How to Use Koalendar for Room, Location, or Resource Bookings
Koalendar makes it easy to manage conference rooms, community or coworking spaces, and other limited resources—eliminating double bookings and streamlining access. Here’s how to set it up and get sharing fast.
Step 1: Create a Booking Page
Set up a booking page for the rooms, locations, or resources you would like to make available.
How to Set It Up
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Head over to your Koalendar dashboard and click “+ New booking page”
- Title it clearly—for example: “Community Space Booking”
- Define the room or resources' availability—days, hours, recurring schedule under "Availability"
- Set the booking duration options (e.g., 30, 60, or 90 minutes)
- Add buffer time before/after bookings for setup or cleanup
- Enable calendar sync with your Google, Outlook or Apple Calendar to prevent double bookings
- Add Custom Questions (if needed) in the "Booking Form" section
- 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 booking
- Enable Tentative Booking to hold a slot while you're arranging access or confirmations
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Limit how many guests can book the same resource per time slot if needed (e.g., max 3 booking per slot)
- Final review then Publish: Double‑check settings, preview booking flow, then click "Publish booking page"
Step 2: Share the link for your room or resource booking page
- At the top right of your booking page editor, click on "Share". Then, simply copy your published booking link and embed it in your website or share it via email or anywhere else you would like folks to be able to book with you.
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:
