How ICAO4.me keeps pilot training running smoothly with effortless scheduling

🕒 Hours saved weekly: “Many hours, impossible to imagine doing this manually”

👥 Team using Koalendar: 6 instructors (all active pilots) and their students

📅 Years using Koalendar: ~4 years

⭐ Top benefit: “Order in our bookings and reliability we can trust”

ICAO4.me is a specialized English language school for pilots and Air Traffic Controllers. Unlike traditional language schools, every instructor is an active pilot — and every student is either already flying or preparing to fly.

In aviation, language skills are not just a professional advantage, they are essential for safety. As Łukasz Wieczorek, co-owner of ICAO4.me, puts it: "A good command of English can directly influence both operational safety and a pilot’s ability to build an international career".

To deliver high-quality, personalized training, ICAO4.me needed a scheduling system that matched the precision of the industry they operate in.

When ICAO4.me began, they were using a different scheduling tool that simply didn’t match their needs.

“The main reason we switched to Koalendar was your direct integration with Google Calendar… I found Google’s tool too limited — not flexible enough for us… I also needed visibility over all bookings, not just the teacher’s own calendar.”

Lukasz Wieczorek

Co-owner, pilot, and examiner at ICAO4.me

Students book blocks of lessons (one, three, five, ten, twenty meetings) because their instructors fly, and thus their availability varies. Their scheduling software needs to handle:

• Varying lesson lengths (not always 60-minute default)
• Multiple instructors with individual calendars
• Time-zone management for bookings from students around the world (pilots are mobile)
• Monitoring of blocks of sessions so students don’t exceed their purchased number of lessons
• Integrations with Google Meet links and calendar sync so that everything “just works”.

As Lukasz recounts: “We also had to spend a lot of energy monitoring that manually… If we had to arrange every single session manually — via email, phone, or text — it would be impossible.”

With the old tool they faced email-threads, time zone confusion, manual follow-ups, and a general lack of oversight at scale. They needed a scheduling backbone they could depend on, which would free them to focus on delivering training, not chasing students and instructors for time slots.

ICAO4.me chose Koalendar about 4 years ago, after trying two or three tools and focusing on one key requirement: Google Calendar integration. “I usually test two or three tools before paying for one.” Lukasz explains.

These are some of the key benefits they got immediately:

• Each instructor has an individual Koalendar booking page, showing their availability
• Booking links or embedded iframe on their website allow students to choose time slots directly, with no back-and-forth
• Everything syncs with Google Calendar (so instructors see bookings immediately)
• For students buying blocks of lessons, they now use one-time booking links: “Now, with the single-use link, if a client has three lessons, I just click ‘get one-time link’ three times … and done.” Lukasz says.
• They export booking data to check how many sessions a student has completed and share that list when need to.

Key takeaway: Koalendar became the scheduling home base for ICAO4.me, enabling them to deliver classes at the level of reliability this niche demands.

Because they serve pilots who pay premium training fees and must pass official exams, scheduling failures aren’t just inconvenient—they’re unacceptable. Łukasz explained: “We work with demanding clients — pilots who pay a lot for training … and they expect everything to run smoothly.”

Key benefits for ICAO4.me include:

✅ Time and effort saved: Compared to old manual methods, the booking process is now streamlined, reducing administrative overhead.

✅ Order and oversight: Instructor schedules, bookings, student blocks, reminders all flow through one tool with transparency.

✅ Dependability: “In over three (maybe four) years of using Koalendar, your uptime has been basically 99.99%.” Lukasz says.

✅ Scalability: Although their niche limits large volume, they estimate they have booked “more than a thousand sessions recently.”

Because they can now rely on the scheduling system, they’re free to focus on what matters: training pilots, delivering exams, and keeping aviation communication safe.

When you’re operating in a niche where every lesson, every minute, and every voice-communication carries extra weight, you need more than “just a booking tool”—you need a scheduling backbone you can trust. For ICAO4.me., Koalendar provides that backbone: reliable, integrated, and flexible enough to help a specialist language school for pilots scale up, stay organized, and deliver training that matters.

“What matters is that Koalendar is trustworthy. For us, having order in bookings is absolutely essential”.

Lukasz Wieczorek

Co-owner, pilot, and examiner at ICAO4.me

For any organisation juggling variable instructor availability, block-session purchases, global clients, and high-stakes outcomes, this story illustrates how the right scheduling tool can make a real difference.