School event management software that keeps every concert, game, and ceremony running smoothly
Organize, approve, and manage every event—from assemblies to after-school activities—with a simple tool that brings staff, parents, and students together on one shared calendar.
Trusted by schools of all sizes for stress-free event coordination
“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.
Special Back-to-School Deal — Up to 80% Off!
Apply before October 31st to get up to 80% off for schools, teachers & education professionals.
Simplify scheduling across every school event
Say goodbye to confusing spreadsheets and scattered sign-ups. With Koalendar’s school event management software, you can coordinate assemblies, performances, and club meetings from one organized dashboard that syncs automatically with your existing calendars.
- Avoid double-bookings across venues, staff, and resources
- Manage recurring or one-off events effortlessly
- Sync with Google, Outlook, or iCloud calendars
- See all campus events in one transparent shared calendar
Let families and staff book seats or slots instantly
Give parents and students a self-service event booking experience that works from any device. Whether it’s reserving seats for a concert or volunteering at the science fair, Koalendar’s school event calendar software makes sign-ups seamless and automatic.
- 24/7 self-service event booking for parents and students
- Custom request forms by event type (performances, fundraisers, etc.)
- Seat limits and attendance caps to manage crowd size
- Instant confirmations and calendar reminders
Collect details and files before the big day
Need permission slips, volunteer rosters, or equipment lists? Use customizable intake forms and file uploads to gather everything before the event. No chasing papers or last-minute confusion—just smooth preparation for every occasion.
- Custom intake forms for different event types
- Collect signatures, uploads, and preferences
- Share event materials or setup instructions in advance
- Automated reminders keep everyone informed
Boost attendance and communication
Automated confirmations, reminders, and notifications mean no more missed events. Keep staff, parents, and students updated instantly—and never worry about forgotten dates again.
- Email and SMS reminders for attendees
- Time zone detection for multi-location campuses
- Branded confirmations and follow-ups
- Sync with every participant’s calendar
Testimonials
Schools ❤️ Koalendar for Events
From school plays to graduation ceremonies, administrators use Koalendar to simplify event coordination, cut back on manual work, and ensure every occasion goes off without a hitch.
“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 flawless school events
Plan, approve, and manage every event from one central hub
- Use our school facility booking system to reserve gyms, auditoriums, or classrooms for any event. Prevent overlaps and set permissions by user role or department.
- Add an approval step before publishing events. Perfect for administrators who need to review requests for space, equipment, or staff coverage.
- Collect key details—like setup needs, contacts, or permissions—with fully customizable forms. Use different templates for sports, assemblies, or clubs.
- Keep everyone informed with a transparent, multi-location campus calendar. Students, staff, and parents can see upcoming events and availability at a glance.
- Reduce no-shows with branded email or SMS reminders. Send automatic updates when schedules change.
- Use Stripe integration to handle ticket sales or fundraising payments directly from the booking page—no extra tools needed.
- Export attendee lists, collect feedback, and analyze participation to make every future event even better.
- Add your event booking page to your school website, parent portal, or newsletter. Seamlessly integrates with Google, Outlook, and Zoom.
- Assign admins, teachers, or volunteers different levels of access to manage events securely across the school.
- Receive instant notifications for new bookings, changes, or cancellations so no event detail slips through the cracks.
Manage facilities and venues effortlessly
Approval workflows for event requests
Custom forms for each event type
Shared calendar for full visibility
Automated reminders and notifications
Collect payments or donations
Track attendance and engagement
Embed anywhere and stay connected
Flexible roles and permissions
Instant updates in real time
Integrations
Sync your school event scheduling software with your favorite tools
Connect seamlessly with Google Calendar, Zoom, Gmail, Stripe, and hundreds more through Zapier — keeping your events, communications, and payments perfectly in sync.
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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.
School event management software helps schools plan, organize, and track all types of events — from concerts and assemblies to after-school clubs. It combines scheduling, reminders, and facility booking into one platform, making event planning fast and stress-free for staff and families alike.
Yes! Koalendar doubles as a powerful school facility booking system, allowing administrators to reserve gyms, classrooms, or auditoriums. You can also manage availability, prevent overlaps, and track usage across multiple buildings or campuses.
When someone requests a date or space, you can require approval before it goes live. Admins receive notifications to review and approve requests instantly, maintaining full control over your event calendar.
Absolutely. With a transparent shared calendar, everyone stays in the loop. Parents and students can easily view events, book seats, and receive automated reminders — all synced with their personal calendars.
Yes. You can manage multiple campuses or facilities from one account, ensuring no double-bookings and clear visibility for every staff member and event coordinator.
Yes. Koalendar offers a forever-free plan that includes unlimited booking pages, calendar sync, and reminders. If you need more advanced features like approval workflows, branding, or payment collection, you can upgrade anytime.
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The simplest way to run every school event
Start free today with Koalendar’s school event management software and take the stress out of planning, approvals, and facility booking.
Start free today!
Up to 80% off for educators if you apply before October 31st!