Physical therapy scheduler that keeps your patients — and your day — in perfect balance
Simplify your physiotherapy scheduling with Koalendar. Let patients book and reschedule appointments online, reduce no-shows, and keep your calendar automatically up to date.
Trusted by physical therapists, clinics, and rehab centers worldwide for stress-free scheduling
Let patients book therapy sessions anytime
Give your clients the freedom to self-book online — no calls, no waiting. With Koalendar’s physical therapy scheduler, you can offer new patient evaluations, follow-ups, and recurring rehab sessions through one simple booking link. It’s easy for patients and effortless for your team.
- 24/7 online patient self-scheduling
- Instant confirmations and automatic reminders
- Prevent double-booking and scheduling mistakes
- Integrates with Google, Outlook, and iCloud calendars
Simplify intake and follow-up
No more chasing paperwork or last-minute forms. Collect patient intake details, health questionnaires, or file uploads right from your booking page. Koalendar’s physiotherapy scheduling software helps you stay prepared before each session — from evaluation to discharge.
- Custom intake forms and file uploads
- Faster patient intake and check-in
- Secure sharing of reports or exercise plans
- Automated follow-ups after each session
Fewer no-shows and last-minute cancellations
Automatic reminders by email or text reduce missed appointments and late cancellations. Patients can easily reschedule or cancel within your set policy, keeping your day predictable and stress-free. With automated communication, your focus stays where it belongs — on patient care.
- Automated appointment reminders
- Custom cancel/reschedule policy enforcement
- Smart time zone and notification settings
- Fewer no-shows, smoother scheduling
Manage your therapy calendar with ease
Stay organized with a clear overview of all your appointments — from evaluations to recurring physical therapy sessions. View your staff’s schedule, sync calendars, and ensure every therapist and treatment room is booked efficiently. Koalendar takes the guesswork out of daily planning.
- Unified physical therapy calendar software
- Manage recurring therapy appointments
- View and sync multiple staff calendars
- Avoid conflicts with built-in double-booking protection
Testimonials
Therapists ❤️ Koalendar
See how physical therapists and rehab clinics use Koalendar to reduce admin work, prevent scheduling conflicts, and spend more time helping patients heal.
“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 physical therapists need in one simple platform
Built for PTs and clinics — appointments, patients, and staff all in one place.
- Connect Koalendar with Zoom, Google Meet, Gmail, Stripe, and hundreds more via Zapier. Handle telehealth sessions, payments, and patient communication in one smooth workflow.
- Set up pages for evaluations, follow-ups, and specialized treatments. Real-time availability prevents double-bookings and lets patients find the perfect slot.
- Send branded confirmations and automated reminders to reduce no-shows and improve patient communication. Customize messages to reflect your clinic’s voice.
- Add custom fields and file uploads to collect intake forms, medical notes, or referrals before the session. Everything is stored securely for your convenience.
- Schedule recurring physical therapy sessions or group rehab classes. Patients can easily book follow-ups on their own schedule.
- Accept payments or deposits via Stripe for evaluations, sessions, or packages. Offer flexible pricing without extra transaction fees.
- Control how far in advance patients can book, set daily limits, or restrict appointment types for specific therapists or rooms.
- Connect each therapist’s Google, Outlook, or iCloud calendar to prevent double-booking and see everyone’s availability instantly.
- Add your physical therapy booking page to your website, Google Business profile, or email signature — so patients can schedule directly where they find you.
- Perfect for clinics serving diverse patients or telehealth clients. Koalendar automatically detects the patient’s language and local time.
Integrate with your favorite tools
Create booking pages for each therapist or service
Automate confirmations and reminders
Collect patient information securely
Recurring and group appointments
Handle payments online
Custom scheduling rules for your clinic
Sync calendars across your team
Embed your scheduler anywhere
Multi-language and time zone support
Integrations
Sync your physical therapy scheduler with tools you already use
Koalendar connects to Google Calendar, Zoom, Gmail, Stripe, and hundreds more via Zapier — so your scheduling, payments, and reminders stay perfectly aligned.
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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 physical therapy scheduler helps clinics and therapists manage patient appointments online. Patients can self-schedule sessions, fill out intake forms, and receive automated reminders. The system syncs with your calendar to prevent double-bookings and simplifies your entire workflow.
Absolutely. You can easily set up recurring or follow-up appointments so patients can book multiple sessions in advance. This makes managing treatment plans and progress tracking much easier for both therapist and client.
Yes. With Stripe integration, you can securely collect payments, deposits, or session fees directly when patients book. Koalendar takes no commission and supports over 135 global currencies powered by Stripe.
Yes. You can embed your booking page directly on your website or add it to your Google Business profile. Patients can schedule from anywhere — mobile, tablet, or desktop.
Yes. Each therapist can have their own booking page with unique availability, appointment types, and rules. Clinic admins can see and manage all calendars from one dashboard.
Yes. Koalendar’s free plan includes unlimited booking pages, Google Calendar sync, and automated reminders. It’s perfect for solo therapists or small clinics starting out. Upgrade anytime for branding, payments, and more advanced features.
Simplify your clinic’s scheduling today
From solo physical therapists to multi-location clinics, start free with Koalendar — the easiest way to manage appointments, patients, and schedules all in one place.
Start free today!