Who can set this up?
Guide Admins with access to Settings are the ones who configure queue auto-assignment. Individual coordinators do not need to do anything - they will simply receive tasks in their queue.
The two assignment strategies
When you enable auto-assignment on a queue, you choose from two strategies:
Round Robin Tasks are assigned in rotation. Guide always picks the queue member who was assigned a task the longest time ago, so every coordinator takes roughly the same number of turns over time. A member who has never been assigned gets picked first.
Even Load Tasks go to whoever currently has the fewest open scheduling tasks. If two people are tied, Guide picks the one who was assigned least recently. This keeps workloads balanced even when some coordinators are handling tasks that take longer to complete.
How eligibility works
Guide only assigns tasks to coordinators who are available. A coordinator is skipped if they are:
Deactivated (account inactive), or
Currently on Out-of-Office (OOO auto-response is active)
If no eligible members are found in the queue at the time of assignment, the task is placed in the queue unassigned, just like normal queue behavior - so nothing is ever lost or dropped.
When does auto-assignment fire?
There are two moments when auto-assignment can pick a coordinator:
Immediately on task creation - as soon as a scheduling task is created and routed to a queue (with no manual assignee selected and the delay option unchecked), Guide automatically picks a coordinator right away.
When candidate availability is received - if you check the "Delay assignment until availability is received" option when creating a task, the task sits in the queue unassigned until the candidate submits their availability. At that point, Guide runs the auto-assignment pick and assigns the task to a coordinator automatically.
How to set up auto-assignment on a queue (Guide Admins)
Navigate to Settings in the left sidebar.
Click Scheduling queues under the Scheduling section.
Click into the queue you want to configure (or create a new one with Create New Queue).
From the queue detail page, select your assignment strategy - Round Robin or Even Load.
Make sure the queue has members added. Click Add Members to add coordinators if needed.
Save your changes.
Once configured, any new task routed to this queue will be auto-assigned based on the strategy you set.
How coordinators use this when creating a task
When a coordinator creates a scheduling task, the Queue and Assignee selector shows their available queues with color-coded labels. Once a queue is selected:
A "Use Round Robin" checkbox appears - checking this enables auto-assignment for that task.
Optionally, a "Delay assignment until availability is received" checkbox lets coordinators defer the assignment until the candidate responds.
Guide also remembers the last queue used for a given job and interview stage, and pre-selects it next time - saving time on repeat tasks for the same role.
What coordinators see when they're auto-assigned
When Guide auto-assigns a task, the coordinator receives an assignment notification. The notification is attributed to "Guide" (not to the person who created the task) to make it clear the assignment was automatic.
Tips for Admins
Start with Round Robin for teams where all coordinators have similar workloads and availability.
Use Even Load when coordinators handle tasks of varying complexity or length, and you want Guide to balance the actual work in progress rather than just turns.
Make sure coordinators keep their OOO settings accurate in Guide - auto-assignment skips anyone who is on OOO, so an up-to-date OOO status ensures tasks flow to available team members.
Set a default queue in Settings > Scheduling Defaults so new tasks are routed to the right place automatically.
If a queue has no active, available members at the time a task arrives, the task will land in the queue unassigned. Check the Unassigned tab on the Coordinator Dashboard to catch these.