How We Are Wellbeing made health check scheduling a 5-minute job with Koalendar

🕒 Hours saved weekly: Scheduling health check days now takes about 5 minutes instead of manual spreadsheets and back-and-forth coordination

👥 Team using Koalendar: Andy and the health screening associates delivering workplace health checks across the UK

📅 Years using Koalendar: Around 4 years

⭐ Top benefit: “Scheduling becomes, you know, was once something that was an issue and now it’s just, it’s a 5-minute job.”

We Are Wellbeing is a workplace wellbeing company based in Leeds and London, England. Founded by wellbeing expert Andy Romero-Birkbeck, the company helps organizations build healthier workplace cultures through bespoke employee wellbeing programmes, including health checks, group wellbeing seminars, manager training, wellbeing champions training, and other workplace wellbeing services.

The company works with clients across the UK, using an associate model that includes allied health professionals, generalists, and specialists in areas like neurodiversity, fitness, and mental health. Its mission is to improve wellbeing across physical, mental, social, and financial pillars so people and businesses can thrive.

Andy launched We Are Wellbeing around the start of the pandemic, which meant the business quickly had to shift from local, in-person delivery to a more flexible model that included online sessions, webinars, and nationwide workplace health services.

Before Koalendar, scheduling workplace health checks was often manual and unpredictable.

When We Are Wellbeing visited an organization for a day of health assessments, the team would send over an Excel spreadsheet with appointment times. The client then had to fill the slots, promote the health checks internally, and send everything back.

Sometimes it worked. Other times, Andy’s team would arrive for a full day of health checks and find only a handful of people booked in.

“We’d sometimes just send them an Excel spreadsheet with times,” Andy explained. “If somebody forgets to book people in and doesn’t send the email or doesn’t promote it well enough on their side, we turn up for a day of health checks. You might have a handful of people booked in, which is a total waste of money and a waste of time.”

The problem wasn’t just the scheduling itself. It was the lack of visibility.

Andy had no simple way to see, weeks in advance, whether each location was filling its available health check slots. That made it harder to step in early, remind the client, and help them get better employee engagement.

There was also another admin-heavy piece: consent forms.

Before Koalendar, employees completed paper pre-assessment consent forms when they arrived. The team then had to collect, scan, photograph, and upload those documents manually.

For a business running health checks across multiple workplaces, venues, trainers, and dates, that process quickly became too clunky.

We Are Wellbeing discovered Koalendar while searching for a booking system that could support workplace health screening.

Andy had tested several tools, including more complex all-in-one platforms that combined booking and health data collection. But none of them gave the team exactly what they needed.

Koalendar stood out because it was simple, flexible, and easy to adapt to their workflow.

“The main thing was just the simplicity of it,” Andy said. “Some of the other ones are probably a little bit overcomplicated.”

Instead of using one generic booking link for an entire organization, Andy can create specific booking pages for each venue, day, or trainer. That matters because We Are Wellbeing may run 10 days of health checks across different sites for the same client.

“I like the fact that we could copy a calendar and then replace it,” Andy shared. “When we’re doing health checks, I might be booking in 10 days of health checks, but at different sites. So we can’t just send one link to the entire business because it’d just get confusing.”

Koalendar also connects directly with trainers’ Google Calendars. Andy sets up the booking pages, connects the relevant associate’s calendar, and bookings appear in that trainer’s diary automatically.

“When they turn up for a day of health checks, they’ve already got a list in their diary who’s booked in,” Andy said.

Today, We Are Wellbeing uses Koalendar mainly for two workflows:

Health screening appointments: Employees book workplace health checks with the right trainer, at the right location, on the right day.

Discovery calls: Website visitors can book directly with Andy instead of sending an enquiry and waiting for email follow-up.

“It skips that effort to have to book multiple emails bouncing back and forth to try and get a meeting,” Andy said. “They can just do it from the get-go.”

✅ Discovery calls are easier to schedule because website visitors can book directly with Andy.
✅ Andy can see booking activity weeks in advance and follow up with clients before appointment slots go unused.

✅ Health check days are fuller, with fewer missed or unscheduled appointments.

“Thanks to the visibility provided by Koalendar we have far less days when people have missed appointments or not scheduled, that’s kind of the real benefit.”

Andy Romero-Birkbeck

Founder - We Are Wellbeing LTD

✅ Scheduling health check days now takes about 5 minutes instead of relying on spreadsheets and manual coordination.

“Scheduling was once something that was an issue and now thanks to Koalendar it has become a 5-minute job,” Andy said.

✅ Trainers receive bookings directly in their Google Calendar, so they know exactly who they’re seeing and when.

✅ Paper consent forms have been replaced with a digital flow using Koalendar’s redirect feature.

“What’s really useful, what Koalendar has is the redirection where once you’ve booked, you can get someone to redirect to another page,” he explained.

That one change removed a lot of manual paperwork from the process.

“Now it’s all digital, it’s so much easier,” Andy said.

✅ Koalendar also helps We Are Wellbeing make appointments feel more personal. Andy can add a trainer’s photo to the booking page so employees know who they’ll be meeting.

“I could put a picture of one of our trainers so I could say, okay, you’re booking in a health check with Shakira,” he said. “People know who they’re booking in with. It just makes it a lot more personable.”

Workplace health checks involve a lot of moving parts: different clients, locations, dates, trainers, appointment lengths, consent forms, and employee communications.

Koalendar gives We Are Wellbeing a simple way to bring all of that together.

For Andy, the biggest win is that scheduling no longer feels like a problem to solve every time.

“It’s been going to organizations big and small, and whether it’s just one organization doing one day of health checks or it’s a big organization doing 20 days of health checks, the schedule has just been so much easier.”

With Koalendar, We Are Wellbeing can spend less time chasing spreadsheets and paperwork, and more time helping organizations build healthier, happier teams.