Results at a glance
🕒 Measurable results:
- ~5 hours per month previously (about 1 hour/week) on scheduling and rescheduling
- Easier rescheduling for families
- Clear visibility across therapists' calendars
👩⚕️ Team size: 4 full-time therapists, 1 part-time therapist, 1 admin assistant
📅 Use case: Therapy sessions, consultations, rescheduling
📍 Location: United States
⭐Top benefit: “It makes scheduling so much easier for everyone.”
Company overview
Talk of the Town Speech is a speech therapy practice supporting children from early childhood through young adulthood. Their therapists work with a wide range of needs, from speech sound disorders to autism and feeding therapy.
Each therapist maintains a consistent weekly schedule, seeing clients on recurring days and times. Families typically attend sessions weekly, and flexibility is key when school schedules, appointments, or life events require changes.
As Shaina Rotstein, owner of Talk of the Town Speech, explained:
“We see kids weekly, and everyone has a set time. But sometimes parents need to move a session, and that’s where scheduling can get complicated.”
The challenge: Too much manual scheduling for a “fluid” calendar
Before Koalendar, scheduling changes meant the same frustrating loop:
- A parent asks, “When are you available?”
- The owner (or team) manually checks calendars and types out options
- Availability changes… so the list has to be updated again
- More emails, more back-and-forth, more time lost
One of the biggest challenges was managing multiple calendars.
“I have calendars for each of my employees,” Shaina explained. “With other tools, I couldn’t set that up the way I needed.”
And in a therapy practice, missed sessions don’t just create gaps, they can mean missed income. As Shaina put it, cancellations are inevitable, so making it easy to book a makeup session matters:
“Somebody would say when are you available? And I had to look at my schedule and list out all the times… and then if something got taken up, I had to tell them, oh, this isn’t available anymore.”
The solution: Multiple links, multiple therapists, one smooth workflow
Koalendar became the best fit because it delivered the flexibility the practice needed, without the clunky interface or higher cost of other tools.
“I tried a couple of other software and platforms. Some of them were free and worked okay, but they didn’t give me the same flexibility.” Shaina said.
Here’s how they use it today:
- Embedded booking on the website
Parents can book directly without back-and-forth emails, directly from the website
- Multiple booking links
- One link for free initial consultations: “I have [a] link set up on the website for free consultation and that is a 15-minute phone call with just me.”
- One for therapy sessions if parents need to reschedule: After the initial intake, families receive a recurring weekly schedule (example: Tuesdays and Thursdays at 3:00). It comes with a rescheduling link, in case they need to modify the dates and times.
- One for nearby community screenings: They also created a third booking link for free community screenings, making it simple for families to grab a spot without staff coordination.
- Calendar syncing
- Each therapist has their own calendar under the owner’s account
- Availability syncs automatically with Google Calendar
- If something is booked elsewhere, it’s blocked automatically
“Koalendar just syncs with Google and it’s so easy. I love how it’s real time, if I schedule something on my calendar it blocks it off for Koalendar.”
Shaina Rotstein
Owner and Speech Language Pathologist
- Self-service scheduling for families
- Parents can request new times when schedules change directly from the booking link they are provided
- They receive confirmations and reminders automatically
“If their child has a dentist appointment and they need to switch sessions, they can just go to the calendar and request a new time.”
The team also uses:
- Buffer times between sessions
- Custom availability rules
- Booking limits for specific appointment types
- Visibility into past bookings
The outcome: Less admin work, more time for therapy
With Koalendar in place, scheduling no longer depends on someone manually coordinating every change. Families can see what’s open and request a new time, then follow up to confirm what they cancelled and what they booked.
“Everybody loves using it…both families and employees said it makes everything easier. It’s simple, and it works.”
Shaina Rotstein
Owner and Speech Language Pathologist
And while the time savings aren’t the same every single week, the owner estimates Koalendar saves around ~5 hours per month of scheduling work they’d otherwise do manually.
For Talk of the Town Speech, Koalendar became a central part of daily operations:
✅ Fewer emails and less manual coordination
✅ Easy rescheduling for families
✅ Clear visibility across therapists' calendars
✅ A smoother experience for both staff and parents
Conclusion
With Koalendar, this speech therapy practice replaced time-consuming scheduling emails with a simple, reliable system families actually enjoy using.
From free consultations to therapy makeups, one booking link (synced in real time with Google Calendar) makes it easy for parents to find the right time without staff having to constantly check availability, send options, and adjust when calendars change.
As a result, the team can stay focused on what matters most: supporting children and their families.
