How does Koalendar pricing work?
Koalendar pricing is designed to stay simple: you can use Free Forever with no time limit, and upgrade to the Pro plan only if you need advanced features like branding, payments, reminders, or team scheduling.
This page explains:
Seat-based billing
Koalendar billing is seat-based, meaning you pay for what needs to be bookable and manageable in your account, not the number of bookings you receive or the number of booking pages you create.
In practice:
- If someone needs to be scheduled (booked), they typically need a seat
- If someone needs to manage scheduling for others, they need a seat
- If a resource needs to be booked (a meeting room, equipment...), they need a seat too.
You do NOT to pay for:
• Number of bookings
• Number of invitees
• Number of booking pages
• Number of scheduling links
What is a seat?
A seat, then, is what you pay for. A seat is required for:
- People who can be booked (users/hosts)
- Resources that can be booked (meeting rooms, equipment)
- Admins who manage bookings in the Koalendar workspace
Pricing examples
---> Solo Professional Scenarios
A -One person booking themselves and checking 2 calendars for availability
“I’m a consultant with 2 calendars, one personal, one for work, and want people to book time with me without conflicts.” "
Seats needed: 0. Free Forever Plan allows you to get booked and connect up to 2 calendars to check your availability against.
B – One person with 4 calendars
“I have work + personal + side business calendars.”
Seats needed: 1. You will require a Pro subscription to connect 3 or more calendars. With Pro you can connect unlimited calendars to check your availability.
---> Small team scenarios
C - Two coaches booking separately
"We each have 3 personal calendars to check availability against and want clients to book us individually"
Seats needed: 2 as they are 2 people getting booked and Pro allows unlimited connected calendars/user.
D - Two hosts (already users) required in the same meeting (collective)
"We both are Koalendar users, and we need to attend and host the same meeting with 10 attendees"
Seats needed: 2, as they are already Koalendar users. Attendees DO NOT need a seat.
E- Three hosts (1 Koalendar user, 2 external) required in the same meeting (collective)
"I am organising and hosting an event with 2 people who are not Koalendar users. There will be over 50 attendees."
Seats needed: 3. The user requires one, and the extra 2 hosts require a seat each too, as they will be booked. Attendees DO NOT need a seat.
F - Round robin between 3 team members
"I need to schedule and distribute calls between myself and 2 colleagues"
Seats needed: 3, one per person who needs to get booked.
G - Manage round robin between 3 team members
"I need to manage and distribute intro calls between 3 of my team members"
Seats needed: 4. One for the admin and one for each of the Sales reps who needs to get booked.
H -Assistant managing founder’s bookings
" I am a Founder who needs to get booked by stakeholders. My assistant manages my agenda."
Seats needed: 2: One for the founder who gets booked, 1 for the assistant who manages the bookings.
--> Office / Resource Scenarios
I- 1 person + 3 meeting rooms
"I'm an Office manager and I need to manage bookings for 3 meeting rooms"
Seats needed: 4. The office manager needs a seat as he will be managing bookings. Each bookable room also requires a seat.
--> Classes / Group Events
J- Teacher running group classes
" I'm a teacher and I need to allow several students to book the same class"
Seats needed: 1, as you require group meetings, which are not included in Free.
Attendees do NOT require seats.
Free Forever
Best for personal use, and it's genuinely free.
The free forever plan includes:
- Unlimited bookings
- Unlimited 1:1 event types (booking pages)
- Unlimited scheduling links
- Calendar sync (Google, Outlook, iCloud)
- Up to 2 connected calendars
- Control your meeting availability
- Smart time zone detection
- Booking notifications
- Booking page customization (image, color, link)
- Video conferencing (Google Meet)
- Website embeds
- QR code
- 30+ languages
Pro
Best for professionals and small businesses who want more automation and customization
Price $6.99 per seat/month on annual billing
Pro includes everything in Free, plus:
- Unlimited connected calendars
- Group sessions/classes
- Supports multi-host events (round robin & collective)
- Recurring & multiple bookings
- Booking form questions
- Payments
- Custom email and SMS reminders and follow-ups
- Password protected links and tentative bookings
- Full booking page customization (remove Koalendar branding)
- Advanced integrations like Zapier and webhooks
- Redirect invitees to your own site
Teams
Best for large organizations (10+ seats)
Teams includes everything in Pro, plus:
- Unlimited seats
- Dedicated account support
- Dedicated onboarding and implementation