Koalendar

What Koalendar is

Koalendar is a hosted appointment scheduling tool. You publish a booking page, share its link, and clients pick a time that fits your calendar. It is written for people who sell time: coaches, tutors, consultants, workshop hosts, studios and small service teams. The company describes it as "a managed service with a strong free plan, no infrastructure to run." The home page claims scale too: "10M+ classes booked by teachers, tutors, and coaches," "20M+ business meetings managed by teams worldwide," and "1M+" each of candidate interviews, service appointments and room reservations.

The home page puts the free plan first: "Free should mean free. At Koalendar, we believe in giving value from the very first meeting. That is why you get unlimited bookings, scheduling links, and calendar sync included in the free plan." For a solo founder who wants a working booking link today and may never need more, that is the central pitch.

What you build and how

There is no canvas or code here. What you build is a booking page, and the pieces are configured in settings. The product pages describe these parts.

Booking pages and links. Each page shows real-time availability and sends confirmations automatically. The coaching page says you can "set up unlimited booking links for coaching programs, packages, or multi-coach scheduling", so a single account can run a separate page for each service. On the paid Pro plan you can also "Offer different services on the same link", and you can "Password-protect your booking page".

Calendar sync and time zones. The workshop page says Koalendar "syncs with Google, Outlook and iCloud". It "detects each client's time zone and displays your available times in their local time", so a client in another country does not convert anything. Calendar sync is part of the free plan, and booking pages are translated automatically into the invitee's language, with "30+ languages" supported, English, French and Spanish among them.

Video meetings. For online sessions you select a connected video service as the meeting location and the link is generated automatically. The coaching page says Google Meet is available on the free plan, while Zoom and Microsoft Teams need a paid plan.

Payments. A section of the home page is titled "Accept payment when they book": built-in payment options, where "Clients confirm and pay in advance" and there is "No more chasing invoices". The workshop page lists the methods: participants pay by card, Apple Pay, Google Pay or PayPal as they register, and coupon codes work for early-bird or member rates. On the plan grid, "Accept payments & offer coupon codes" sits under Pro.

Group sessions, classes and workshops. Pro adds "Group sessions & classes (one-to-many)". For a workshop you set the number of seats per session, and once they are taken the slot closes by itself. You can run a series as one booking page with a slot for each date, or give each session its own page. A trainer's calendar is checked before a registration is accepted. A registration form can collect a signed waiver as a file upload, and email or SMS reminders go out before the session.

Reminders and follow-up. Pro lists "Email reminder" and "Customize notifications". The company describes automated emails after the appointment, for example requesting a review or inviting clients to rebook. The Business plan adds follow-up emails, "SMS reminders (300 credits included)," redirects, BCC and Gmail send-as, and the paid plans can require approval for bookings before they are confirmed.

Teams. The workshop page says that with collective and round robin scheduling you can manage multiple trainers, balance their availability and assign bookings automatically. The coaching page says each coach can have a booking page and connect a calendar, and that it offers special pricing for coaching businesses with multiple coaches or staff. Plans are priced by seat, and the home page defines a seat as "a user or a resource that can be booked".

Embedding and sharing. The coaching page says "Embed your booking page on your website so clients can book without leaving it", and that you can share the link on social media or in an email signature. The workshop page says you copy an embed code into a website or landing page.

Automation and integrations. The company says you can access booking information in real time "through webhooks or connect 8000+ apps via Zapier." Its integrations list names Google Calendar, Outlook Calendar, iCloud Calendar, Google Meet, Microsoft Teams, Zoom, Stripe, PayPal, Zapier, Gmail, Google Drive, a Chrome extension, WordPress, Wix, Squarespace and Shopify, and the Business plan adds Telegram, custom webhooks, and Google Analytics and Meta Pixel tracking. Booking forms take custom questions of several types, required or optional, with every response stored with the event, and Business accepts file uploads. Mobile apps for iPhone and Android let you manage bookings on the go.

What the pages state about plans, ratings and support

The current plan grid on the home page has 4 levels, shown with "Annual billing (Save 20%)."

• Free forever, labeled "Best for personal use." The page says "We'll always have a free plan that answers most needs. No time limit." It includes unlimited bookings and booking pages, Google, Outlook and Apple calendar sync, availability, buffers and booking windows, one-to-one meetings, video conferencing, mobile apps, automatic language detection and embedding.
• Pro, "For solo professionals," shown at $12 and $9 a month, "Everything in Free, plus" 1 seat included with extra seats at the same per-seat price, email reminders, customized notifications, custom booking form questions, payments and coupon codes, different services on the same link, group sessions and classes, and a password-protected booking page.
• Business, "For studios and operators," shown at $36 and $29 a month, "Everything in Pro, plus" 3 seats included, with extra seats shown at $16 and $12 per seat, removal of Koalendar branding, multi-host scheduling, unlimited services, hosts and form questions, and multiple and recurring bookings.
• Enterprise, for large teams, with dedicated onboarding, custom pricing, SOC 2, unlimited seats, custom features and dedicated account support, reached through a demo request.

The home page defines a seat as "a user or a resource that can be booked." A second pricing block on the same page shows Pro at $9 and $6.99 per seat a month with "Annual billing (Save 30%)," and another company page says the paid tier "starts at $6.99/seat/month," so check the live grid at sign-up. Every new account gets a 7-day trial with full access to all features and "No credit card required," which is separate from the free plan. Eligible educators and nonprofits can apply for significant discounts.

Ratings on the page: 4.9 out of 5 from 296 reviews on the Chrome Web Store, 4.9 from 808 reviews on Google Workspace and 4.7 from 140 reviews on Capterra. Another page claims "Trusted by 10,000+ of the world's leading organizations." Testimonials include a program manager, Alessandra Fanelli, who says her school "doubled our attendance rates and number of bookings." A tutor, Lucas M., says a booking page was "set up and sent to students in about 5 minutes" and that support is "a real person rather than a robot or outsourced." Nika B., an event and sustainability manager, says she was "looking for a free, easy manageable and customisable calendar app for ages."

Support runs through email, with the promise that "we'll get back to you as soon as we can," and a "Chat with us now" entry point for questions about features or pricing. The menu also links a security page under the line "Built for privacy and trust," admin controls for teams and a help center.

Who it suits and who it does not

Koalendar suits a solo coach, tutor, consultant or freelancer who wants a booking link, calendar sync and unlimited bookings without paying. It also suits a workshop or class host who needs a capped number of seats, payment at registration and a reminder before the session, and a small studio or coaching team that wants round robin or collective scheduling with a seat-based price.

The caveat is that the useful extras sit behind the paid plans. Reminders, customized notifications, payments, group sessions, Zoom, Microsoft Teams and team scheduling are listed as paid features, so the free plan is best read as a solid single-person booking page. It is also a hosted service, so a developer who wants scheduling built into their own product will work through webhooks and Zapier rather than inside the code.