a seamless experience
When you automate teacher assignment with Round Robin, you can share a single booking link on the academy website, on social networks or via WhatsApp.
The student will only have to choose the type of class and its availability. Everything else - teacher assignment, confirmation and reminders - is handled automatically in the background.
This not only reduces the administrative burden and assignment errors, but also streamlines the booking process and improves the professional perception of your academy.
Conclusion
Managing an academy with several teachers may seem like a complex task, but with the right tools it becomes an opportunity to grow in an organized and professional way.
The automatic assignment of classes through Round Robin not only saves time and reduces errors, but also improves the experience of both the teaching team and the students. Best of all, it allows you to scale without losing control.
Whether you are just starting out or already have an established structure, in TuCalendi you will find a flexible and powerful solution to take the management of your academy to the next level.
Would you like to see how this automatic assignment with Round Robin would work in your specific case? Request a live demo and we will show you step by step.