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All features that you need in a university scheduling system

Students instantly schedule meetings or office hours

Students often juggle tight class schedules and need immediate confirmations when booking office hours or advisory sessions. Instant scheduling reassures them, simplifies professors' calendars, and eliminates scheduling conflicts, streamlining everyone's day.

University Appointment Booking App

Showcase campus life, faculty highlights, customized branding

Displaying genuine photos of campus events, notable faculty achievements, and student testimonials creates a welcoming online environment. Tailored branding reflects university values clearly, helping students feel confident using your booking system to engage with university services.

University Scheduling Page

Collect detailed student information ahead of appointments

Gathering essential information beforehand, such as academic goals or topics to discuss, allows faculty or advisors to prepare effectively. This ensures productive, focused sessions rather than vague or general meetings.

University Booking Questions

Automated appointment reminders and feedback follow-ups

Students easily overlook scheduled advising appointments amidst busy semesters. Automated reminders significantly reduce no-shows. Additionally, post-meeting feedback surveys capture valuable insights, helping continuously improve student satisfaction and advising quality.

University Meeting Reminders

Facilitate secure online payments for university services

Easily manage payments or deposits for services like workshops, seminars, or facility rentals directly online. Collecting payments upfront reduces administrative hassle, ensuring smooth financial operations without confusion or delays.

University Online Payments

Centralized management across university departments and locations

Coordinating schedules among multiple faculties or campus buildings can become challenging. A centralized calendar keeps track clearly, prevents room booking conflicts, and simplifies logistical planning across the university.

University Multi Location Booking

Organize varied university events with distinct setups

Lectures, seminars, workshops, and office hours each require individual durations, room arrangements, or participant limits. Customizing each service ensures efficient use of resources and avoids scheduling mishaps.

University Multiples Services Booking

Evenly distribute advising sessions or faculty duties

Automatically assigning students to faculty advisors or instructors balances workloads. This system ensures no single advisor is overwhelmed, maintaining high-quality student interactions and faculty productivity.

University Round Robin Scheduling

Individual profiles highlighting faculty expertise and achievements

Detailed profiles allow students to choose advisors or professors based on expertise, research interests, or teaching style. Transparent faculty backgrounds build trust, encourage meaningful interactions, and enhance the advising experience.

University Team Profiles

Flexibly manage academic schedules and special events

Quickly adapt availability during exam seasons, breaks, or special university events. Flexible scheduling capabilities help maintain organized calendars and smooth campus operations, reducing last-minute adjustments or confusion.

University Custom Calendar Availability

Embed scheduling access across university platforms

Embedding booking calendars into departmental websites, student portals, emails, and social media channels provides effortless scheduling access. This widespread integration ensures students and staff easily schedule appointments wherever they interact with university services.

University Meeting Booking Link

Easy Setup. On-Call Help When You Need It

Switch from old clunky University Booking system

5-minute setup

Book With Confidence

No technical skills required

Stress-free experience

Call + Email support

Flexible contact options

University Booking system which covers all niches

Class
Class
Tutor
Tutor
Music Lesson
Music Lesson
Workshop events
Workshop events
Daycare
Daycare
School
School
Library
Library
Parent teacher meeting
Parent teacher meeting

No commission, No license fees.

Just simple, fair pricing

monthly
Yearly
(save upto 20%)

Standard

$9/month
For professionals.
  • All free features
  • Unlimited events
  • Zapier integration
  • Paypal integration
  • Priority Support

Teams

$15/month
For growing businesses.
  • All standard features
  • Teams scheduling page
  • Round robin scheduling
  • Collective scheduling

Enterprise

$25/month
For large companies.
  • All teams features
  • Account manager
  • Custom integrations
  • Phone Support
  • Personalised onboarding & Training

100% of features needed in a University scheduling app

Automated Reminders
Ensure students and faculty never miss important meetings by sending timely email reminders. Automated reminders reduce no-shows and help maintain a smooth academic schedule.
Booking links
Provide students and staff with easy-to-use booking links to schedule academic consultations, office hours, or campus tours. Simplify appointment booking with a direct link.
Workflows
Streamline communication by automating email workflows for pre-meeting instructions, follow-ups, and post-meeting feedback. Ideal for academic advising and administrative tasks.
Buffers
Prevent scheduling fatigue by adding buffer times between appointments. This ensures faculty and staff have time to prepare for their next meeting or class.
Calendar Sync
Keep academic schedules organized by syncing with popular calendar platforms. Faculty and students can easily manage their appointments alongside class schedules.
Website Embed
Integrate appointment booking directly into the university's website for easy access. Students can schedule meetings without navigating away from the site.
File sharing
Allow faculty to share syllabi, research papers, or other academic materials directly on the scheduling page. Students can access necessary files before their appointments.
Team Scheduling
Coordinate schedules for faculty across multiple departments or campuses. Ideal for organizing team meetings, collaborative research sessions, or administrative planning.
Images and Videos
Enhance the booking experience by adding university branding, faculty photos, or instructional videos to the scheduling page. This builds trust and provides helpful context.
Notice period
Ensure proper preparation by setting a minimum notice period for bookings. Faculty can plan ahead for advising sessions or academic meetings.
Round Robin Allocation
Balance workloads by evenly distributing student appointments among faculty members. This ensures fair allocation and avoids overbooking any individual.
WhatsApp Integration
Enable quick communication by integrating WhatsApp on the scheduling page. Students can clarify doubts or confirm appointments directly with faculty or staff.
Booking questions
Gather essential information from students before appointments by adding customizable questions. This helps faculty prepare for academic advising or consultations.
Collective scheduling
Coordinate group meetings or collaborative sessions by finding time slots when all participants are available. Perfect for research teams or administrative committees.
Custom availability
Adjust availability for holidays, exam weeks, or special events. Faculty and staff can manage their schedules effectively during peak academic periods.
Profile
Provide detailed profiles for faculty or departments, including FAQs and contact information. This helps students choose the right person for their academic needs.

Latest updates in University appointment scheduling

Universities aren’t quiet anymore. Not digitally, at least. The war rooms have moved online — into calendars, group schedulers, and yes, overbooked advising queues that still break every semester. What’s shifting is subtle but real: calendar scheduling software is finally catching up with how chaotic higher ed actually is. Students want 2-tap access to professors, while admin staff want fewer “Did you get my email?” follow-ups. No one wants to write another Doodle poll. So, university appointment systems are going leaner, faster, and more transparent. Round-robin distribution for departmental counseling? It’s more common than people think — and according to Lunacal’s 2025 report, teams using it saved over 4 hours a week ⏳. That’s not just convenience. That’s budget math. Another underrated trend: students prefer booking tools that show who they’re meeting — with a photo, short intro, maybe even their area of research. 61% said they want booking pages to feel more like personal landing pages. This flips the old idea that neutrality is more professional. What’s funny is, tools meant for other industries are sneaking into academia. I spoke to one department using a Music Lesson Booking system template to manage their practice room slots — it worked better than their old IT-built portal. And here’s the kicker: some tutoring centers are ditching university tools entirely and switching to Tutor Booking systems because they offer SMS reminders and async pre-session notes. The takeaway? Universities that treat booking tools like extensions of real people — not just infrastructure — are winning. Less chaos. More trust.

Frequently Asked Questions

I’ve had the best experience with Lunacal. It helped us manage everything from faculty meetings to student advising slots. Custom fields, automated reminders, and visibility across departments made it way easier than juggling spreadsheets.

Yes, but only if you use something that supports multi-location or role-based scheduling. A friend running a daycare scheduling tool said the same thing—centralized control, but customized calendars.

Free tools work for small teams, but they don’t scale. Once you have multiple faculty, students across time zones, or custom rules for different programs, you’ll need something more robust.

Absolutely. I usually ask students to select a topic—advising, thesis help, or office hours—right when they book. It saves time and makes the session more productive. I borrowed this from a parent-teacher scheduling tool.

There’s a push toward self-service systems where students can find open slots across departments. Also, more platforms now support custom branding and embedded policies—like you’d see in library appointment tools.

Yes. I use separate calendars with filters by program. Whether it’s TA sessions, thesis reviews, or capstone check-ins, everything lives in one platform—just organized well.

Definitely. I’ve embedded calendars on departmental pages and intranet dashboards. Students don’t need to email anymore—they just visit the page and book. I got the idea from a music class scheduling setup.

You’ll want visibility (for admin), flexibility (for faculty), and ease of use (for students). Bonus if it supports waitlists or bulk rescheduling during holidays. You don’t want to rebuild calendars from scratch.

Set automatic reminders and clear cancellation windows. I usually do a 24-hour notice policy and send a reminder the day before. Since then, our no-shows have dropped noticeably.

Yes—and they should. A good university booking system lets each person manage their own availability while staying in sync with the overall calendar. Keeps things organized without micromanagement.

Lunacal works well if you want customization and a clean interface. Calendly is okay for simple use cases. Square Appointments is more business-focused, but some departments use it just for ease of setup.

Authored & Reviewed by:

Sarah MitchellEducation Technology Specialist & Former teacher

Sarah Mitchell is an education technology consultant based in Denver, Colorado. After graduating from Colorado State University in 2011 with a degree in Education Management, she worked across various private schools and early childhood education centers before transitioning into EdTech consulting. From 2015 onward, Sarah led projects that helped schools move from paper-based enrollment to fully online calendar scheduling and class booking platforms, cutting administrative load by nearly 45% on average. She believes that modernizing appointment scheduling not only saves time but also strengthens parent trust and student engagement. Sarah lives in Denver with her two rescue dogs and spends weekends hiking Colorado’s many mountain trails.

Experience with Scheduling Tools

BrightwheelCalendly for EducationPicktimeSchoolMintlunacal.ai

Pranshu KacholiaFounder, lunacal.ai calendar scheduling software

Pranshu Kacholia is the founder of Lunacal.ai, a next-generation calendar scheduling platform built to turn passive booking pages into active brand experiences. He has in-depth expertise of building appointment booking tools and implementing them across industries. Before founding Lunacal, Pranshu served as the Head of Marketing at Happay (India’s largest T&E platform) and ClickPost (Asia’s second-largest logistics intelligence platform). His work at Happay contributed to the company’s expansion into enterprise markets, while at ClickPost, he played a key role in positioning the brand as a category leader across India and Southeast Asia.

Experience with Scheduling Tools

Lunacal.aiCalendlyAcuity SchedulingSquare AppointmentsSetmoreDoodleBooksyMindbodyFreshaSimplyBook.meHoneyBook