How Lubbock ISD streamlines HR scheduling and saves hours every week

• 🕒 Hours saved weekly: HR and training teams save several hours per week on scheduling tasks
• 👥 Departments using Koalendar: Human Resources, Substitute Training, Digital Learning
• 🏫 Campuses managed: 50+ across Lubbock, Texas
• 📅 Years using Koalendar: 5+
• 💬 Top benefit: “It takes a lot of the workload off of HR.”

Lubbock Independent School District (Lubbock ISD) serves more than 24,000 students across 50+ campuses in Lubbock, Texas. With hundreds of staff members, substitutes, and new hires joining throughout the year, coordination is key to keeping things running smoothly.

That’s where Cary Fulgham, the district’s coordinator of digital learning, comes in. She trains staff on software and hardware, supports the sports program, and helps departments integrate new technology tools. “Basically, my main role is teaching other people how to use things,” says Cary.

Every week, HR needs to coordinate badge appointments and onboarding sessions for new employees as well as training slots for substitutes.

Without a centralized scheduling tool, the process meant countless email chains, missed messages, and wasted time.

It wasn’t just time-consuming; it also placed a heavy burden on HR staff already juggling dozens of administrative tasks. The district needed a solution that was simple, affordable, and easy for everyone to use.

Cary introduced Koalendar to make scheduling easy across the school districts.

Koalendar is just so much easier than emailing back and forth—‘Can you meet?’ ‘Sure, what day?’—and then sending times back and forth again.

Cary Fulgham

Digital Learning Manager at Lubbock ISD

"Our HR department uses it for all of our new employees to schedule badge appointments when they come in. We’re also using it for substitutes to schedule their trainings." Cary explains.

Because public school budgets are tight, Cary manages the Koalendar account and creates multiple booking pages—for badge appointments, substitute training, and personal meetings. “Budget is zero basically,” she said with a laugh. Koalendar lets us do everything we need, even without extra spending.”

Cary hightlights the following Koalendar's features as their top ones:

• Automatic Google Calendar sync to check availability and prevent overlaps
• Custom confirmations and reminders so no one misses an appointment
• Multiple notification options to keep HR in the loop instantly
• Map links to the meeting location

With Koalendar, scheduling across departments is now faster, simpler, and more reliable. The key benefits for Lubbock ISD are clear:

✅ HR saves hours every week on manual coordination

✅ New employees schedule appointments without email back-and-forth

✅ Substitutes receive automatic reminders for training

✅ Map links guide staff directly to the right campus

“It takes a lot of the workload off of HR. It gives our new employees and substitutes a way to schedule when they’re available—and it holds them more accountable because they get reminders.”

Cary Fulgham

Digital Learning Manager at Lubbock ISD

After more than five years of using Koalendar, Cary says the platform keeps improving.

While Koalendar has become an essential part of daily life at Lubbock ISD, Cary believes its benefits go far beyond schools.

“Definitely for education—but I can also see it being great for offices or hospitals. My mom’s a secretary at a hospital, and she could totally use it to schedule license checks with nurses.” Cary concludes.

Koalendar has helped Lubbock ISD cut through scheduling clutter, reduce HR stress, and give every staff member a smoother experience—all with one simple booking link.