Results at a glance
🕒 Measurable results:
- 20-30 tours scheduled weekly
- Reduced the tour + inquiry scheduling process by ~85%
- Fewer no-shows thanks to auto-reminders
- Less disruption for current tenants during showings
👥 Teams using Koalendar: 5 property managers, owner, owners’ assistant
🧑💻 Company size: ~10 people
📅 Years using Koalendar: 4 years
⭐ Top benefit:Fast, self-serve scheduling with reminders, plus built-in tenant notifications to stay compliant.
Overview
UofCSRentals is a small property management company in South Carolina operating in a college town, where about 95% of tenants are students. With a lean team of six full-time employees plus Laura Malloy, the owner, they manage student housing and run a fast-paced leasing season, especially from September through November, when tour volume spikes.
The challenge: Email-based scheduling didn’t work for student renters
Before Koalendar, the team relied on email, texts, and phone calls to coordinate property tours and pre-move-in conversations. That quickly became a problem with a student-heavy audience.
As the team put it:
“The younger people are, the less likely they are to keep up with emails.”
The old workflow also created friction internally. One person often had to field inquiries and then manually divvy up tours to the right staff member, leading to delays, rescheduling, and missed opportunities.
And then there were no-shows, a constant drain on time (and tenant goodwill):
“We used to have a lot of no shows… this year, thanks to Koalendar and its reminders, we had maybe a handful.”
Laura Malloy
Admin at propety management agency
The solution: A simple link on every listing (plus smarter scheduling rules)
Koalendar entered the picture thanks to a previous operations manager who pushed the team to modernize their processes.
The reaction was immediate: “My first reaction was like, thank God.” Laura recalls.
They set up Koalendar booking links and embedded them directly on each property’s listing page, so prospects could instantly pick a time, no back-and-forth required.
From there, they tailored scheduling to match how student housing actually works:
- Tour scheduling at scale: On busy days, they might run 5–10 tours—and sometimes up to 25. Koalendar helped them maximize how many tours they could fit into a day without chaos.
- Assigning the right host: It became easy to change who’s responsible for a tour (especially helpful when staff members prefer certain properties).
- Calendar integration: For time-consuming move-in Zoom meetings, integrated calendars made it much easier to schedule without overlaps.
- Built-in guardrails: They set time parameters (like not touring too late) and house-specific availability rules.
- Rescheduling without losing leads: When reschedules were needed, it stayed smooth, and didn’t cost them the tour. This saves time not only for the leasing team, but also for current tenants, who no longer need to leave their apartments unnecessarily.
The outcome: Faster leasing, fewer no-shows, and easier tenant compliance
Once Koalendar became the default way to schedule, the results showed up quickly:
✅Fewer no-shows (and fewer wasted tours)
Automated reminders helped students actually show up: “They’re reminded… Koalendar sends them their reminder.” Laura says.
✅ Tours booked faster, with less staff effort
By removing the “intermediary” step of manually assigning tours, the team could handle higher demand without extra admin:
“There’s virtually no time that we have to spend now filing [requests]… you just get an email that says you’ve been assigned this tour.”
✅ A built-in system for tenant notifications (and peace of mind)
One of their favorite parts was using Koalendar notifications to help meet a key requirement: Notifying tenants at least 24 hours before entry.
They add the current tenants’ email addresses (using BCC) so tenants automatically get notified when a tour is booked:
“BCC the current tenants in the booking email confirmation keeps us from potentially slipping up and not letting someone know, which has happened a lot in the past.”
✅ A measurable impact on the leasing process
The team summarized the overall impact plainly:
“It’s cut down the process of getting houses leased by like 85%.”
Laura Malloy
Admin at propety management agency
One link. A lot less chaos.
For a student-heavy rental market, speed and simplicity matter. With Koalendar, this South Carolina property management team gave prospects a faster way to schedule, reduced no-shows, and freed up the office from constant back-and-forth.
Want to simplify tours, move-in meetings, or any high-volume scheduling? Set up a booking link and let Koalendar do the chasing for you.
