Private lesson scheduling software that keeps teaching on track
A flexible private lesson booking system lets students and parents choose an available time without calling or emailing. Koalendar's private lesson scheduling software syncs calendars, prevents conflicts, and keeps every lesson organized.
Independent teachers, tutors, coaches, and lesson studios rely on simple online 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 students book lessons anytime
Share one booking link and let students or parents choose a time that works. With private lesson scheduling software, your availability stays accurate as confirmed lessons sync to your calendar and busy times are blocked automatically.
- Student self-booking for lessons, 24/7
- Automatic sync with Google, Outlook, or iCloud
- Busy calendar events block conflicting times
- Easy booking on desktop, tablet, or phone
Collect the right details before each lesson
Ask about skill level, goals, preferred lesson format, or anything else you need with a custom booking form. Your private lesson booking software can also collect files and send automatic confirmations and reminders, so you can prepare before class begins.
- Custom questions for goals, level, and lesson needs
- File uploads for assignments, music, or reference material
- Automatic confirmation and reminder emails
- Clear details for in-person or online lessons
See every lesson in one clear agenda
Keep one-time and recurring lessons easy to follow from a clear schedule. This lesson scheduling software gives you the details you need at a glance, while timely reminders help students arrive prepared and on time.
- One organized view of upcoming lessons
- Recurring lesson scheduling for regular students
- Flexible durations and buffer time between sessions
- Automatic reminders before every appointment
Keep students, parents, and teachers in sync
Bring everyone into the loop without extra messages. Group sessions can include multiple invitees, automated reminders keep attendance on track, and synced calendar events help teachers protect their time.
- Multiple invitees for group or family bookings
- Email, SMS, and calendar reminders
- Calendar invitations with the lesson details
- Automatic updates after cancellations or reschedules
Testimonials
Private lesson providers ❤️ Koalendar
Independent teachers, tutors, coaches, and growing teams use Koalendar to simplify bookings, reduce admin, and give students a smoother experience.
“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 to run lessons smoothly
Private lesson scheduling software built for independent teachers and growing teams.
Student self-booking for lessons
Share a mobile-friendly booking page so students and parents can choose an open time without waiting for a reply.
Recurring lesson scheduling
Let students reserve several dates or set up a recurring series for weekly tutoring, music, language, or coaching sessions.
Automatic lesson conflict detection
Sync Google, Outlook, or iCloud calendars so busy events block unavailable times and help prevent double bookings.
Embeddable lesson booking page
Add online booking for private lessons to your website, or share a direct link in email, social profiles, and messages.
Multi-teacher scheduling software
Use collective or round-robin booking, assign teachers to services, or let students choose their preferred instructor.
Custom forms and file uploads
Turn Koalendar into student lesson booking software that collects learning goals, experience levels, assignments, and useful files upfront.
Payments at booking
Collect lesson fees through Stripe at checkout, with support for cards, Apple Pay, Google Pay, and 150+ currencies.
Automated reminders and follow-ups
Send customizable email or SMS reminders before a lesson and follow-up messages afterward with notes or next steps.
Video links for online lessons
Automatically add a unique Zoom, Google Meet, or Microsoft Teams link to each remote lesson booking.
Move beyond spreadsheet lesson scheduling
Keep bookings organized automatically, then export them to CSV whenever you need to review lesson activity in Google Sheets or Excel.
Integrations
Connect lesson scheduling with the tools you already use
Sync Google, Outlook, and iCloud calendars, add Zoom, Google Meet, or Microsoft Teams links, collect payments with Stripe, and connect thousands of apps through Zapier.
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.
Koalendar gives you a shareable booking page where students or parents can choose an available time. The private lesson scheduling system then handles confirmations, calendar events, reminders, cancellations, and rescheduling so you spend less time on admin.
Yes. Online private lesson scheduling software lets students or parents see your live availability and book from any device. The mobile-friendly experience also works as a simple private lesson scheduling app without requiring invitees to install anything.
Yes. Koalendar supports recurring lesson scheduling, so students can reserve a regular series instead of booking each date separately. You can also offer multiple lesson durations and add buffer time between sessions.
Yes. Koalendar works as multi-teacher scheduling software with collective bookings, round-robin assignment, and the option to let students choose a teacher or service. Each teammate can follow their own availability and time zone.
Yes. Embed your private lesson booking system on your website or share it as a direct link. You can collect payment through Stripe when a student books, and Koalendar does not take a commission.
Yes. The lesson scheduling software lets you export bookings to CSV for Google Sheets or Excel, giving you a simple way to review activity, plan workloads, or keep an external record.
Practical tips for running private lessons smoothly
Learn how to simplify scheduling, reduce missed lessons, and create an easier booking experience for every student.
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Spend less time scheduling and more time teaching
Give students an easy way to book while Koalendar keeps your calendar, reminders, and lesson details organized.
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