Workshop booking software that replaces your sign-up spreadsheet
You run sessions, and the workshop scheduling software handles registrations. Creators, trainers and coaches share one link, and people sign up and pay upfront.
Trusted by trainers, facilitators, and coaches from organizations of all sizes
Workshop scheduling without the email back-and-forth
Share a registration page and let people sign up on their own. You can use it for cooking classes, corporate training, or creative sessions. Attendees just pick a time and get an immediate confirmation.
- 24/7 self service booking from any device
- Limit class size automatically to prevent overbooking
- Offer multiple time slots for the same workshop
- Real time updates reflected across all calendars
Prepare smarter with custom forms and shared resources
Collect everything you need before the session starts. With custom intake forms, file uploads, and automated reminders, participants arrive prepared and instructors stay organized. From material lists to prework assignments, everything is handled automatically.
- Custom registration forms with required fields
- Add prep instructions to the confirmation email
- Automated email reminders for attendees
- Reduce no shows and increase completed registrations
A workshop appointment system for sessions, trainers and rooms
Running several workshops or training cycles at once? Koalendar helps you coordinate recurring workshops, instructors, and room availability without headaches. Your timetable updates instantly so you can spot conflicts before they happen.
- Run a multi-day series from one booking page
- Assign different trainers or facilitators
- Export your registration list to a spreadsheet
- Add session details and prep notes to each page
Increase attendance with smart reminders and sync
Attendees stay informed with automated reminders, confirmations, and real time updates. Koalendar syncs with personal calendars to reduce missed sessions and cancellations, giving you smoother workshops with better turnout.
- Email and SMS reminders to boost attendance
- Instant updates for cancellations or changes
- Multiple invitees per session for group workshops
- Calendar sync with Google, Outlook and iCloud
Testimonials
Workshop hosts ❤️ Koalendar
See how instructors, trainers, and facilitators use Koalendar to run smoother sessions, reduce admin work, and deliver better participant experiences.
Features for workshop hosts
A complete setup for registrations, scheduling, payments, and communication
Create booking pages for each workshop
Assign the workshop its own page with the time slots you offer and a seat limit per session. This works the same for a cooking class, a fitness workshop, or corporate training.
Automate confirmations and reminders
Send branded confirmations, reminders, and follow up messages so attendees arrive on time and prepared. Reduce no shows without lifting a finger.
Collect payments during registration
Charge for workshops with Stripe or PayPal. Offer fixed, hourly, per attendee pricing, or apply discounts. Support for 150+ currencies.
Custom registration forms and file uploads
Ask participants anything you need before the workshop and allow them to upload files like assignments, documents, or waivers.
Sync workshop calendars
Sync to Google, Outlook, or iCloud so every session appears automatically. Prevent double bookings across trainers or rooms.
Offer multiple instructors or co-hosts
Use collective or round robin scheduling to distribute bookings across trainers, or let participants choose their preferred instructor.
Mobile friendly and multilingual
Your booking pages work seamlessly on phones and tablets and automatically detect attendee language from over 40 options.
Embed your workshop scheduler on your site
Add your workshop registration form to your website, landing pages, or social profiles using a simple embed link.
See who has registered and who cancelled
See who has registered and who cancelled on each session, and export the list to a spreadsheet.
Protect private or limited access workshops
Password-protect a page so only the people you send the password to can register for a private or internal session.
Automate your workflow
Use Zapier, webhooks, Google Drive storage, or CRM integrations to create a seamless pipeline from registration to follow up.
Offer online or hybrid workshops
Integrate with Zoom, Google Meet, or Microsoft Teams so virtual sessions include video links automatically.
Integrations
Connect your workshop booking system to the tools you already use
Connect with Google Calendar, Zoom, Gmail, Stripe and more to automate communication, payments, and scheduling.
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.
It's a registration page tied to your calendar. You publish the dates you're running a session, participants pick one and register, and the booking lands on your calendar with a confirmation sent. The same setup covers classes, lessons and multi-day workshops.
All three sit on the same booking page. Koalendar syncs with Google, Outlook and iCloud, collects a signed waiver as a file upload on the registration form, and sends email or SMS reminders before the session.
Yes. Add a price to the booking page and participants pay by card, Apple Pay, Google Pay or PayPal as they register. Coupon codes work for early-bird or member rates.
The slot closes on its own. You set the number of seats per session, and once they're taken the workshop no longer shows as available. Participants can register for your next date instead.
Yes. Run a series as one booking page with a slot for each date, or give every session its own page. Assign the trainer running it, and Koalendar checks that trainer's calendar before it accepts a registration.
Yes. With collective and round robin scheduling, you can manage multiple trainers, balance their availability, and assign bookings automatically. It also works well for group workshop scheduling software needs where multiple hosts are involved.
Yes. Copy the embed code into your website or landing page and people register without leaving it. For Instagram, Facebook or LinkedIn, add your booking link instead.
Yes, free forever, with unlimited bookings, unlimited booking pages and calendar sync. Group sessions, payments and custom reminders are part of Pro, and you can try every feature free for 7 days with no credit card.
Helpful tips for running workshops more smoothly
Discover ways to improve registration, optimize trainer availability, structure sessions, and deliver better workshop experiences.
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Workshop scheduling made simple
Start using Koalendar to simplify registration, prevent overbooking, collect payments, and run your workshops with confidence.
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