School event management software for scheduling and booking
This event scheduling system helps staff reserve facilities, organize schedules, and automatically notify parents. As a result, every game, assembly, and ceremony goes smoothly and as planned.
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.
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.
Everything you need for flawless school events
Plan, approve, and manage every event from one central hub
Manage facilities and venues effortlessly
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.
Approval workflows for event requests
Add an approval step before publishing events. Perfect for administrators who need to review requests for space, equipment, or staff coverage.
Custom forms for each event type
Collect key details—like setup needs, contacts, or permissions—with fully customizable forms. Use different templates for sports, assemblies, or clubs.
Shared calendar for full visibility
Keep everyone informed with a transparent, multi-location campus calendar. Students, staff, and parents can see upcoming events and availability at a glance.
Automated reminders and notifications
Reduce no-shows with branded email or SMS reminders. Send automatic updates when schedules change.
Collect payments or donations
Use Stripe integration to handle ticket sales or fundraising payments directly from the booking page—no extra tools needed.
Track attendance and engagement
Export attendee lists, collect feedback, and analyze participation to make every future event even better.
Embed anywhere and stay connected
Add your event booking page to your school website, parent portal, or newsletter. Seamlessly integrates with Google, Outlook, and Zoom.
Flexible roles and permissions
Assign admins, teachers, or volunteers different levels of access to manage events securely across the school.
Instant updates in real time
Receive instant notifications for new bookings, changes, or cancellations so no event detail slips through the cracks.
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.
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.
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