Industries /Koalendar for Escape Rooms
Rated 4.9/5 with 808 reviews on

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.

No credit card required · Free plan forever!
Escape room booking software

Trusted by escape rooms that want simple scheduling for players, team events, and group experiences

  • World Health Organization
  • Canva
  • Doctolib
  • University of Liverpool
  • Ecosia
  • Le Monde
  • University of South Carolina
  • Adobe
  • United Nations
  • Uber
  • World Health Organization
  • Canva
  • Doctolib
  • University of Liverpool
  • Ecosia
  • Le Monde
  • University of South Carolina
  • Adobe
  • United Nations
  • Uber
  • Duolingo
  • Disney
  • Decathlon
  • Danone
  • Tesla
  • Stanford University
  • Louis Vuitton
  • The Boring Company
  • Shopify
  • Rolex
  • Duolingo
  • Disney
  • Decathlon
  • Danone
  • Tesla
  • Stanford University
  • Louis Vuitton
  • The Boring Company
  • Shopify
  • Rolex

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
escape room scheduling

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
player booking reminders

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
escape room intake forms

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
escape room room management

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.”

Alessandra Fanelli
Alessandra Fanelli
Program Manager
muhlenberg.png

“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.”

Lucas M.
Tutor

“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.”

Nika B.
Event & Sustainability Manager

“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!”

Jeffrey L.
Application Support Specialist

“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.”

Annette R.
Middle School Teacher

“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.”

Roger L.
CEO

“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.”

Katischa C.
HR Manager
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Everything escape rooms need in one platform

Designed for group bookings, room rotations, and unforgettable experiences

Integrate with the software you already use
Integrate with the software you already use

Connect Zoom, Gmail, Stripe, Google Analytics, and hundreds more through Zapier. Automate tasks and keep all bookings, messages, and payments in sync.

Custom booking pages for each escape room
Custom booking pages for each escape room

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.

Automated confirmations and reminders
Automated confirmations and reminders

Send branded confirmations, reminders, and follow ups so every team arrives prepared. Fewer missed bookings and smoother game flow for your staff.

Collect waivers, group info, and preferences
Collect waivers, group info, and preferences

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.

Adapt your schedule to busy weekends and events
Adapt your schedule to busy weekends and events

Set seasonal hours, recurring events, blackout dates, and custom booking rules that match the way your escape room operates.

Privacy controls for internal events
Privacy controls for internal events

Protect internal staff sessions or VIP groups with password protected booking pages and restricted access.

Stay updated instantly
Stay updated instantly

Receive notifications for every new booking, cancellation, or time change so your staff always knows what is coming next.

Manage group bookings with ease
Manage group bookings with ease

Handle private or public games, flexible pricing for different group sizes, and shared availability across multiple rooms or locations.

Prevent double bookings automatically
Prevent double bookings automatically

Calendar sync keeps your rooms and time slots conflict free, even on your busiest days.

Language and time zone support for travelers
Language and time zone support for travelers

Perfect for tourists and international groups. Koalendar adjusts automatically to each visitor’s language and time zone.
Rated 4.9 out of 5 with 808 reviews on

Escape room booking software for every budget

Generous plans. Essential features. Unbeatable value.

Free forever

Most popular

Best for personal use

We'll always have a free plan that answers most needs. No time limit.

Free forever
  • Unlimited bookings
  • Unlimited event types
  • Unlimited scheduling links
  • Sync with your Google / Outlook / iCloud calendars
  • Smart time zone detection
  • Instant booking notifications
  • Video conferencing
  • Embed booking pages in your website
  • English, French, Spanish...
    (30+ languages)

Pro

Most popular

Best for professionals and small businesses

$ 9 .99 user / month
(Save 30%)
Get started
100% Money-Back Guarantee
  • All in Free plus...
  • Create multi-hosts events: round robin & collective
  • Hold group sessions or classes
  • Add questions to your booking form
  • Accept payments (cards, bank transfers, apple pay, google pay, etc.)
  • Add custom email & SMS reminders
  • Send follow-up emails
  • Password protect your links
  • Offer tentative bookings
  • Full customization of booking pages
  • All integrations, Zapier, webhooks, etc.
  • Redirect invitees to your own site
  • Remove Koalendar branding
  • And more...

Teams

Most popular

Best for teams with 10+ seats

Get a custom quote and see how Koalendar aligns with your goals.

  • All in Pro plus...
  • Unlimited users
  • Dedicated account support
  • Dedicated account onboarding and implementation

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 made simple

Accept bookings anytime, keep your rooms organized, and give every group a smooth experience. Start free with Koalendar.

Start free today!
Koalendar booking page screenshot