How Brickyard makes tour scheduling easier across three coworking locations

🕒 Hours saved weekly: Less time spent on back-and-forth scheduling for tours

👥 Team using Koalendar: 3-person team across 3 locations

📅 Years using Koalendar: 3+ years

⭐ Top benefit: Easy Google Calendar sync with a clean, professional booking experience

Brickyard is a coworking company in Northern Virginia with locations in Ashburn, Chantilly, and Woodbridge. The company offers flexible workspace options including Flex Desk, Dedicated Desk, Private Office, and Virtual memberships, serving entrepreneurs, startups, small business owners, and remote workers. Its Ashburn location was the first Brickyard office, and the company now operates three locations across the region.

At the Ashburn location, Felicia wears a lot of hats. She manages day-to-day operations, supports members, handles tours, helps with IT and operations, and even pitches in on events. With just one person running each location, having simple systems in place matters.

Before Koalendar, Brickyard still needed a reliable way to schedule tours for prospective members without creating extra admin work.

Tours are an important part of the sales process. The team needs to know who is coming in, which location they want to visit, and what kind of membership they are interested in before the conversation even starts. That information helps with lead management and gives each location a better picture of demand across desk memberships and private offices.

The booking experience also needed to feel polished. As Felicia explained, the team previously used a website form, but it felt “kind of clunky” and “wasn’t as user friendly.” They wanted something easier for both staff and visitors.

Koalendar gave Brickyard a simple way to schedule tours across all three locations.

Each location has its own booking page, embedded directly into the website, so prospective members can quickly choose a time and book a visit. The team also uses temporary booking pages for special events when needed, like discounted headshot sessions with a photographer.

What made Koalendar the right fit was its flexibility. Brickyard uses custom fields to collect useful information before each tour, including name, email, phone number, company name, location, and membership interest. That gives the team more context before a visitor walks through the door.

“The ability to add new fields… we have been using it to almost have a little mini form so that we can get an idea of what people are looking for before they come in for a tour.”

Koalendar’s Google Calendar integration is also central to how the team works. It checks personal calendars and even a holiday calendar to prevent bookings when staff are unavailable or the office is closed.

With Koalendar, the team is able to set custom tour hours, a 12-hour minimum booking notice, and simple availability rules that each location manager can adjust based on their schedule.

For Brickyard, Koalendar makes scheduling feel effortless.

Instead of constantly checking availability or manually coordinating tours, the team can rely on one booking flow that works in the background. Visitors get a clean, professional experience, and staff can stay focused on running the space.

That ease matters even more in a small team. With only three employees across three locations, Brickyard does not have time to babysit scheduling. Koalendar helps them keep tour bookings organized without adding another task to the day.

✅ Easy tour scheduling across three coworking locations

✅ Fewer manual scheduling tasks for a lean team

✅ Accurate availability through Google Calendar sync

✅ A more professional, user-friendly booking experience

✅ Flexible booking pages for tours and special events

“The only time I really go in to change things is if we have a change to our availability.”

Felicia also highlighted the customer experience as a big win.

“It’s a very user-friendly platform. The booking flow is simple, the page looks polished, and the platform feels easy to use from the first click.”

Felicia Filicetti

Community Engagement Manager

For Brickyard, Koalendar delivers exactly what a lean team needs: a simple, professional way to manage tours across multiple locations.

With embedded booking pages, custom intake questions, and a Google Calendar integration that keeps availability accurate, the platform helps Brickyard stay organized without adding extra work. The result is a smoother experience for both staff and prospective members — and a booking system that quietly does its job in the background.