Parent teacher conference scheduler that saves time for teachers and parents
Make organizing parent–teacher meetings effortless. With Koalendar, parents choose available time slots, receive automatic reminders, and stay in sync — no emails or paper sign-ups needed.
Trusted by schools and teachers who want stress-free parent–teacher 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 book meetings anytime
Skip the email back-and-forth and paper forms. With Koalendar’s parent teacher conference scheduler, parents simply pick a time that works for them — anytime, from any device. Teachers see all bookings instantly synced to their calendars, with no double booking mistakes.
- 24/7 self-service booking on mobile or desktop
- Instant confirmations and calendar sync
- Automatic updates for cancellations or reschedules
- Reduce parent calls and emails for meeting times
Keep every parent–teacher conference on schedule
Stay organized on conference day with clear agendas, automatic time buffers, and reminders that prevent overruns. Whether it’s ten-minute meetings or virtual sessions, Koalendar keeps everyone on time and in sync.
- Set buffer times between meetings
- Automatic reminders for teachers and parents
- Adjust durations for each appointment type
- Smart time zone detection for virtual conferences
Smarter communication and preparation
Capture important details upfront using custom booking forms. Ask about student progress topics, collect files, or share classroom updates before the meeting starts. With Koalendar’s parent teacher meeting booking tool, every conversation starts productive.
- Custom intake questions for each meeting
- File uploads for reports or student work
- Send automated reminders and follow-ups
- Share meeting links and materials in one place
Reduce no-shows and boost attendance
Keep parents informed automatically with email and text reminders. Reduce missed appointments, confusion about times, and last-minute cancellations. Teachers spend less time chasing confirmations — and more time focusing on students.
- Automated email and SMS reminders
- Instant booking confirmations
- Easy rescheduling for busy families
- Integrated calendar invites prevent confusion
Testimonials
Teachers & parents ❤️ Koalendar
See how schools simplify parent–teacher conferences with fewer missed meetings, smoother communication, and happier families.
“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 you need for seamless parent–teacher meetings
Smart, flexible, and built for parent teacher conference scheduling
- Set up dedicated links for every teacher or grade level. Parents choose from available slots, and Koalendar prevents double bookings automatically.
- Reduce no-shows with personalized confirmations and automated reminders — the key to successful parent teacher conferences.
- Add custom fields and upload options to your booking form to prepare for each meeting ahead of time.
- Keep parent information private by adding password protection or restricting access to invited families only.
- Allow multiple parents or co-teachers to join a session. Perfect for blended families or shared teaching schedules.
- Automatically build in short breaks between meetings so you stay on time throughout the conference day.
- Host meetings on Zoom, Google Meet, or in person — Koalendar adds the right details automatically to every invite.
- Koalendar syncs with Google, Outlook, and iCloud calendars to eliminate double bookings and show real-time availability.
- Send follow-up messages after each meeting to share notes, resources, or next steps with parents.
- View all teacher schedules in one place. Manage links, adjust settings, and monitor bookings in real time.
Create booking pages for each teacher or class
Automate reminders and confirmations
Collect student details or discussion topics
Password-protected booking pages
Multi-parent and multi-teacher scheduling
Add buffer times and time limits
Virtual and in-person conference support
Sync calendars instantly
Automate communication and follow-ups
Simple admin dashboard for schools
Integrations
Integrate your parent teacher conference scheduler with the tools you already use
Sync seamlessly with Google Calendar, Zoom, Gmail, and hundreds more through Zapier. Keep scheduling, reminders, and virtual meetings 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.
A parent teacher conference scheduler is software that helps schools and teachers organize meetings with parents online. It lets families choose available time slots, sends automatic reminders, and syncs with calendars to prevent double bookings. With Koalendar, setup takes minutes and works perfectly for K–12 schools, middle schools, and high schools.
Yes. Koalendar supports multi-teacher and multi-parent scheduling, allowing families to meet with multiple educators or join shared sessions easily. Each participant receives reminders and calendar invites automatically.
Absolutely. Koalendar integrates with Zoom, Google Meet, and Microsoft Teams to automatically include video links. It’s ideal for virtual parent teacher conferences when families can’t attend in person.
Koalendar syncs directly with your Google, Outlook, or iCloud calendar. It automatically removes booked times and sends reminders to reduce no-shows and prevent double booking mistakes.
No — Koalendar offers a free forever plan. You can schedule unlimited parent teacher conferences with basic features. Schools that want advanced options like branding, SMS reminders, or password protection can upgrade anytime.
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Simplify your next parent teacher conference
Save hours of coordination and make scheduling easy for every teacher and parent with Koalendar’s parent teacher conference scheduler.
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