Spa scheduling software for therapists and treatment rooms
Share your booking page on your website, Instagram, or a QR code at reception. Guests choose a treatment and an available time. Paid plans add reminders, deposits, and team scheduling.
Trusted by professionals
Let guests book spa treatments anytime
Let guests book massages, facials, and other treatments online, even when reception is closed. They can see available appointments and complete their booking without calling or sending a message.
- 24/7 client self-booking from any device
- Instant confirmation emails and texts
- Auto-sync with Google, Outlook, or iCloud calendars
- Works for day spas, wellness centers, and resort spas
Personalized intake forms for every guest
Ask guests about their preferences, allergies, and treatment requirements when they book, so your therapist has the details before the appointment.
- Customizable intake and consent forms
- Collect files or notes before the session
- Share pre-treatment instructions automatically
- Reduce last-minute confusion or paperwork
Manage therapist and treatment-room availability
Set availability for therapists and treatment rooms, and connect the calendars used to check for booking conflicts. Assign staff or resources to each treatment and leave time between appointments for preparation and cleanup.
- Manage staff shifts and room assignments
- Prevent overlap or double-booking conflicts
- Sync therapist calendars automatically
- Track workload and resource usage
Fewer cancellations and no-shows
Send automatic confirmations and reminders with appointment details and a link to reschedule. You can even include cancellation policies or deposit reminders to reduce no-shows and protect your time.
- Email & SMS reminders before appointments
- Easy reschedule and cancel links for clients
- Deposit and policy reminders reduce no-shows
- Branded confirmations for a premium touch
Testimonials
Spa owners & therapists ❤️ Koalendar
See how customers use Koalendar to manage appointments and spend less time arranging bookings.
“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 your spa needs in one calm, cohesive platform
Simplify bookings, manage your team, and give guests a stress-free experience
Integrated booking pages for every service
Create a booking link for massages, facials, or wellness packages. Clients see real-time availability, choose their preferred therapist, and confirm instantly — all in one spa booking system.
Customizable intake and consent forms
Collect client information, allergies, or preferences before treatments. Koalendar’s spa scheduling software supports file uploads, consent forms, and custom questions.
Automated confirmations and reminders
Reduce no-shows with branded email and SMS reminders. Include links to reschedule or cancel, plus policies and deposit info for clear client communication.
Staff and room management
Manage multiple therapists and rooms with visual calendars. Detect shift conflicts automatically and adjust availability for each staff member or service.
Collect payments & deposits securely
Use Stripe integration to collect deposits or full payments before the appointment. Eliminate confusion around deposits or cancellations.
Calendar sync for every therapist
Sync with Google, Outlook, or iCloud calendars to prevent overlaps and show real-time therapist availability in one view.
Automate your workflow
Send booking emails through Gmail, or use Zapier and webhooks to pass booking details to other tools.
Mobile-friendly and multilingual
Your booking page looks beautiful on any device and supports over 40 languages, perfect for international resort spas and wellness centers.
Embed on your website or social media
Embed your booking page on your spa’s website so guests can book without leaving it. Share your booking link on Facebook or in your Instagram bio.
Simplify repeat bookings for regular clients
Share a booking link for a guest’s usual treatment or therapist. You can prepare a personalized link with their name and email prefilled, so they have fewer details to enter.
Integrations
Sync your spa booking system with the tools you already use
Integrate seamlessly with Google Calendar, Zoom, Stripe, Gmail, and hundreds more through Zapier — keeping bookings, 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.
Spa booking software lets guests view available treatments and book appointments online. Koalendar connects your booking page to your calendar and sends booking confirmations. Paid plans add reminders, payment collection, and team scheduling.
Yes. You can set availability for therapists and bookable rooms, connect their calendars, and assign staff or resources to different treatments. Available appointments depend on the calendars and booking rules you configure. Team and resource scheduling require an appropriate paid setup.
Yes. Therapists can connect Google Calendar, Outlook, or iCloud. Confirmed appointments are added to the selected booking calendar. Events marked busy block availability when their calendar is selected for conflict checking.
Yes. Clients receive a confirmation email when their booking is confirmed. If you require manual approval, confirmation is sent after approval. Paid plans offer email or SMS reminders, depending on the plan, and you can include rescheduling links.
Yes. Confirmation emails include reschedule and cancel links by default. Clients can use them to change their appointment, and the connected calendar updates accordingly. You can disable these links if you prefer guests to contact the spa.
Yes. Guests can open your booking page in their phone’s browser and book without downloading an app. You and your staff can also manage appointments in the Koalendar app for iPhone and Android.
Yes. With a paid plan and a connected Stripe account, you can collect a deposit or full payment during booking. Koalendar takes no commission; Stripe processing fees apply.
Yes, for scheduling treatments such as massages and facials at a retreat, resort, or hotel spa. Koalendar handles appointment booking; accommodation reservations and complete multi-day retreat packages need a separate system.
Yes. Koalendar’s free plan includes unlimited one-on-one bookings and booking pages, plus up to two connected calendars from Google, Outlook, or iCloud. It suits an individual practitioner taking appointments. Reminders, payments, and team scheduling require a paid plan. See our pricing page for current options.
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Start taking spa bookings online
Create your spa’s booking page and share it with guests. Start free for individual appointments, with paid options for team scheduling and payment collection.
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