🏢 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 lets you manage appointments across multiple hosts or resources from one workspace.

🚀 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)), require everyone's attendance (Collective Events), or allow the invitee to choose the person or resource they want to meet with before picking a time (Select Provider).
• ✅ Delegate access by granting Admin rights to some teammates to manage availability, pages, and bookings.
• 🔐 Control permissions with flexible roles—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.

👉 To invite:

1. Go to your Dashboard → Workspace

2. Click Invite teammate

   

3. Enter their email and send the invitation

   

4. They will receive an invitation link by email. After they follow this link, they will be redirected to this page (if they don't have a Koalendar account yet, they will first need to sign up):

   

5. Once they click "Accept the invite", they will join your workspace.

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

👉 Learn more: Workspace Roles

3. Create multi-hosts events

Now that you have teammates in your workspace, you can create multi-hosts events:

• 🎯 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

• 👤 Select Provider – Invitees choose which host they want before selecting a time.

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

4. Manage Teammates’ Links & Bookings

Admins 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
• 📑 Clone booking pages across the workspace

👉 Learn how →

5. Assign Hosts or Resources to Specific Services

Each appointment type (service) can have its own hosts.

Examples:

This allows you to:

• Offer multiple services
• Route bookings to the correct team members
• Keep scheduling organized as your team grows

6. Set Availability Per Host or Resource

Each host or resource can have their own availability rules, including:

• Working hours
• Time zone
• Breaks or days off
• Booking limits

This ensures your scheduling works smoothly even if:

• Team members work different hours
• Staff are in different time zones
• Resources have limited availability

Koalendar automatically calculates the available time slots based on these settings.

✅ You’re all set!

Your team can now start accepting bookings through shared scheduling pages.