Koalendar Alternative: OnlyCaly vs Koalendar Comparison

TL;DR

• Koalendar: Great for casual meetings. Free unlimited events.
• The Gap: No payments, no discreet titles, no HIPAA focus.
• OnlyCaly: Built for therapy/coaching. Includes intake forms + payments.
• Verdict: Use Koalendar for coffee chats. Use OnlyCaly for clients.

Koalendar has earned its reputation as a generous free scheduling tool. Unlimited event types, unlimited bookings, Google Calendar sync—all at no cost. For many professionals, it's a natural starting point.

But if you're a therapist, counselor, or coach, you may be hitting limitations that Koalendar wasn't designed to solve.

This comparison breaks down where Koalendar excels, where it falls short for wellness professionals, and how OnlyCaly offers an alternative path.

Quick Comparison: OnlyCaly vs Koalendar

Where Koalendar Excels

Let's give credit where it's due:

Generous Free Plan

Koalendar's free tier is genuinely useful. Unlimited event types and bookings makes it accessible for anyone starting out.

Simplicity

The interface is straightforward. You can set up a booking page in minutes without a learning curve.

Basic Needs Covered

For general meetings, consultations, and calls, Koalendar works well. If you're not in a privacy-sensitive field, it's a solid choice.

Where Koalendar Falls Short for Therapists/Coaches

1. No Payment Integration

Koalendar doesn't support collecting payments when clients book. For therapists who want to reduce no-shows with prepayment or deposits, this is a significant gap.

OnlyCaly: Stripe integration available on Starter plan. Clients can pay full fee or deposit at booking.

2. Limited Intake Forms

Koalendar offers basic form fields, but no custom intake questionnaires, conditional logic, or healthcare-appropriate questions.

OnlyCaly: Custom intake forms with multiple question types. Collect what you need before sessions.

3. No Privacy Controls

Event titles show exactly what you named them. If you call your event "Individual Therapy Session," that's what shows in your client's calendar invite.

OnlyCaly: Option for neutral/discreet calendar titles. Clients see "Appointment with [Name]" instead of service-specific details.

4. Single Reminder

Koalendar sends one reminder. Research shows two reminders (48h and 3-4h before) significantly reduce no-shows.

OnlyCaly: Multiple automated reminders at customizable intervals.

5. No Outlook Sync

If you or your clients use Outlook (common in corporate settings), Koalendar's Google-only sync is limiting.

OnlyCaly: Both Google Calendar and Outlook synchronization.

6. EU Data Concerns

Koalendar's data handling may not align with strict EU privacy requirements. No explicit EU data hosting option.

OnlyCaly: EU data hosting available for GDPR-conscious practices.

Feature Deep Dive

Booking Experience

Koalendar: Clean booking pages, easy timezone selection, straightforward confirmation. Gets the job done for basic scheduling.

OnlyCaly: Similar ease of booking, plus intake questions before confirmation, optional payment step, and privacy-conscious default settings. Designed specifically for wellness professionals.

Calendar Integration

Koalendar: Google Calendar only. Two-way sync works well.

OnlyCaly: Google and Outlook. Two-way sync prevents double-booking across all your calendars. Automatic Meet/Zoom link generation.

Payment Handling

Koalendar: None. You'll need a separate payment solution and manual coordination.

OnlyCaly: Stripe integration. Options include:

• Full payment at booking
• Deposit only (configurable percentage)
• Pay-later (reminder before session)
• Automatic receipts and cancellation/refund handling.

Client Communication

Koalendar: Confirmation and one reminder email. Basic but functional.

OnlyCaly: Confirmation, customizable reminders (multiple), follow-up emails post-session. All automated.

Who Should Stick with Koalendar?

Koalendar remains a good choice if you:

• Don't need payment at booking
• Don't require intake forms beyond basics
• Privacy features aren't critical for your practice
• You're on a zero budget and can't invest in tools
• You only use Google Calendar

Who Should Consider OnlyCaly?

OnlyCaly is better suited if you:

• See therapy, counseling, or coaching clients
• Need payment collection at booking (deposits or full)
• Want custom intake questions before sessions
• Value privacy (discreet calendar titles)
• Need Outlook calendar sync
• Are EU-based with GDPR concerns
• Want to reduce no-shows with multiple reminders

140: - Want to reduce no-shows with multiple reminders

Common Switching Mistakes

1. Forgetting to unsync: If you switch, remove Koalendar's access to your Google Calendar so it doesn't get confused.
2. Broken Links: Check your Instagram bio. It probably still links to Koalendar.
3. Client Confusion: Send a quick "I've upgraded my booking system" email so they know what to expect.

Frequently Asked Questions

Is Koalendar really free forever?

Currently, yes. They have a Pro plan in development but the free tier remains generous.

Can I use both tools simultaneously?

Technically yes, but it would create confusion. Pick one for consistency.

Does OnlyCaly have a free trial?

Yes. Free tier for basic testing, no credit card required. Paid plans have functionality trial periods.

The Bottom Line

Koalendar is a well-designed free scheduler. If you need basic booking for general meetings, it works.

But for therapists, counselors, and coaches, "free" has hidden costs:

• Lost revenue when clients don't prepay and no-show
• Professional credibility when forms are basic
• Time spent on manual payment coordination
• Privacy gaps when calendar titles expose session types

OnlyCaly costs money—but it's built for what you actually do.

The right tool depends on your practice needs. Try both. See which fits.

Try OnlyCaly Free →