Tour scheduling software that keeps every booking organized
Make it effortless for travelers to book your tours online while you stay on top of schedules, guides, payments, and group capacity—all in one intuitive platform built for tour and activity operators.
Trusted by tour businesses, guides, and activity providers around the world
Let travelers book tours anytime, from anywhere
Today’s travelers expect instant booking—no calls, no emails, no delays. With our tour scheduling software, guests can reserve spots on your experiences 24/7, even from their phone while sightseeing. It’s perfect for adventure tours, city walks, boat excursions, and more.
- 24/7 online booking for any type of tour
- Real-time availability across all experiences
- Instant confirmations reduce confusion
- Ideal for single tours or large group events
Reduce no-shows with reliable reminders
Whether you’re coordinating small-group excursions or large sightseeing events, automated confirmations and reminders ensure your guests show up prepared and on time. Reduce cancellations and keep tours running on schedule—even across multiple time zones.
- Automated reminders & follow-up emails
- Smart time zone detection for international travelers
- Easy rescheduling when plans shift
- Boost attendance across all tour types
Collect traveler details before the tour begins
Stop chasing waivers, preferences, or special requirements at the last minute. Custom intake forms allow you to gather everything you need upfront—dietary needs, mobility notes, passport details, or file uploads for certain adventure activities.
- Custom forms for traveler details
- Collect waivers, documents or ID scans
- Share preparation info automatically
- Perfect for adventure tours or regulated excursions
See your team’s agenda in one clean dashboard
Manage guides, vehicles, routes, and meeting points without double-booking. Keep every guide’s schedule updated automatically, coordinate routes with ease, and get a clear overview of your daily and weekly operations.
- Centralized calendar for guides and staff
- Prevent conflicts across tours and resources
- Ideal for multi-location or multi-guide operators
- Automatic updates with every booking
Testimonials
Tour operators ❤️ Koalendar
From walking tours to adventure excursions, see why operators love how Koalendar simplifies scheduling, communication, and guest management.
“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 tour operators need in one simple platform
Built for tours, activities, excursions, and group experiences — all in one place.
- Create booking pages for sightseeing tours, excursions, multi-day trips, or private experiences. Display real-time availability to avoid overbooking.
- Allow multiple travelers to book the same time slot—perfect for group tour scheduling or activities with limited capacity.
- Assign guides automatically, enable round robin, or let travelers pick their preferred guide. Prevent scheduling conflicts across your team.
- Collect waivers, health details, preferences, file uploads, or route selections before the tour starts.
- Collect payments at booking through Stripe or PayPal. Enable seasonal pricing, per-attendee rates, or offer coupons for slow seasons.
- Perfect for international travelers—automatic language detection and local time conversion ensure clarity for every guest.
- Send confirmations, reminders, and follow-ups with meeting points, maps, weather considerations, or preparation instructions.
- Automatically sync guide schedules and tour events with your calendars. Embed your booking page anywhere.
- Easily manage weather-related changes or last-minute adjustments while keeping guests informed instantly.
- Ensure vehicles, equipment, or meeting points never get double-booked—ideal for adventure or transport-heavy tours.
- Open booking windows only during operating seasons, holidays, or special event periods.
- Restrict access to certain tour pages or staff-only schedules with passwords and admin controls.
Easy booking for every tour type
Support for group tours & shared availability
Guide scheduling & team coordination
Custom intake forms for traveler details
Payment integration made simple
Smart time zone & multilingual support
Clear communication with travelers
Integrate with Google Calendar, Outlook & tools you already use
Automated rescheduling & cancellation management
Resource coordination for buses, gear, or vessels
Flexible seasonal and date-range scheduling
Privacy controls for internal operations
Integrations
Connect your online tour reservation system with the tools you already use
Integrate with Google Calendar, Stripe, Gmail, Zoom, and hundreds of apps through Zapier to sync bookings, payments, communication, and team schedules effortlessly.
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.
Tour scheduling software helps tour operators manage bookings, guide schedules, payments, and communication from one place. Guests book online, availability updates instantly, and your calendar syncs automatically to avoid double-bookings or schedule conflicts. It works for walking tours, adventure excursions, private tours, and large group experiences.
Yes. Koalendar functions as a full online tour reservation system where travelers can reserve time slots, pay online, and receive automatic confirmations. Operators get tools for group tour booking, cancellations, multilingual guests, and more.
Absolutely. You can embed Koalendar directly on your website so travelers can book without leaving your page. It works on any CMS, including WordPress, Wix, Shopify, and custom sites.
Yes. Assign guides, prevent scheduling conflicts, use round robin assignment, or allow travelers to choose a guide. It’s designed to support teams of any size.
Yes. You can collect payments securely with Stripe or PayPal, set per-attendee pricing, offer discounts, and manage seasonal pricing for peak or off-season booking periods.
Yes. Koalendar offers a free forever plan with unlimited booking pages and essential features. You can upgrade anytime for advanced tools like payment collection, branding, and automation.
Tour scheduling software made simple
Whether you run sightseeing tours, adventure activities, boat charters, or group excursions, Koalendar helps you stay organized, save time, and deliver a seamless guest experience.
Start free today!