Scheduling software for universities that simplifies campus life
With this scheduling software, students can book appointments with academic advisors online, faculty can manage office hours, and departments can coordinate room bookings across campus.
Trusted by colleges, universities, and higher-ed teams who need intuitive, reliable scheduling every day
“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.”
It used to be a very manual back-and-forth process and now we’re empowering students by giving them the autonomy to go in and book themselves. As soon as someone book, they have the option to select Zoom or in-person. So it's totally seamless. It automatically appears on the Google calendar. Everything is great.
“We’re saving 10 hours, per teacher, per Parent-Teacher Conference — and attendance is up 50%!”
The booking process between teachers and parents is much more clear. This is really important for us because we really value providing a great experience.
Because it’s so much easier for parents to book meetings with every teacher, parents can now get a full picture of how their child is developing and that’s priceless.
Centralized scheduling for all academic departments
Whether you're coordinating advising hours, managing research meetings, or allocating classrooms, Koalendar brings everything into one place. With our scheduling software for universities, you eliminate double-bookings, simplify cross-department planning, and keep everyone aligned on shared campus resources.
- Prevent conflicts for rooms, labs, and faculty
- Manage recurring classes and office hours
- Sync availability with Google, Outlook, or iCloud
- Unify scheduling across colleges and departments
Boost attendance for advising, classes, and events
Automatic reminders and confirmations help reduce no-shows across advising sessions, tutoring appointments, committee meetings, and campus events. Students see everything in their local time, keeping hybrid and international programs running smoothly.
- Automated email and SMS reminders
- Smart time-zone support for global programs
- Branded confirmations and follow-ups
- Easy rescheduling for busy students and faculty
Let students book 24/7 from any device
Skip the back-and-forth emails. Share a link and let students book advising meetings, tutoring sessions, or office hours instantly. With our higher education resource booking platform, campus services are always accessible—no matter the time zone or device.
- 24/7 student appointment booking
- Dedicated pages for advisors, services, and events
- Instant confirmations remove uncertainty
- Perfect for large campuses and multi-college universities
Collect forms, documents, and prep materials in advance
Advisors, professors, and administrative staff get everything they need before each meeting. Students can upload files ahead of time, and you can request key details through custom intake forms—streamlining preparation for academic advising, research discussions, or administrative appointments.
- Custom intake forms for student needs
- Upload transcripts, research materials, or documents
- Share resources automatically before meetings
- Automated follow-ups keep academic progress on track
Testimonials
Universities ❤️ Koalendar
See how higher-education teams—from advising centers to faculty departments—use Koalendar to simplify academic scheduling and support thousands of students efficiently.
“It's an easy way for my students to sign up for virtual tutoring. After sharing Koalendar with my teammates, they use it for tutoring as well because of how well it worked. We even implemented it to have parents sign up for virtual conferences on Parent Teacher Conference Night. It worked extremely well.”
“I trialled the free version of Koalendar for staff to book meeting with the Head teacher and found it really simple and easy to integrate into our Google suite of apps. We as a school wanted more flexibility to book shorter appointments for virtual parents' evenings, so I purchased and upgraded version for staff. The customer service through out this process was exceptional. I was able to make enquiries on the chat facility of the website that were followed up with email communication that were clear, prompt and helpful. Once staff opened their Koalendar accounts, the customer service team upgraded the account automatically and I was able to pay for all subscription on one invoice. Great value, great service, great product.”
“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 use this app to schedule my office hours for distance learning. It is so much easier to have a streamlined system for appointments than simply sitting on zoom and hoping someone shows up. I have multiple classes that I am in charge of, so on this app, I am able to have students state which class and projects they need to talk about. I love how I can set my availability at the beginning of the week, but then as I make various appointments on google calendar, the app recognizes those and does not double-book me.”
“I like how I can personalize my sign up times for student and parent appointments both for distance learning and conferences. It is easy for students and parents to navigate and create an appointment during available times. It is nice to allow others to sign up for the appointment they feel is best for them rather than going back and forth trying to find an available time.”
“I absolutely am very fond of the ease of setting up the appointments, and I have had no complaints with students or parents on how easy it is for them to access and use the appointment page.”
“It's been a great tool to use and eliminates the back and forth of seeing when I'm available for meetings. When someone books, I get a notice, and it automatically populates on my calendar and the guest gets a notice for the meeting as well. This add on is so user friendly. Even my parents who are not used to technology are able to schedule their own appointments with me. I have shared it with many on my staff and they allow their students to schedule appointments for face to face time during the Pandemic. It's been a lifesaver. Literally.”
The complete scheduling toolkit for universities
Built for higher education: advising, classes, faculty meetings, and campus resources — all in one place.
- Integrate seamlessly with Zoom, Google Meet, Gmail, Stripe, automation apps, and campus systems so scheduling, communications, and workflows stay unified.
- Set up booking links for advisors, professors, research groups, tutoring centers, student services, and labs. Real-time availability ensures smooth academic staff coordination.
- Send branded reminders and follow-ups directly from your university email account. Keep students updated so advising sessions, office hours, and committee meetings run on time.
- Gather essays, research proposals, advising questions, or permission forms before each appointment using customizable intake forms.
- Use date ranges, recurring availability, and booking rules to power your course scheduling software for universities or manage departmental timetables.
- Protect counseling, academic appeals, or HR sessions using password-protected pages and controlled booking access.
- Faculty advisors, professors, and administrators receive real-time notifications for new bookings, changes, or cancellations.
- Use your higher education resource booking platform to assign rooms, prevent conflicts, and coordinate lecture hall availability across departments.
- Automatic time-zone detection ensures students across the globe never miss advising or virtual office hours.
- Plan exam room booking, semester-long timetables, orientation sessions, and department-wide events with tools that highlight cross-department scheduling conflicts instantly.
Connect with the tools your campus already uses
Create booking pages for every service or department
Automate confirmations and reminders
Collect documents and form submissions
Flexible course and class scheduling system
Privacy-first scheduling for sensitive meetings
Instant updates for faculty and staff
Manage classrooms, labs, and campus resources
Support international and hybrid programs
Bulk scheduling for large academic operations
Integrations
Connect your university scheduling system to tools you already use
Sync with Google Calendar, Zoom, Gmail, Stripe, and hundreds more through Zapier—keeping academic operations, communications, and bookings perfectly aligned.
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.
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Scheduling software for universities helps organize advising sessions, faculty meetings, classes, campus resources, and student services. It centralizes booking pages, syncs with academic calendars, automates reminders, and prevents double-bookings across departments so campuses run more efficiently.
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Yes. Koalendar can support course scheduling workflows, office hours, and departmental timetables. While not a full registrar system, it makes it easy to manage recurring availability, set booking rules, and coordinate across departments without conflicts.
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Absolutely. Advisors, tutoring centers, and student support teams can create dedicated booking pages with real-time availability. Students book in a few clicks and receive automatic confirmations and reminders.
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Yes. You can embed Koalendar directly into your university website, student portal, or LMS so students can book advising, tutoring, or office hours without leaving your platform.
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Yes. It serves as a higher education scheduling system for faculty office hours, committee meetings, research group coordination, and inter-department collaboration. Teams can use round-robin or collective booking for shared responsibilities.
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Yes. Koalendar offers a free plan with unlimited booking pages, calendar sync, and essential scheduling features. Universities can upgrade for advanced branding, payment collection, and more robust administrative controls when needed.
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University scheduling made simple
From advising centers to academic departments, Koalendar helps your campus stay organized and supports students at every step.
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