Escape room booking software built to manage players, rooms, and group experiences
Give teams a smooth way to book your adventures with real time availability, automated reminders, and flexible tools that keep your escape room schedule running without stress.
Trusted by escape rooms that want simple scheduling for players, team events, and group experiences
Let visitors book anytime on any device
Give teams a friction free way to reserve their next adventure. With our online booking tool for escape rooms, guests can book instantly, update their details, and get everything they need without extra coordination from your staff.
- Instant online reservations with no back and forth emails
- Real time availability prevents double bookings
- Perfect for private or public group slots
- Mobile friendly booking for people on the go
Fewer no shows and smoother game flow
Keep players on track with automatic confirmations and reminders that reduce missed reservations. Your escape room schedule stays organized so staff can focus on delivering an unforgettable experience rather than chasing attendance.
- Automated SMS and email reminders
- Smart time zone detection for traveling groups
- Dynamic confirmation messages for each room theme
- Easy rescheduling options that reduce last minute cancellations
Prepare each team before they arrive
Capture player details, waivers, preferences, or special instructions before game day. With custom intake forms and file uploads, your staff has everything they need to set up the room and start the session smoothly.
- Custom questions for group size and difficulty level
- Collect waivers or files in advance
- Share arrival details and instructions automatically
- Reduce check in time at the front desk
Manage rooms and scheduling with ease
Your team sees every reservation in one clean calendar. With clear room assignments, recurring booking options, and instant updates, your escape room staff can manage busy weekends and special events without stress.
- Sync with Google, Outlook, or iCloud calendars
- Manage multiple room themes and locations
- Track group bookings and participation history
- Prevent double bookings with automated conflict checks
Testimonials
Escape room owners ❤️ Koalendar
See how adventure rooms and team experience providers keep bookings organized, reduce no shows, and save hours every week.
“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 escape rooms need in one platform
Designed for group bookings, room rotations, and unforgettable experiences
- Connect Zoom, Gmail, Stripe, Google Analytics, and hundreds more through Zapier. Automate tasks and keep all bookings, messages, and payments in sync.
- Create a unique booking link for each room theme, difficulty level, or physical location. Real time availability updates make scheduling simple for both staff and players.
- Send branded confirmations, reminders, and follow ups so every team arrives prepared. Fewer missed bookings and smoother game flow for your staff.
- Use custom intake forms and file uploads to gather everything you need before the doors open. Perfect for corporate groups, birthday parties, or returning players.
- Set seasonal hours, recurring events, blackout dates, and custom booking rules that match the way your escape room operates.
- Protect internal staff sessions or VIP groups with password protected booking pages and restricted access.
- Receive notifications for every new booking, cancellation, or time change so your staff always knows what is coming next.
- Handle private or public games, flexible pricing for different group sizes, and shared availability across multiple rooms or locations.
- Calendar sync keeps your rooms and time slots conflict free, even on your busiest days.
- Perfect for tourists and international groups. Koalendar adjusts automatically to each visitor’s language and time zone.
Integrate with the software you already use
Custom booking pages for each escape room
Automated confirmations and reminders
Collect waivers, group info, and preferences
Adapt your schedule to busy weekends and events
Privacy controls for internal events
Stay updated instantly
Manage group bookings with ease
Prevent double bookings automatically
Language and time zone support for travelers
Integrations
Connect your escape room reservation platform to your favorite tools
Stripe for payments, Google Calendar for sync, Gmail for messaging, and hundreds more through Zapier. Everything stays connected so your schedule runs smoothly.
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.
Escape room booking software lets players book a room online, while your staff manages availability, payments, reminders, and room assignments in one place. It helps prevent double bookings and creates a smoother experience for both your team and your guests.
Yes. You can set up private or shared booking slots, manage group size limits, apply flexible pricing, and automate reminders. It is designed to support everything from small player groups to large events.
Yes. Embed your booking link on any site so visitors can reserve their room without leaving your page. It works perfectly with WordPress, Shopify, Squarespace, and more.
Yes. You can manage several room themes, locations, or game types from a single dashboard. Calendar sync and automated conflict detection help prevent any overlapping reservations.
Yes. You can collect payments at the time of booking through Stripe or PayPal, offer discounts, and customize pricing based on group size.
Escape room booking made simple
Accept bookings anytime, keep your rooms organized, and give every group a smooth experience. Start free with Koalendar.
Start free today!