How Veebikool turned language barriers into more bookings with Koalendar multilingual scheduler

🕒 Time saved on admin
Less back-and-forth emails, DMs, and rescheduling thanks to self-service booking, buffers, and booking limits.

👥 Teams using Koalendar
Salespeople, mentors, program leaders, onboarding staff, and internal teams.

🏢 Company size
Fast-growing online, educational platform with a team that recently expanded from 5 to 20 people

📅 Years using Koalendar
Nearly 2 years at Veebikool (3+ years of daily use for their customer service lead)

💬 Top benefit
“Because it’s in Estonian, we get more bookings and it just looks so much better on our websites.”

Veebikool is an Estonian online platform created for entrepreneurs who want practical, hands-on skills. They offer e-courses and study programs that help business owners build websites and online stores, learn digital marketing (Google Ads, Meta Ads), and grow their businesses step by step.

Their courses are popular with small business owners and professionals who prefer to learn in Estonian, at their own pace, with clear, actionable guidance.

Janika Mõru works as Veebikool’s head of customer service, customer relationships, and customer experience. Before that, she was a virtual assistant and 1:1 consultant—so she’s lived the scheduling chaos from every angle.

Before Koalendar, booking meetings was a tangle of messages.

“It was via email, for sure. You send an email or a Facebook Messenger or Instagram DM and it was a lot of like I have these three times and I have these three times and so on. It was annoying.” Janika recalled.

For her own consulting work and for many of her clients, this was the standard:

• Endless back-and-forth to agree on a time
• Bookings scattered across email, Facebook, and Instagram
• Easy to double-book or simply lose track of who was meeting when

On top of that, most scheduling tools were only available in English, which was a real problem in Estonia.

“In Estonia, people who are a bit older than me usually speak Russian and German. They don't speak English. So they wouldn't book if it's in English. They just wouldn't do it.” Janika explained.

She saw colleagues in her consultation field lose clients because their English-only booking systems scared people away. Some even abandoned schedulers entirely and moved bookings to Telegram.

And from a branding perspective, having an English booking widget on an Estonian-language site didn’t feel right:

When she joined Veebikool, the stakes got higher.

The company runs:

• E-courses and long study programs for entrepreneurs
• Specific trainings like Google Ads and Meta Ads for business owners and employees
• Sales programs and mentorship programs with weekly meetings

The team grew quickly from 5 to 20 people, including:

• Multiple salespeople
• Ten mentors
• Program leaders
• Onboarding staff

Everyone needed ways for students and clients to book:

• Sales calls
• Onboarding sessions
• Mentorship “pick your mentor” meetings
• Internal coordination calls

They also needed:

• Many different booking pages for different programs
• A clear way to see who was coming from which program
• A tool that worked just as well for Estonian-only clients and international calls

In short: they needed a scheduling system that spoke Estonian, could keep up with a fast-growing online school, and didn’t create more admin work than it removed.

Janika first discovered Koalendar for her own 1:1 sessions—and immediately saw both a solution and a gap.

“My first booking via Koalendar came three years and four days ago. So I have been using it for quite a lot of time. And I'm actually a big, big fan of yours…” Janika mentioned.

Because most tools ignored small language markets, she took a bold step: she wrote directly to Koalendar’s founder, and asked if she could translate the product into Estonian.

“I wrote to Victor… and asked him to let me translate it into Estonian. And he agreed … I was able to translate it in 30 minutes, because I really, really wanted it to be in Estonian.”

That translation changed everything:

“Koalendar is the only booking system in Estonian. The only one. Because Koalendar listened to us and got it translated.”

Janika Mõru

Head of customer service, customer relationships, and customer experience

Once Koalendar was available in Estonian:

• Her own clients could finally book without struggling through English.
• Colleagues who had been avoiding schedulers started using it.
• It became the go-to recommendation for Estonian-speaking consultants and service providers.

At Veebikool, she rolled Koalendar out across the company.

“All of my team members use Koalendar as their personal booking pages. Now we have been using Koalendar for our business for almost two years.”

Each team member has their own link, simple and memorable in Estonian:

“Everybody has their own page, which makes it easy, everyone knows which one they have to use.”

These links are used for Internal team meetings, sales calls, mentoring sessions andonboarding students into different programs.

She doesn’t just have one generic page. She has 12 booking pages, each dedicated to a specific task or program.

That way, her calendar fills automatically with the context she needs—no manual tagging.

They rely heavily on integrations and smart settings:

• Google Calendar sync to avoid overlaps
• Zoom, Google Meet, and even Teams for online calls
• Location switching so clients can change from in-office to Zoom themselves if they get sick: “It was really easy for them to just go and change only the location… and it generated the link. When I got to the office, I saw, oh, I have Zoom meeting, not on spot. And it was really easy.”
• Stripe for some consultations (even if most Estonian clients prefer invoices and bank payments)
• Webhooks to plug Koalendar into automations

For one international client, Koalendar solved serious time-zone and link confusion:

“She made a mistake of like saying ‘let's meet at 10’ but didn't clarify if it's 10 at her time or his time… sometimes in Google Calendar she had the Zoom link and also the Google Meet link… so it was a big mess. So I recommended Koalendar and now I know she uses it… a lot of international calls are booked using Koalendar.”

That client also uses:

• Booking questions (around 10 per form) to prepare
• Export to Excel as a kind of lightweight CRM: “She downloads the reports and then she has like weekly calls and she has the place where you put all the notes. It’s kind of like CRM for her.”

Veebikool embeds Koalendar directly into their websites and course pages:

“We used embed version to insert it on our web pages a lot.” Janika said.

Their most popular e-course—a WordPress website course that has now run more than 30 times—regularly points learners to Koalendar.

She’s been recommending Koalendar for three years, and those students now teach others:

“I have recommended a lot of people to use it and now they recommend it to others.”

The change isn’t just about comfort, it’s about conversion. Clients who would previously abandon an English booking flow now complete it with ease.

And because the booking pages match the language of the website, the whole experience feels more trustworthy.

“Koalendar helps us to be a premium brand because it's not messy. It's in our native language. You can ask everything, you can change everything… it looks cool. Using Koalendar in Estonian has resulted in more bookings and more clients.”

Janika Mõru

Head of customer service, customer relationships, and customer experience

As Veebikool’s team has grown from 5 to around 20, Koalendar has become a quiet backbone for scheduling:

• Salespeople share their links for discovery and sales calls
• Mentors use it when students pick their preferred mentor and time
• Program leaders and onboarding staff manage their slots without email chaos
• Internal team meetings are booked just by sharing a Koalendar link

It gives everyone a shared, simple way to coordinate:

“If we have different e-courses that we have to have some kind of meeting point, someone just says, ‘Oh, just use my Koalendar link and find a time, just book it.’”

Some of her teammates tend to run over time. Before, that meant missed next meetings and stress. Now they rely on Koalendar’s buffer and booking-limit settings:

She also uses booking limits to control capacity: “I can take only two new clients in a month… I have this per month and I have this calendar only for new clients… That has saved me so much time, so much stress.”

For Veebikool and their wider Estonian community, Koalendar isn’t just a booking tool—it’s the rare product that speaks their language, supports their growth, and quietly saves hours of admin so they can focus on teaching and building businesses.