🏢 Set Up Koalendar for Your Team

Whether you're part of a service-based business (like a barbershop, tutoring center, personal training studio, or law firm) or a distributed team managing client appointments, Koalendar helps you schedule efficiently as a team.

🚀 Why Use Koalendar as a Team?

• 🛠️ Manage all teammates’ pages and appointments from your own dashboard.
• 👥 Choose team scheduling modes with multi-host pages that either distribute bookings (Random Selection (Round Robin)) or require everyone's attendance (Collective Events).
• ✅ Delegate access by granting Admin rights to some teammates to manage availability, pages, and bookings.
• 🔐 Control permissions with flexible roles—Owner, Admin, Member.
• 🧱 Quickly onboard new members by cloning pages or passing templates using workspace-wide cloning features.
• 📑 Manage billing from one account and automatically give all teammates access to Pro features under the same subscription

All of this makes team scheduling faster, more collaborative, and easier to manage.

1. Invite your teammates

You can invite someone whether or not they already have a Koalendar account.

• If they don't have an account yet:

  They'll receive an email invitation. They should click the button inside the email, sign up for an account, and will see the invite banner on their dashboard. They’ll need to click Accept to join your workspace.

• If they already have a Koalendar account:

  The invite will appear as a banner on their dashboard the next time they log in. They’ll just need to Accept it.

  

👉 To invite:

1. Go to your Dashboard → Workspace

2. Click Invite teammate

   

3. Enter their emails and send the invite

2. Assign Roles

Once they've accepted your invite and join your workspace, you can change their role from your Dashboard → Workspace:

• 🧑‍💼 Member – Can create and manage their own booking pages
• 📣 Admin – Can edit and manage others’ booking pages
• 🔑 Owner – Full access—including billing and role management

👉 Learn more: Workspace Roles

3. Create multi-hosts events

Now that you have teammates in your workspace, you:

• 🎯 Random Selection (Round Robin) – Distributes bookings evenly among teammates

  👉 Get started: Random Selection (Round Robin) Events

• 👥 Collective Events – Every host joins the same meeting time

  👉 Learn more: Collective Events

Not sure? Compare both: Multi‑Host Scheduling Options for Teams

4. Manage Teammates’ Links & Bookings

Admins and the workspace owner can view and manage every teammate’s booking pages and scheduled events:

• 🔄 Switch between teammate dashboards
• 🗓️ View/edit their pages
• ✅ Cancel or reschedule meetings on their behalf

👉 Learn how →