Coaching scheduling software for effortless sessions and client management
Streamline every coaching session, group program, and recurring appointment so your clients stay on track and you stay fully booked — without the admin hassle.
From first discovery call to ongoing coaching programs, professionals trust Koalendar to make booking simple and stress-free.
Let clients book one-on-one or group coaching sessions anytime
Stop juggling emails or calls to set up appointments. With our coaching scheduling software, you give clients a simple link so they can book instantly from any device. Perfect for one-on-one sessions, ongoing coaching plans, or multi-coach scheduling.
- 24/7 self-service booking on any device
- Custom pages for each coaching program or service
- Instant confirmations reduce no-shows
- Works perfectly for one-on-one or group coaching sessions
Boost attendance and reduce no-shows
Automated confirmations and reminders handle it for you. Koalendar detects time zones, so international clients never miss a coaching session. The result: fewer cancellations, more consistent attendance, and better results for your coaching programs.
- Automated email and SMS reminders
- Smart time zone detection
- Branded confirmations and follow-ups
- Easy rescheduling to prevent cancellations
Prepare for every session with custom intake forms
No more scrambling for client details. Collect onboarding forms, goal-setting worksheets, or pre-session notes in advance. Clients can upload files securely, and you can share resources automatically — so each session starts organized and ends productive.
- Custom intake forms capture client goals
- Collect worksheets or prep materials
- Share resources and homework before sessions
- Automated follow-ups keep momentum going
Keep your entire coaching calendar organized
View your coaching schedule at a glance with automatic calendar sync. Whether you run recurring coaching programs, group workshops, or one-on-one sessions, Koalendar keeps everything in one clear dashboard.
- Sync with Google, Outlook, or iCloud calendars
- Manage recurring coaching programs easily
- Multi-coach scheduling in one place
- Smart reminders for you and your clients
Testimonials
Coaches ❤️ Koalendar
Want happier clients and fewer scheduling headaches? See how coaches and consultants are using our coaching scheduling app to save time, energy, and sanity!
“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.”
“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.”
“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.”
“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!”
“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.”
“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.”
“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.”
Everything coaches need in one simple platform
Built for coaching: one-on-one sessions, group programs, payments, and client communication — all in one place.
- Work seamlessly with Zoom, Google Meet, Gmail, Stripe, and hundreds more via Zapier to keep scheduling, payments, and communication in one place.
- Set up booking links for different coaching programs, packages, or coaches. Real-time availability keeps your sessions running smoothly.
- Send branded confirmations, reminders, and follow-ups directly from your email so clients never miss a coaching session or group program.
- Request file uploads or pre-session information from clients before a session. Perfect for onboarding forms, goal trackers, or program materials.
- Easily set recurring sessions, group coaching cohorts, or seasonal workshops. Adjust booking rules to fit the way your coaching business runs.
- Protect confidential coaching sessions with password-protected booking pages and restricted access.
- Receive instant notifications for every new booking, cancellation, or change — great for multi-coach scheduling.
- Collect payments in advance via Stripe for your coaching packages, workshops, or discovery calls — no commission taken.
- Perfect for international coaching clients, Koalendar automatically adjusts meeting times to each participant’s local time.
- Place your session booking app on your website, social media, or email signature. Clients can book without leaving the page.
Integrate with the tools you already use
Create booking pages for each coaching service
Automate confirmations and reminders
Collect onboarding forms, worksheets, and client files
Manage recurring coaching programs
Privacy for sensitive client sessions
Stay updated in real time
Offer paid sessions easily
Multi-time zone support
Embed your booking page anywhere
Integrations
Sync your coaching scheduling app with tools you already use
Connect seamlessly to Google Calendar, Zoom, Gmail, Stripe and hundreds more through Zapier, keeping scheduling, communications and payments perfectly in sync.
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.
Coaching scheduling software is a digital tool that helps coaches manage appointments, group sessions, and recurring programs. It usually includes features like online booking pages, calendar synchronization, automated reminders, and payment collection. Clients can schedule in a few clicks, reducing administrative work and avoiding double-bookings.
Yes. Koalendar lets you host one-on-one sessions or group coaching sessions. You can set capacity limits, accept payments, and send reminders automatically so everyone stays informed.
Yes. You can easily embed Koalendar on your coaching website so clients can book without leaving your page. It works on desktop and mobile for one-on-one and group sessions.
Yes. With Koalendar, you can set up unlimited booking links for coaching programs, packages, or multi-coach scheduling. Each page shows real-time availability and sends confirmations automatically.
Yes. We offer special pricing for coaching businesses with multiple coaches or staff. Contact us to learn more about our team discounts.
Yes. Koalendar offers a free plan that coaches can use forever. You get unlimited booking pages, integrations with Google Calendar, and automated reminders at no cost. If you need advanced features like branding or payment collection, you can upgrade anytime, but the free version is always available.
Coaching scheduling software made simple
From one-on-one sessions to group coaching programs, start free with Koalendar’s coaching scheduling app that cuts admin time and keeps your business running smoothly.
Start free today!