Podcast scheduling software to simplify bookings, guests, and recording sessions
Make podcast scheduling stress-free. From guest interviews to recurring recording sessions, keep your show organized, professional, and always on time.
From solo podcasters to production teams, creators rely on Koalendar to keep episodes running smoothly
Guests can book anytime, anywhere
No more endless email threads trying to lock in a recording slot. Share one link and let podcast guests pick a time that works for them—whether it’s a remote interview or in-person recording session. Automatic calendar sync keeps everyone aligned and saves you hours each week.
- 24/7 self-service booking for podcast guests
- Syncs with Google, Outlook, and iCloud calendars
- Eliminate double-bookings or last-minute conflicts
- Works for solo podcasters and multi-host shows
Stay prepared for every interview
Forget scrambling for bios or waiting on files from your guests. With custom intake forms, you collect everything you need before recording—headshots, talking points, or consent forms—so each episode starts ready to roll.
- Custom booking forms to capture guest info
- Upload bios, documents, or promo materials
- Automated confirmations and reminders
- Fewer delays and smoother conversations
Keep your podcast calendar crystal clear
Managing multiple episodes or seasons doesn’t need to be overwhelming. Koalendar gives you one place to see all recording sessions, live shows, and interviews—so your production stays on track week after week.
- View your full recording schedule at a glance
- Recurring bookings for weekly or seasonal shows
- Time zone smart for remote guests
- Easily reschedule without the chaos
Boost attendance and reduce no-shows
Nothing derails production like a missing guest. Koalendar handles the reminders for you—sending professional confirmations and follow-ups so guests show up ready and on time, every time.
- Automated email & SMS reminders
- Branded confirmations for a pro touch
- Flexible rescheduling links
- Higher guest attendance rates
Testimonials
Podcasters ❤️ Koalendar
Want smoother bookings and stress-free recordings? See how creators use Koalendar to keep their shows consistent and professional!
“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 podcasters need in one simple platform
Built for podcasting: guests, episodes, seasons, and recordings — all in one place.
- Work seamlessly with Zoom, Google Meet, Microsoft Teams, Gmail, and Stripe for paid interviews or consultations. Automate tasks with Zapier and webhooks.
- Set up booking links for different shows, seasons, or co-hosts. Real-time availability ensures your podcast stays on track.
- Send branded confirmations, reminders, and follow-ups so no one misses an interview or recording session.
- Request file uploads or guest notes before the episode. Perfect for media kits, headshots, or discussion topics.
- Easily set up recurring bookings for weekly shows, seasonal planning, or live panels.
- Protect pre-release recordings with password-protected booking pages or invite-only links.
- Hosts, producers, and editors get instant updates when guests book, cancel, or reschedule.
- Set up group bookings for multi-guest panels or roundtable discussions without confusion.
- Perfect for international guests, Koalendar automatically adjusts to each participant’s local time.
- Add your show’s colors, logos, and messaging to booking pages for a professional guest experience.
Integrate with your podcast workflow
Create booking pages for each show or host
Automate reminders for guests and hosts
Collect bios, questions, and files in advance
Recurring podcast sessions made simple
Privacy for unreleased episodes
Notifications in real time
Manage roundtables and panels
Smart time zone support
Custom branding for your podcast
Integrations
Sync your podcast schedule with tools you already use
Connect seamlessly to Google Calendar, Zoom, Gmail, Stripe and hundreds more through Zapier, keeping your recording sessions, communications, and payments perfectly in sync.
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.
Podcast scheduling software is a tool that helps hosts, producers, and guests coordinate interviews and recording sessions. With Koalendar, you share a booking link, collect guest details, sync calendars, and send automated reminders—all in one place.
Yes. Koalendar supports co-hosts and production teams. You can set up booking pages for each host or show, manage recurring episodes, and even handle roundtable or panel podcast sessions with ease.
Yes. You can embed Koalendar directly into your podcast website, show notes page, or landing page so guests and collaborators can book without leaving your site.
Yes. With custom booking forms, you can capture bios, sample questions, or media releases in advance. This makes guest scheduling smoother and ensures you’re fully prepared before hitting record.
Yes. We offer special pricing for teams and networks managing multiple shows or hosts. Discounts depend on the number of users on your plan.
Yes. Koalendar offers a free forever plan that includes unlimited booking pages, calendar sync, and automated reminders. If you want advanced features like branding, payments, or detailed analytics, you can upgrade anytime.
Podcast scheduling software made simple
From solo hosts to full production teams, start free with Koalendar and keep every episode organized, professional, and on schedule.
Start free today!