How to Use Koalendar for Group Meetings, Classes, or Webinars

Koalendar makes it easy to host sessions with multiple attendees—perfect for group classes, tours, workshops, in-person events or webinars.

✅ Step 1: Set the Group Capacity

If your invitees can add guests during booking, those guests also count toward the total group capacity.

Once the limit is reached (including guests), the time slot will automatically become unavailable.

Just below the group size setting, you'll find options for how bookings appear in your connected calendar:

Single event with all attendees: One calendar event per group slot showing all attendee names and emails.
Separate event per attendee: You’ll get one calendar event for each person who books.

Choose what works best for your workflow or presentation style.

You can also choose whether or not to display the number of spots remaining on your booking page.

Enabled: Invitees will see how many seats are left for each time slot (e.g., “3 spots left”).
Disabled: Invitees won’t see this—slots appear open until filled.

Use this setup for workshops, campus tours, onboarding calls, webinars, or any group-format session.
Combine with payment collection if charging per attendee.
Send automated email and SMS reminders to reduce no-shows and improve attendance rates.
Use a follow-up email to send materials or recordings after the session.
Add a Total Booking Limit if you want to cap all bookings across your page (not just per slot).

Do guest counts affect availability?

Yes—each guest added by an invitee counts toward the total capacity of that time slot.

What happens when the group limit is reached?

The slot becomes unavailable and disappears from the booking page.

Will invitees see who else booked?

No—only their own details. You’ll see the full attendee list on your calendar and dashboard.