Features /Appointment Reminder Software

Appointment reminders and automations

Stop chasing clients with last-minute reminders. With Koalendar's appointment reminder software, every booking sends automatic email and SMS confirmations, so you reduce no-shows, save time, and keep your calendar full effortlessly.

Rated 4.9 stars by over 790 users
Koalendar appointment reminder software

Trusted by 10,000+ of the world's leading organizations

  • World Health Organization
  • Canva
  • Doctolib
  • University of Liverpool
  • Ecosia
  • Le Monde
  • University of South Carolina
  • Adobe
  • United Nations
  • Uber
  • World Health Organization
  • Canva
  • Doctolib
  • University of Liverpool
  • Ecosia
  • Le Monde
  • University of South Carolina
  • Adobe
  • United Nations
  • Uber
  • Duolingo
  • Disney
  • Decathlon
  • Danone
  • Tesla
  • Stanford University
  • Louis Vuitton
  • The Boring Company
  • Shopify
  • Rolex
  • Duolingo
  • Disney
  • Decathlon
  • Danone
  • Tesla
  • Stanford University
  • Louis Vuitton
  • The Boring Company
  • Shopify
  • Rolex

Automate reminders and trigger smart workflows

Koalendar lets you automate confirmation emails, SMS reminders, and follow-ups — or trigger full workflows through webhooks and integrations with Make, Pabbly, n8n, or Zapier. Keep your schedule and notifications perfectly aligned without manual work.

Koalendar appointment reminder software screenshot

Features

All your reminders, alerts, and messages in sync

Booking confirmations sent automatically
Booking confirmations sent automatically

Every time someone schedules with you, Koalendar instantly sends a confirmation email and calendar invite. No manual follow-up is needed, and both you and your clients stay informed with real-time booking-notification alerts.

SMS and email appointment reminders
SMS and email appointment reminders

Reach clients wherever they are. Koalendar sends automatic email and text message booking reminders, ensuring they never forget a meeting, and helping you reduce no-shows and improve attendance rates with minimal effort.

Custom reminder and follow-up messages
Custom reminder and follow-up messages

Design reminders that reflect your brand voice. Set your own timing, tone, and content for confirmation, reminder, or post-meeting messages — including thank-you notes and follow-ups that keep clients engaged after every session.

Real-time notification rules
Real-time notification rules

Stay on top of every change. Receive immediate alerts when a new meeting is booked, rescheduled, or canceled, and control exactly which notifications go to you, your team, or your invitees — all updated instantly.

Webhooks for instant automation
Webhooks for instant automation

Trigger actions in other tools whenever a booking event happens. Send data automatically to Make, Zapier, n8n, or Pabbly, so new meetings can start workflows, update CRMs, or sync with external systems in real time.

Integrated workflow automation
Integrated workflow automation

Use Koalendar's appointment reminder software as the starting point for your business automations. Connect to external apps to send invoices, create meeting notes, or notify your team, turning every booking into a complete workflow.

Time zone and language smart detection
Time zone and language smart detection

Automations always run on time, wherever your clients are. Koalendar adjusts reminders and notifications automatically to each invitee's time zone and preferred language, keeping communication clear and consistent across regions.

Simple setup, powerful results
Simple setup, powerful results

All automations are built visually, no code needed. You choose when each message is sent, what it says, and where data flows, Koalendar handles the rest behind the scenes while you focus on running your business.

Automate your client journey from booking to follow-up

When someone books through Koalendar, confirmation emails, SMS reminders and post-meeting follow-ups are sent automatically, freeing you from manual tasks and letting you build stronger relationships without lifting a finger.

  • Booking triggers auto email and SMS instantly
  • Post-session follow-ups with next-step actions
  • Clients stay informed, engaged, and prepared
  • Focus on service, not message-chasing
Automated appointment reminders and confirmations

Keep your team in sync with real-time alerts

New booking, reschedule or cancellation, Koalendar sends booking-notification alerts to you and your team the moment it happens, so everyone stays on the same page, tasks get assigned fast and nothing falls through the cracks.

  • Instant team notifications for all booking events
  • Supports schedules across roles, locations, and time zones
  • Built-in coordination without constant manual checks
  • Less internal miscommunication, more smooth handoffs
Real-time team notifications for booking events

Turn every appointment into a smart workflow

Connect Koalendar with tools like Zapier, Make, or Pabbly via webhooks and automate the next steps of your workflow — add bookings to a CRM, send client docs, trigger marketing emails — everything flows together seamlessly

  • Booking data passed instantly to your business apps
  • Create tasks, update records or launch campaigns automatically
  • One trigger, dozens of actions – no code required
  • Workflows that match your business, not your inbox
Workflow automation with appointment reminders

Serve global clients with time-zone smart communications

Whether your clients are local or international, Koalendar ensures reminders, alerts and booking links arrive at the right time in their zone and language — making appointments clear, professional and reliable for everyone involved.

  • Time zone detection for invitees anywhere
  • Notifications in local time and preferred language
  • Consistent experience for every client, regardless of location
  • Fewer misunderstandings, more attendance
Time zone smart appointment reminders
Rated 4.9 out of 5 with 808 reviews on

Simple pricing:
free to start, flexible to grow

Generous plans. Essential features. Unbeatable value.

Free forever

Most popular

Best for personal use

We'll always have a free plan that answers most needs. No time limit.

Free forever
  • Unlimited bookings
  • Unlimited event types
  • Unlimited scheduling links
  • Sync with your Google / Outlook / iCloud calendars
  • Smart time zone detection
  • Instant booking notifications
  • Video conferencing
  • Embed booking pages in your website
  • English, French, Spanish...
    (30+ languages)

Pro

Most popular

Best for professionals and small businesses

$ 9 .99 user / month
(Save 30%)
Get started
100% Money-Back Guarantee
  • All in Free plus...
  • Create multi-hosts events: round robin & collective
  • Hold group sessions or classes
  • Add questions to your booking form
  • Accept payments (cards, bank transfers, apple pay, google pay, etc.)
  • Add custom email & SMS reminders
  • Send follow-up emails
  • Password protect your links
  • Offer tentative bookings
  • Full customization of booking pages
  • All integrations, Zapier, webhooks, etc.
  • Redirect invitees to your own site
  • Remove Koalendar branding
  • And more...

Teams

Most popular

Best for teams with 10+ seats

Get a custom quote and see how Koalendar aligns with your goals.

  • All in Pro plus...
  • Unlimited users
  • Dedicated account support
  • Dedicated account onboarding and implementation

Testimonials

Professionals ❤️ Koalendar

See how professionals are using our appointment reminder software to save time and grow their business.

“We’ve doubled our attendance rates and number of bookings, reduced the time we spent on scheduling by like 12 hours per person, per week, and everything is completely customized with our school’s colors and logo.”

Alessandra Fanelli
Alessandra Fanelli
Program Manager
muhlenberg.png

“I use Koalendar to schedule tutoring session with students. I was able to get it set up and sent to students in about 5 minutes. Support was extremely friendly and is a real person rather than a robot or outsourced.”

Lucas M.
Tutor

“I was looking for a free, easy manageable and customisable calendar app for ages. Koalendar offers all that. So I have recommended the app already to 2 of my colleagues.”

Nika B.
Event & Sustainability Manager

“Koalendar has made scheduling meetings and calls so much easier. I no longer have to send over an email with all of the dates/times I am free. I just simply send a link and they can see the times I have open. I love it!”

Jeffrey L.
Application Support Specialist

“This has been a great tool to schedule virtual appointments with my students. I am able to easily provide a link under my signature in my email and on Google Classroom. Students can easily set up an appointment that works for them. This has been a tool for keeping appointments organized.”

Annette R.
Middle School Teacher

“When Doodle dropped their calendar sharing support, I tried different tools but they all didn't provide the features I was looking for. Eventually I found Koalendar and it's exactly what I need. It has a free version, it's easy but flexible to configure and people wanting to book a meeting with me can do it fast and easy.”

Roger L.
CEO

“This software has changed the way I hire and interview new hires. With Koalendat it allows the candidates to self-schedule themselves for the interview day.”

Katischa C.
HR Manager

Integrations

Integrate our appointment reminder software with your favorite tools

Connect Koalendar with your calendar, payment processors, CRM, and more through Zapier or native integrations.

Frequently asked questions

Have a different question and can’t find the answer you’re looking for? Reach out to our support team by sending us an email and we’ll get back to you as soon as we can.

Ready to dive in? Start your free account today.

When you let clients self-book their appointments on your Koalendar's scheduling page, you'll save hours of time spent on unnecessary emails.

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Koalendar booking page screenshot