How to Use Koalendar for Room, Location, or Resource Bookings

Koalendar makes it easy to manage conference rooms, coworking spaces, classrooms, or community spaces—eliminating double bookings and streamlining access. Here’s how you set it up and get sharing quickly.

Step 1: Create Your First Booking Page

Set up a booking page for each room or location space.

How to Set It Up

1. Go to your Koalendar dashboard and click “+ New Booking Page”

   

2. Title it clearly—for example: “Book Room A – Conference Room” or “Community Space Booking”
3. Select the room’s availability—days, hours, recurring schedule
4. Set the duration options (e.g., 30, 60, or 90 minutes)
5. Add buffer time before/after bookings for setup or cleanup
6. Enable calendar sync with your Google, Outlook or Apple Calendar to prevent double bookings.
7. Add Custom Questions (if needed)
8. Automate reminders and confirmations:
   • Customize your confirmation email
   • Enable Email & SMS reminders to reduce no‑shows.
   • Set a follow-up email to be sent a few hours after the appointment
9. Enable Tentative Booking to hold a slot while you're arranging access or confirmations.

10. Limit how many guests can book the same resource per time slot if needed (e.g., max 3 booking per slot)

    

11. Final review then Publish: Double‑check settings, preview booking flow, then click Publish.

Step 2: Clone your booking page

Now that you have your first page ready, you can duplicate it for each room/location that you need to make available for bookings

Step 3: Share the link displaying all your bookings pages

1. On your dashboard, click the link under your account name. This will take you to your public page listing all your booking pages.

2. Click Share & copy your link or embed it in your website

Frequently Asked Questions

Can users cancel or modify their bookings?

Yes. Every confirmation includes links to reschedule or cancel.

How do I charge for booking?

Set a pricing and optionally connect your account to Stripe.

Can I require approval before bookings?

Yes, you can. See how

Can multiple people book overlapping slots?

No—unless you set capacity higher than one. Koalendar prevents double bookings automatically.

Here's how to increase capacity: