Equipment scheduling software that keeps your rentals organized and always available
Give customers an easy way to reserve tools, gear, vehicles, or equipment online — while your team stays in sync with real-time availability and automated workflows.
Trusted by rental shops, studios, makerspaces, and service providers who need precise scheduling and reliable availability.
Real-time availability for every rental item
Never double-book a tool, camera, vehicle, or piece of gear again. With everything visible in one place, your team always knows what’s available, what’s checked out, and what’s returning soon — so your equipment rental operation runs smoothly without constant back-and-forth.
- Instant visibility into what’s available or booked
- Prevent accidental overlaps or double-reservations
- Syncs with Google, Outlook, and iCloud calendars
- Perfect for hourly, daily, or multi-day rentals
Fewer no-shows and last-minute disruptions
Automated reminders and confirmations make sure renters show up prepared and on time. Whether reserving a camera, power tool, or sport equipment, your customers receive clear instructions so every pickup and return stays on schedule.
- Automated email & SMS reminders
- Send pickup instructions and return details
- Smart time zone detection for traveling customers
- Easy rescheduling to reduce cancellations
Simple self-service online booking
Let customers reserve equipment anytime — no calls or emails required. Your online self-service booking page works beautifully on any device, helping you capture more rentals while reducing admin time. Ideal for equipment rental booking software needs of all sizes.
- 24/7 booking from desktop or mobile
- Share one page or separate pages per item category
- Instant confirmations to reduce confusion
- Supports hourly, daily, and weekly rental options
Collect rental details, requirements, and files upfront
Gather everything you need before pickup: ID photos, insurance documents, use-case details, or safety acknowledgements. Customers can upload forms or images directly during booking, saving your team time and reducing errors.
- Custom intake forms with required fields
- Collect ID uploads, insurance forms, or permits
- Capture project details or rental requirements
- Automated follow-ups for returns and inspections
Testimonials
Rental teams ❤️ Koalendar
See how equipment rental shops, studios, and service teams simplify bookings, reduce no-shows, and save hours each week with Koalendar.
“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 rental businesses need in one simple platform
Scheduling, check-ins, returns, and payments — all in one place.
- Create dedicated booking pages for tools, vehicles, cameras, gear, or categories. Real-time availability ensures a smoother equipment booking system with fewer conflicts.
- Send branded confirmations, pickup instructions, and return reminders so reservations stay on track and equipment comes back on time.
- Request uploads for ID verification, insurance, or safety documents right in the booking form — no manual chasing needed.
- Offer hourly equipment rental, daily reservations, or multi-day bookings with customizable time slots and optional variable pricing.
- Collect payments or deposits with Stripe. Build simple or advanced pricing rules for different equipment types or rental durations.
- Integrate Google, Outlook, or iCloud calendars to prevent double-bookings and keep your rental schedule accurate.
- Assign managers, technicians, or front-desk staff. Use round robin or collective booking logic for shared responsibilities.
- Add your rental booking page to your website, Shopify store, or landing pages so customers can reserve instantly.
- Use Zapier, webhooks, or CRM integrations to update inventory, send receipts, notify staff, or trigger workflows.
- Password-protect sensitive rental categories or limit access to internal resources or VIP customers.
Booking pages for every equipment type
Automated confirmations, reminders, and return alerts
Collect files, IDs, and rental agreements
Flexible rental durations with hourly to multi-day options
Online payments and deposits
Sync with your existing calendars
Team scheduling & delegation
Embed your online rental page anywhere
Powerful automation & integrations
Privacy & access controls
Integrations
Sync your equipment rental booking software with tools you already use
Connect seamlessly with Google Calendar, Stripe, Zoom, Gmail, and hundreds of apps through Zapier to automate scheduling, payments, and communication.
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.
Equipment scheduling software helps rental businesses manage bookings, availability, and customer details. It typically includes online booking pages, real-time availability, automated reminders, calendar sync, and rental workflows. Customers can book in seconds while your team saves time and avoids double-bookings.
Yes. Whether you rent tools, studio gear, cameras, vehicles, or specialty equipment, Koalendar can manage reservation windows, intake forms, payments, and reminders. It works perfectly as an equipment rental booking software for small shops, large rental fleets, or on-demand rental services.
Absolutely. You can embed your booking page directly on your website, Shopify store, or landing page so renters can reserve without leaving your site. This is ideal for increasing conversions through a smooth rental booking system.
Yes. Koalendar allows you to request file uploads during booking — perfect for IDs, rental agreements, insurance proofs, or permits. This is especially useful for an equipment rental reservation system that requires documentation in advance.
Yes. You can set hourly, daily, or multi-day options, customize availability, and even create configurable rental time slots for different equipment types.
Yes. Koalendar offers a free plan with unlimited booking pages, calendar sync, and reminders. You can upgrade anytime for advanced features like payments, branding, and team scheduling.
Equipment scheduling software that keeps every rental on track
From small rental shops to large inventory teams, Koalendar gives you the tools you need to stay organized, reduce admin work, and keep equipment flowing smoothly.
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