Conference room scheduling software that keeps teams and spaces in sync
Simplify room booking across your office or coworking space. Give employees, guests, and teams an effortless way to reserve meeting rooms without email chains or confusion.
From startups to enterprises, teams rely on Koalendar to book meeting rooms without the scheduling hassle
Instant booking for every room
Forget spreadsheets and back-and-forth emails. With Koalendar, employees and guests reserve meeting rooms in seconds using a simple link. Our conference room scheduling software syncs with Google or Outlook so every room stays conflict-free.
- 24/7 self-service booking from any device
- Syncs with Google, Outlook, and iCloud calendars
- Instant confirmations reduce confusion
- Perfect for hybrid workplaces and coworking spaces
Boost attendance and reduce no-shows
No one likes showing up to an empty room. Automated reminders, confirmations, and smart time zone detection make sure attendees never miss a meeting—whether in-person or remote.
- Automated email and SMS reminders
- Smart time zone adjustments
- Branded confirmations and follow-ups
- Easy rescheduling for last-minute changes
Collect details before the meeting
Set your meetings up for success. Custom forms let you capture agendas, upload files, or note tech requirements before the session begins—ideal for interview scheduling, client meetings, or recording sessions.
- Custom intake forms for agendas or requirements
- Collect files or presentations in advance
- Automated follow-ups with resources
- Perfect for interviews, workshops, or training sessions
Stay organized with clear agendas
Never lose track of what’s happening where. A centralized timetable keeps all your meeting rooms visible in one view. Whether you’re managing recurring sessions, guest scheduling, or board meetings, Koalendar keeps everything on track.
- View all room reservations in a single dashboard
- Recurring bookings for weekly or monthly sessions
- Color-coded rooms and resources
- Automatic updates for every participant
Testimonials
Teams ❤️ Koalendar
Want smoother meetings and stress-free booking? See how companies and coworking spaces use Koalendar to save time, prevent double-bookings, and keep meetings running smoothly.
“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 you need to manage meeting rooms in one place
Built for offices, coworking spaces, and hybrid teams — reserve rooms, manage guests, and stay on schedule.
- Prevent double-bookings by syncing instantly with Google, Outlook, or iCloud calendars. Every reservation appears where you need it.
- Give every conference room its own booking link with real-time availability. Perfect for managing multiple spaces with ease.
- Never worry about missed meetings again. Attendees receive branded reminders and confirmations automatically.
- Capture agendas, upload files, or note special tech needs before the booking starts—ideal for guest scheduling and interview sessions.
- Set up weekly team check-ins, recurring sessions, or monthly board meetings without manual effort.
- Password-protect private meetings like interviews or executive sessions for added confidentiality.
- Office managers and admins receive instant notifications for new reservations, cancellations, or changes.
- Connect with Zoom, Google Meet, Microsoft Teams, Stripe, Gmail, and hundreds more via Zapier and Webhooks.
Sync with all major calendars
Custom booking pages for each room
Automated confirmations & reminders
Collect requirements before the meeting
Recurring reservations
Privacy for sensitive meetings
Real-time updates for admins
Seamless integrations
Integrations
Connect your meeting room booking system with the tools you already use
Sync effortlessly with Google Calendar, Outlook, Zoom, Microsoft Teams, Gmail, and Stripe. Automate workflows with Zapier and keep all your scheduling in one place.
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.
Conference room scheduling software is a tool that lets teams and companies manage meeting spaces online. With Koalendar, every room has a booking link, synced with calendars to prevent double-bookings. Employees and guests can reserve rooms instantly, receive reminders, and update their bookings anytime.
Yes. Koalendar is perfect for coworking spaces, offices, and hybrid workplaces. Each room gets its own booking page, so members can see availability in real time. Automated confirmations and reminders keep everyone aligned.
Absolutely. Custom intake forms let you gather agendas, interview questions, or file uploads before the meeting. Perfect for interviews, live show scheduling, or recording sessions where preparation matters.
Yes. You can set recurring bookings for weekly team check-ins, recurring sessions, or client meetings. Koalendar makes it easy to manage multiple episodes, series, or ongoing sessions without rebooking every time.
Yes. Koalendar offers a forever-free plan with unlimited booking pages, calendar sync, and automated reminders. If you need advanced features like payments, branding, or custom notifications, you can upgrade anytime.
Conference room scheduling software made simple
From small offices to global enterprises, start free with Koalendar’s meeting room booking system that keeps rooms full and teams in sync.
Start free today!