Workshop scheduling software that fills seats and saves hours
Give your attendees a smooth registration experience and manage every session with ease using a friendly, reliable system made for creators, instructors, and training providers.
Trusted by trainers, facilitators, coaches, and organizations hosting workshops of all sizes
Let participants book anytime without back-and-forth
Make booking your workshops effortless with a clear, mobile friendly page that lets people register instantly. Whether you offer creative classes, corporate trainings, or group sessions, attendees pick a time that works and get instant confirmation. You stay focused on delivering great experiences instead of juggling messages.
- 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
- Upload instructions, worksheets, or prep materials
- Automated email reminders for attendees
- Reduce no shows and increase completed registrations
Manage multiple sessions, trainers, and rooms with clarity
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.
- Manage recurring or multi day workshop series
- Assign different trainers or facilitators
- Track attendance and monitor engagement
- Stay organized with a clear workshop agenda
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
- Seamless calendar syncing for all participants
Testimonials
Workshop hosts ❤️ Koalendar
See how instructors, trainers, and facilitators use Koalendar to run smoother sessions, reduce admin work, and deliver better participant experiences.
“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 you need to run workshops smoothly
A complete setup for registrations, scheduling, payments, and communication
- Set up dedicated registration pages with multiple time slots, capacity limits, and recurring schedules. Perfect for creative classes, fitness workshops, or corporate training sessions.
- Send branded confirmations, reminders, and follow up messages so attendees arrive on time and prepared. Reduce no shows without lifting a finger.
- Charge for workshops with Stripe or PayPal. Offer fixed, hourly, per attendee pricing, or apply discounts. Support for 150+ currencies.
- Ask participants anything you need before the workshop and allow them to upload files like assignments, documents, or waivers.
- Sync to Google, Outlook, or iCloud so every session appears automatically. Prevent double bookings across trainers or rooms.
- Use collective or round robin scheduling to distribute bookings across trainers, or let participants choose their preferred instructor.
- Your booking pages work seamlessly on phones and tablets and automatically detect attendee language from over 40 options.
- Add your workshop registration form to your website, landing pages, or social profiles using a simple embed link.
- Stay on top of who is attending, who cancelled, and how full each session is, with easy to read analytics.
- Add password protection, manage visibility settings, and control who can register for exclusive or internal events.
- Use Zapier, webhooks, Google Drive storage, or CRM integrations to create a seamless pipeline from registration to follow up.
- Integrate with Zoom, Google Meet, or Microsoft Teams so virtual sessions include video links automatically.
Create booking pages for each workshop
Automate confirmations and reminders
Collect payments during registration
Custom registration forms and file uploads
Sync workshop calendars with ease
Offer multiple instructors or co-hosts
Mobile friendly and multilingual
Embed your workshop scheduler anywhere
Track attendance and monitor engagement
Protect private or limited access workshops
Automate your workflow
Offer online or hybrid workshops
Integrations
Sync your workshop booking system with your favorite tools
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.
-
Workshop scheduling software helps you manage registrations, time slots, and attendance for any type of workshop. You can create booking pages, automate reminders, collect payments, sync calendars, and avoid overbooking so everything runs smoothly for both instructors and attendees.
-
Yes. Koalendar works as a workshop booking system that lets people register for sessions online, choose time slots, receive automatic reminders, and even pay during registration. It reduces manual admin work and makes the experience easier for everyone involved.
-
Absolutely. You can set up recurring workshops, multi session programs, or multi day events. You can also assign different trainers, limit class size automatically, and track attendance as participants move through your workshop series.
-
Yes. You can embed your booking page on your website, blog, landing page, or social profile. This makes registration quick, intuitive, and accessible without sending people to another platform.
-
Yes. You can collect payments with Stripe or PayPal, offer discounts, charge per attendee, or sell workshop packages. This makes it simple to monetize your events within your online workshop scheduler.
-
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.
Workshop scheduling made simple
Start using Koalendar to simplify registration, prevent overbooking, collect payments, and run your workshops with confidence.
Start free today!