What is an online meeting room booking system and how does it work?

An online meeting room booking system helps teams and companies manage meeting spaces online. With Koalendar, every room gets a booking link that syncs with calendars to prevent double-bookings. Employees and guests can reserve rooms instantly, receive reminders, and update their reservations anytime.

Can Koalendar work as a meeting room booking system for coworking spaces?

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.

Can I collect information from attendees before they arrive?

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.

Does Koalendar support recurring reservations?

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.

Is there a free plan available?

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.

Industries /Koalendar for Meeting Rooms

Rated 4.9/5 with 808 reviews on

Meeting room booking system that keeps teams and spaces in sync

Simplify online booking for your conference rooms and coworking spaces. Our free meeting room booking software lets teams book rooms, synchronize calendars, and manage reservations through an intuitive scheduling tool.

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From startups to enterprises, teams rely on Koalendar to book rooms without the scheduling hassle

Try an interactive demo of a meeting room booking page. Pick a room, choose a session type, and walk through the full booking flow.

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Instant online 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 scheduling software synchronizes with Google or Outlook so every room stays conflict-free.

24/7 self-service booking via web interface
Syncs with Google, Outlook, and iCloud calendars
Instant confirmations reduce confusion
Perfect for hybrid workplaces and coworking spaces

Let teams reserve rooms

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

Send meeting reminders

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

Collect agenda details upfront

One scheduling tool for every space

Never lose track of what’s happening where. A centralized timetable keeps all your meeting and conference 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

View all room bookings

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.

“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

Chrome Web Store

4.9 / 5 (296 reviews)

Google Workspace

4.9 / 5 (808 reviews)

Capterra

4.7 / 5 (140 reviews)

Try Koalendar for Free →

Everything you need for meeting room management in one place

Reserve rooms, manage guests, and maintain a schedule in any office space.

Sync with all major calendars

Prevent double-bookings by syncing instantly with Google, Outlook, or iCloud calendars. Every reservation appears where you need it.

Custom booking pages for each room

Give every room its own booking link with real-time availability. Perfect for managing multiple spaces with ease.

Automated confirmations & reminders

Never worry about missed meetings again. Attendees receive branded reminders and confirmations automatically.

Collect requirements before the meeting

Capture agendas, upload files, or note special tech needs before the booking starts—ideal for guest scheduling and interview sessions.

Recurring reservations

Set up weekly team check-ins, recurring sessions, or monthly board meetings without manual effort.

Privacy for sensitive meetings

Password-protect private meetings like interviews or executive sessions for added confidentiality.

Real-time updates for admins

Office managers and admins receive instant notifications for new reservations, cancellations, or changes.

Seamless integrations

Connect with Zoom, Google Meet, Microsoft Teams, Stripe, Gmail, and hundreds more via Zapier and Webhooks.

Create your own booking page →

Rated 4.9 out of 5 with 808 reviews on

Room booking software for every budget

Generous plans. Essential features. Unbeatable value.

Free forever

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Teams

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.

Explore all integrations

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.

: An online meeting room booking system helps teams and companies manage meeting spaces online. With Koalendar, every room gets a booking link that syncs with calendars to prevent double-bookings. Employees and guests can reserve rooms instantly, receive reminders, and update their reservations 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.

Smarter ways to manage meeting rooms

Learn how to save time on scheduling, improve collaboration, and make the most of your meeting rooms with strategies that work for offices, coworking spaces, and hybrid teams.