Results at a glance
- 🕒 Measurable results: 12 + hours/per person/week saved, doubled number of bookings received
- 👥 Departments using Koalendar: Theater and Dance Department
- 🏫 Staff managed: 20+
- 📅 Years using Koalendar: 3
- ⭐ Top benefit: "Knowing that we’re empowering students to schedule themselves, and that they can trust the automation — really makes me feel great."
Muhlenberg College is a highly selective, four-year liberal arts school in Allentown, Pennsylvania. With an undergraduate enrollment of approximately 2,000 students, the college is dedicated to shaping creative, compassionate, collaborative citizens through arts, humanities, natural and social sciences, and professional programs.
“We’ve doubled our attendance rates and number of bookings, reduced the time we spent on scheduling by like 12 hours per person, per week, and everything is completely customized with our school’s colors and logo.“
Alessandra Fanelli
Program Manager at Muhlenberg College
Below is a Q&A session we had with Alessandra, Program Manager at Muhlenberg College, to learn more about her experience with Koalendar.
Can you tell me what you do and where you work?
“I work as a manager in the Theater and Dance Department at Muhlenberg College where we have a staff of about 20.”
What challenges were you facing before you started using a scheduling software?
“We book a high volume of appointments for department tours and auditions for admissions. We were having issues with the amount of time it was taking to manually book these meetings, send out reminders, and deal with issues like double bookings.”
Why did you decide to use Koalendar and not another option?
“We were familiar with Calendly and some other tools, but we really wanted something with a personalized branding option and a clean look. With Koalendar, we could upload our logo and change the interface to match our school’s colors. It also worked easier than the other options when it came to coordinating multiple staff members and calendars. The price point made more sense to us as well.”
What was the setup like? And did you integrate any other software with Koalendar?
“Very easy. As soon as I logged in, I had multiple calendars for the different department, production, and administrative events. Zoom was an easy integration, too. As soon as someone booked, they had the option to select a Zoom or in-person. So it was pretty seamless. It automatically appeared on the Google calendar. Everything was great.”
What feature does your department love the most?
“Just the fact that it automatically appears in Google Calendar is huge. That’s how we operate and ensure that everyone is coming to their appointments. Also, being able to export the bookings to Google Sheets has been a godsend because that's how we track all of our data.”
Did you notice any measurable results after starting to use Koalendar?
“So, we’ve pretty much doubled the number of visits. It used to be a very manual back-and-forth process and now we’re empowering students by giving them the autonomy to go in and book themselves. We completely filled all the slots for the spring semester, which was very exciting. The reminders have helped a lot too. We have seen about a 50% increase in attendance as a result of those.”
Were there any other results you noticed?
“We’re also saving about 12 hours, per staff member, per week — which is amazing. It used to take days to book a meeting, with all the back and forth and making sure students were organized with all the materials they needed to submit. Now it’s all automated.”
What has been the most significant benefit for your school and department?
“Knowing that we’re empowering students to schedule themselves, and that they can trust the automation — really makes me feel great. The first communication or impression is crucial. Using Koalendar is easy, streamlined, and it ensures students are going to be taken care of. It’s something that has really driven efficiency and student satisfaction.”
What advice would you give a school or department in a similar position to you?
“I'm always trying to optimize workflows and improve operations, and I think automation is the way to go. I mean, work smarter, not harder. Our goal was to decrease manual error and the time spent scheduling. If you're looking to do something similar — I would definitely recommend Koalendar.”
Alessandra Fanelli
Program Manager at Muhlenberg College
If you or your school is interested in saving time and empowering students and parents to easily book with you without the back-and-forth — sign up here!
