Scheduling glossary

Short definitions of scheduling, booking, and calendar terms used in Koalendar and team scheduling. Follow links to deeper guides where a topic needs more context.

Scheduling terms A–Z

Admin

A type of user who can manage bookings and booking pages in Koalendar. Admins do not always need to connect a calendar, but they use a seat in your workspace.

Appointment

An arrangement to meet someone at a particular time and place. You can create booking pages so people book one appointment or several appointment types with you or your team.

Appointment Reminders

Messages sent before a scheduled appointment so attendees remember the booking and no-shows go down.

Appointment Types

Different services you can offer on one booking page, each with its own description, duration, and price, all shareable through the same link.

Automated Booking

Letting people pick a time and confirm a meeting without manual back-and-forth, using your rules, availability, and connected calendars.

Automatic Time Zone Detection

A feature that detects a visitor's time zone and shows available times in their local time.

Availability

The times when a person, team, room, or service can be booked.

Blackout Period

A block of time when booking is not allowed, for holidays, maintenance, or personal time off.

Booking

A confirmed meeting or appointment someone schedules with you after they pick a date and time.

Booking Limits

A rule that caps how many meetings a person, team, or booking type can accept in a given period.

Booking Link

The URL for your booking page. You can customize copy and share it so people book with you.

Booking Page

The page you create so people see your availability and book meetings, appointments, or services with you.

Booking Window

The date range within which people are allowed to make a booking.

Buffer Time

Extra time before or after appointments or across a day to absorb delays, interruptions, or meetings that run long.

Business Hours

The regular hours when an organization accepts bookings or operates.

Calendar Sync

Automatically updating availability and events across connected calendars so free and busy times stay accurate.

Cancellation Policy

Rules that explain when and how a booking may be canceled and whether fees or notice requirements apply.

Capacity

The maximum number of people, bookings, or resources allowed in a slot or session.

Check-In Time

When the booked person, client, or participant is expected to arrive or confirm attendance.

Client Intake

Gathering information from a client before you deliver a service or appointment.

Confirmation

A message or status that shows a booking was created successfully.

Conflict Detection

Scheduling logic that spots overlapping bookings, double bookings, or times that are not actually free.

Connected Calendar

A Google, Outlook, or iCloud calendar you connect so availability checks against real events.

Cut-Off Time

The latest moment a booking, cancellation, or change is still allowed.

Deposit

An advance payment to hold a booking, often applied to the final cost.

Double Booking

A scheduling error where the same person, room, or resource is booked for overlapping times.

Duration

How long an appointment, event, or task is scheduled to last.

Follow-Up Appointment

A later session after an initial appointment to review progress, results, or next steps.

Host

The person who runs the meeting and must be available for it. Hosts can be workspace users or extra people and use a seat when required.

Intake Forms

Forms that collect details from a client or participant before an appointment or service.

Lead Time

The minimum notice required before a booking can start.

Member

A user who accesses Koalendar to book themselves. Members require a seat.

No-Show

Someone who had a booking but did not attend and did not cancel in advance.

Overbooking

Accepting more bookings than strict capacity, often expecting cancellations or no-shows.

Recurring Appointment

A booking that repeats on a pattern such as daily, weekly, or monthly.

Resource Scheduling

Planning shared assets like rooms, equipment, vehicles, or staff so bookings do not clash.

Rescheduling

Moving an existing booking to a different date or time.

Round Robin Scheduling

A method that assigns meetings across a group in rotation so workload stays balanced and customers reach whoever is free next.

Routing Rules

Conditions that send bookings or inquiries to the right person, team, or service.

Seat

What you pay for in Koalendar: a user who manages the workspace, a bookable resource, or an extra host who must be booked.

Service Window

A period when a service can be delivered or booked.

Slot

A specific unit of bookable time, for example 10:00 to 10:30.

Staff Rota

A schedule showing when each staff member is assigned to work.

Team Scheduling

Coordinating availability and bookings across multiple people, often with shared pages, hosts, or round robin rules.

Time Zone

The local time standard used to display or calculate appointment times across regions.

Time Zone Scheduling

Showing and honoring correct local times for hosts and guests across regions, including detection and clear labels.

User

Someone with a Koalendar account who uses a seat, as an admin or member.

Waitlist

A queue of people who want a slot if one opens up.

Working Hours

The hours when an individual is available for work or appointments.