Scheduling software for universities that keeps your campus running smoothly
Give faculty, staff, and students a simpler way to organize meetings, book advising sessions, reserve rooms, and coordinate academic schedules—without endless emails or conflicts. A higher education scheduling system designed to make campus life easier.
Trusted by colleges, universities, and higher-ed teams who need intuitive, reliable scheduling every day
Centralized scheduling for all academic departments
Whether you're coordinating advising hours, managing research meetings, or allocating classrooms, Koalendar brings everything into one place. With our scheduling software for universities, you eliminate double-bookings, simplify cross-department planning, and keep everyone aligned on shared campus resources.
- Prevent conflicts for rooms, labs, and faculty
- Manage recurring classes and office hours
- Sync availability with Google, Outlook, or iCloud
- Unify scheduling across colleges and departments
Boost attendance for advising, classes, and events
Automatic reminders and confirmations help reduce no-shows across advising sessions, tutoring appointments, committee meetings, and campus events. Students see everything in their local time, keeping hybrid and international programs running smoothly.
- Automated email and SMS reminders
- Smart time-zone support for global programs
- Branded confirmations and follow-ups
- Easy rescheduling for busy students and faculty
Let students book 24/7 from any device
Skip the back-and-forth emails. Share a link and let students book advising meetings, tutoring sessions, or office hours instantly. With our higher education resource booking platform, campus services are always accessible—no matter the time zone or device.
- 24/7 student appointment booking
- Dedicated pages for advisors, services, and events
- Instant confirmations remove uncertainty
- Perfect for large campuses and multi-college universities
Collect forms, documents, and prep materials in advance
Advisors, professors, and administrative staff get everything they need before each meeting. Students can upload files ahead of time, and you can request key details through custom intake forms—streamlining preparation for academic advising, research discussions, or administrative appointments.
- Custom intake forms for student needs
- Upload transcripts, research materials, or documents
- Share resources automatically before meetings
- Automated follow-ups keep academic progress on track
Testimonials
Universities ❤️ Koalendar
See how higher-education teams—from advising centers to faculty departments—use Koalendar to simplify academic scheduling and support thousands of students efficiently.
“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.”
The complete scheduling toolkit for universities
Built for higher education: advising, classes, faculty meetings, and campus resources — all in one place.
- Integrate seamlessly with Zoom, Google Meet, Gmail, Stripe, automation apps, and campus systems so scheduling, communications, and workflows stay unified.
- Set up booking links for advisors, professors, research groups, tutoring centers, student services, and labs. Real-time availability ensures smooth academic staff coordination.
- Send branded reminders and follow-ups directly from your university email account. Keep students updated so advising sessions, office hours, and committee meetings run on time.
- Gather essays, research proposals, advising questions, or permission forms before each appointment using customizable intake forms.
- Use date ranges, recurring availability, and booking rules to power your course scheduling software for universities or manage departmental timetables.
- Protect counseling, academic appeals, or HR sessions using password-protected pages and controlled booking access.
- Faculty advisors, professors, and administrators receive real-time notifications for new bookings, changes, or cancellations.
- Use your higher education resource booking platform to assign rooms, prevent conflicts, and coordinate lecture hall availability across departments.
- Automatic time-zone detection ensures students across the globe never miss advising or virtual office hours.
- Plan exam room booking, semester-long timetables, orientation sessions, and department-wide events with tools that highlight cross-department scheduling conflicts instantly.
Connect with the tools your campus already uses
Create booking pages for every service or department
Automate confirmations and reminders
Collect documents and form submissions
Flexible course and class scheduling system
Privacy-first scheduling for sensitive meetings
Instant updates for faculty and staff
Manage classrooms, labs, and campus resources
Support international and hybrid programs
Bulk scheduling for large academic operations
Integrations
Connect your university scheduling system to tools you already use
Sync with Google Calendar, Zoom, Gmail, Stripe, and hundreds more through Zapier—keeping academic operations, communications, and bookings perfectly aligned.
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.
Scheduling software for universities helps organize advising sessions, faculty meetings, classes, campus resources, and student services. It centralizes booking pages, syncs with academic calendars, automates reminders, and prevents double-bookings across departments so campuses run more efficiently.
Yes. Koalendar can support course scheduling workflows, office hours, and departmental timetables. While not a full registrar system, it makes it easy to manage recurring availability, set booking rules, and coordinate across departments without conflicts.
Absolutely. Advisors, tutoring centers, and student support teams can create dedicated booking pages with real-time availability. Students book in a few clicks and receive automatic confirmations and reminders.
Yes. You can embed Koalendar directly into your university website, student portal, or LMS so students can book advising, tutoring, or office hours without leaving your platform.
Yes. It serves as a higher education scheduling system for faculty office hours, committee meetings, research group coordination, and inter-department collaboration. Teams can use round-robin or collective booking for shared responsibilities.
Yes. Koalendar offers a free plan with unlimited booking pages, calendar sync, and essential scheduling features. Universities can upgrade for advanced branding, payment collection, and more robust administrative controls when needed.
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University scheduling made simple
From advising centers to academic departments, Koalendar helps your campus stay organized and supports students at every step.
Start free today!