Every appointment lands
with someone who is available.

Let clients choose a consultation time and have GP Bookings assign an available team member using the distribution rule that suits your team.

See the plugins See how it works

Willow Legal Round Robin

Consultation requested 10:00 AM

Mira Moon Unavailable

Wren Spellwell Assigned

Round Robin prioritizes the available person booked least recently.

An available team member is assigned automatically

Illustrative experience

Availability per team member
Three assignment strategies
Optional review before confirmation

The finished experience

A booking for the service, assigned to a person.

Clients can choose a time without choosing a particular team member, while your allocation strategy determines who receives the booking.

A good fit for
Consultation teams, legal practices, and service businesses sharing incoming appointments across staff.

1

Give each person their own availability.

Create a resource for each team member, associate them with the service, and configure their working hours and buffers. Import an external calendar if their other commitments should block slots.

GP Bookings
2

Choose how to distribute the work.

Set the Service field to Preselected Service, then set its linked Resource field to Automatic Assignment. Round Robin favors the least recently booked resource; Capacity Spread favors fewer bookings in the requested period; Capacity Pack fills resource capacity before moving on.

GP Bookings
3

Choose whether bookings need review.

Let clients select an available time. Set the default booking status to Pending if staff should review it first, and configure notifications for booking creation and confirmation.

GP Bookings

Written up, step by step

How to Build a Legal Booking System with Gravity Forms How To · February 2026 Prevent double bookings, sync calendars, control approvals, and distribute appointments across your team—all through Gravity Forms. Read the tutorial

What you’ll need.

Start with Gravity Forms. Add the capabilities this solution needs, then make the experience your own.

GP Bookings

Manages each team member’s availability, assigns resources using the chosen strategy, and supports pending booking status.

Explore GP Bookings

Before you start

GP Bookings.
A preselected service, team-member resources, availability rules, and a linked Resource field set to Automatic Assignment.
Calendar imports are optional and delayed. Add GC Google Calendar separately if you want its direct connection rather than ICS feeds.

Get this built.

A plan covers how many of our plugins you run at once, and on how many sites. Here is what this one needs.

Required

GP BookingsPerks

Gravity Perks Basic $59 /year

Covers this on one site. More sites need Advanced or Pro.

See plans for this solution

Every plan renews at the same price, and you can upgrade any time for the difference.

Make it fit
your project.

Is Round Robin the same as choosing whoever has the fewest bookings?

No. Round Robin prioritizes the resource booked least recently. Capacity Spread compares existing bookings in the requested period. Choose the strategy that fits your workload.

Can clients choose the person instead?

Yes. Use Manual Selection on the Resource field instead of Automatic Assignment when the visitor should choose a team member.

Are external calendar changes instant?

No. Imported calendar events block time after syncing, hourly by default. The direct Google Calendar connection sends bookings outward immediately, but its incoming availability checks also have a delay.