K–12 master scheduler software for school meetings and coordination
Give parents, teachers, counselors, and staff one simple way to book meetings online. Coordinate conferences, student support sessions, and school visits without endless emails.
Trusted by K–12 schools to simplify meetings and staff scheduling
“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.
Let parents and staff book anytime
Stop back-and-forth emails for parent–teacher meetings, counseling sessions, or school visits. With online scheduling, families and staff book available time slots instantly while calendars stay perfectly in sync.
- 24/7 self-service booking from any device
- Automatic calendar sync with Google and Outlook
- Perfect for parent–teacher conferences and student support meetings
- Works as a simple school meeting scheduler online
Collect details before every meeting
Custom booking forms help teachers and counselors prepare ahead of time. Parents can share concerns, upload documents, or select meeting topics so every conversation starts focused and productive.
- Custom intake questions for parents and students
- File uploads for assessments or forms
- Automated confirmations and reminders
- Ideal for education appointment scheduling
Stay organized with clear agendas
Every booking appears neatly on your calendar with all details included. Teachers, counselors, and administrators always know who they are meeting, when, and why.
- Clear agenda management for meetings
- Recurring meeting scheduling for ongoing support
- Automatic updates for changes or cancellations
- Great for one on one student advising
Reduce no-shows with smart reminders
Built-in email and calendar reminders help boost attendance for conferences and meetings. Multiple invitees stay informed and everyone shows up on time.
- Email reminders for parents and staff
- Calendar invitations for all participants
- Multiple invitees on the same meeting
- Faster parent teacher coordination
Testimonials
Schools ❤️ simpler scheduling
See how educators use Koalendar to save time and improve coordination
“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.”
Everything schools need for flexible scheduling
Powerful tools built into our K–12 master scheduler software
- Create unlimited booking pages for teachers, counselors, administrators, or events. Each page can connect to a different calendar to avoid conflicts.
- Support one-on-one meetings like counseling sessions or group bookings for classes, orientations, and parent information nights.
- Offer multiple duration options from a single booking page, whether meetings last 15 minutes or span multiple days.
- Set availability directly from connected calendars so staff never get double-booked. Perfect as a counselor and teacher scheduling system.
- Assign administrators, manage teammates’ booking pages, and control who can create or edit schedules across the school.
- Distribute bookings fairly across teachers or counselors using round robin logic, ideal for guidance counselor booking systems.
- Add questions to booking forms and accept file uploads for assessments, referrals, or learning support scheduling software.
- Send email reminders, confirmations, and follow-ups automatically. Notify colleagues with BCC when needed.
- Allow recurring meetings or let invitees select multiple time slots at once for evaluations or ongoing student support.
- Export bookings to CSV for Google Sheets or Excel to track meetings, attendance, and workload.
- Automatically add Zoom, Google Meet, or Microsoft Teams links, or schedule in-person meetings with ease.
- Embed booking pages on your school website or share links by email for a smooth school visit booking system.
Unlimited booking pages for schools
1:1 and group booking types
Flexible meeting durations
Teacher and counselor availability management
Role-based scheduling for schools
Round robin and shared bookings
Custom booking forms and file uploads
Automated reminders and notifications
Recurring and multi-slot bookings
Exports and reporting
Video and in-person meetings
Website embeds and shareable links
Integrations
Connect with the tools your school already uses
Sync with Google Calendar, Outlook, Zoom, Google Meet, and more to keep schedules aligned across your school.
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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K–12 master scheduler software helps schools coordinate meetings, conferences, and staff availability in one place. Instead of managing complex email threads, schools use online booking pages that sync with calendars and send reminders automatically.
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Yes. Many schools replace spreadsheets with k12 scheduling software that updates in real time. Teachers and parents always see accurate availability without manual updates.
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Absolutely. Koalendar works as a k12 conference scheduling software that lets parents book time slots online and receive reminders, reducing no-shows and admin work.
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Yes. Counselors use it as a k12 meeting scheduling software for student assessments, guidance sessions, and learning support meetings, all with secure booking pages.
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Yes. Schools can start with a free plan that includes unlimited booking pages and calendar sync. Advanced features are available if you need more control.
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Simplify scheduling across your K–12 school
Make meetings easier for parents, teachers, and staff with a simple online scheduling system built for schools.
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