How Momentum College Prep made admissions calls easier to schedule across a global team

🕒 Hours saved weekly: Several hours thanks to cutting down on email back-and-forth for free consultation calls

👥 Team using Koalendar: 10 active team members (current count)

📅 Years using Koalendar: New customer, started in January

⭐ Top benefit: “Nobody wants to go through 10 different booking pages to find one time that works. It’s helpful that everyone’s times are together.”

Momentum College Prep helps students and families navigate the U.S. university admissions process with personalized, strategic guidance. The company supports students through college selection, application strategy, essays, and admissions planning, with services for undergraduate and graduate applicants. Its team includes advisors and consultants who help students build thoughtful, authentic, and competitive applications.

The company works in the higher education space and has a team of advisors spread across North America, Asia, and Europe. For founder Raj Hamlai, scheduling free consultation calls is a key part of the business. Because Momentum’s services are a significant investment, students and families usually want to speak with the team before deciding whether to move forward.

“No one is going to be ready to invest that much until they’ve actually spoken to us and met with us,” Raj shared.

The team offers free initial calls to students and families who are interested in working with them. These calls help prospects understand whether the company’s services are the right fit.

As the team grew, scheduling became more complex.

Before Koalendar, Momentum had used Calendly. That worked when there were only two people on the team. But as the company expanded to a larger group of consultants and advisors, the team needed a scheduling setup that could scale with more people, more availability, at a reasonable cost.

The team also needed a way to handle availability across multiple time zones. Some calls required a specific advisor, like the research mentorship program led by one team member with a PhD. But many consultation calls could be handled by any trained consultant.

That meant Momentum needed:

• a tool that could bring everyone’s availability together
• assign calls fairly
• make booking easy for students and parents.

“Nobody wants to go through 10 different booking pages to find one time that works,” Raj explained.

Raj found Koalendar while searching online for Calendly alternatives.

The team needed a tool with similar functionality, especially round robin scheduling, that could support a larger, distributed team without making the setup harder to manage. Many alternatives either lacked the scheduling flexibility Momentum needed or created more complexity for the team and their clients.

Koalendar offered the right combination of functionality, simplicity, and scalability.

“Koalendar was really the only tool that offered round robin, automatic time-zone detection, and a simple booking process in the cost-effective way that a growing team needs.”

Raj Hamlai

Founder

After signing up for a free trial, Raj tested the experience from both sides: as the admin managing booking pages, and as the customer booking a meeting.

“I liked the experience both from my side as the person who’s able to look at all the links and the scheduling, and also the experience from the customer side of being able to book,” he said. “It made sense and it was easy to use.”

Momentum now uses Koalendar in two main ways:

The team embeds its main booking page directly on the website and shares the booking link in ads and follow-up emails.

For general consultation calls, Koalendar uses round robin scheduling so students and families can book with any available advisor.

For more specialized services, Momentum has separate booking pages. For example, its research mentorship program has its own page because it is run by one specific team member.

“We have people working across North America, Asia, and Europe,” Raj said. “It was important for us to have the round robin scheduling as well.”

With Koalendar, Momentum College Prep can offer more availability to students and families without adding scheduling work behind the scenes.

The round robin setup helps the team spread calls across available advisors. Time zone support makes it easier for international prospects to find a time that works. And because each consultant can manage their own availability, Momentum can work smoothly with a flexible team structure.

“That’s very important because people make their own hours,” Raj said. “Otherwise, it’s impossible to coordinate everything.”

Koalendar also gives Raj more visibility into what’s happening across the business. As the company owner and marketing lead, he uses booking notifications and the bookings tab to track how leads move from ad campaigns to scheduled calls.

For example, Momentum runs Meta ads where prospects fill out a lead form. After that, they receive an email with a Koalendar link to book a consultation. Raj then checks bookings against the lead sheet to see who has moved from lead to booked call.

“Because I’m BCC’d on everything, I get an email every time there’s another booking,” he said. “I’m able to quickly tick off that this person has booked a meeting with us. That ease has been very, very helpful.”

The bookings tab has become especially useful for tracking both upcoming and past calls.

Raj explained. “For the past calls, we’re able to see, okay, now it’s been 7 days since this person called, they’ve not emailed us back, let’s email them again, or let’s give them a call.”

And as admin, Raj can manage booking pages, BCC settings, and team availability without asking every team member to make changes themselves.

“I appreciate that I was able to make that edit on my end as admin,” he said.

For Raj, the must-have features are clear:

✅ Round robin scheduling for assigning calls across trained advisors
✅ Easy time zone support for an international team and client base
✅ Flexible availability so every advisor can manage their own working hours
✅ Website embedding for a smooth booking experience
✅ Custom booking forms to collect student or parent names and grade levels
✅ Admin visibility through BCC notifications and the bookings tab
✅ Scalable setup for a growing advisory team

“The main thing would be the round robin,” Raj said. “Ease of use with the time zones is helpful. The customization aspect, that I’m able to make it look professional. I’m able to embed it easily. That was nice as well.”

As Momentum College Prep grows, Koalendar helps the team offer more available times, manage a larger advisor network, and keep the booking experience simple for students and families.

Instead of sending prospects through multiple links or coordinating manually over email, Momentum can guide them to one place where they can book the right call at the right time.

“We’re able to more comfortably expand our network,” Raj said.

Ready to make scheduling easier for your growing team? Try Koalendar free today.