Koalendar vs Calendly: Which is Best for You? (2026 Comparison)
Alex from OnlyCaly·Content Team
February 13, 2026
3 min read
TL;DR
- Calendly: Best for sales teams and enterprise (robust, but expensive HIPAA).
- Koalendar: Best for casual freelancers needing a free link (simple, but lacks features).
- OnlyCaly: Best for therapists & coaches (Free plan includes payments & HIPAA).
- Key Difference: OnlyCaly is built for patient relationships, not sales leads.
If you are looking for simple scheduling software, you've likely found Calendly (the giant) and Koalendar (the lightweight alternative).
But which one is right for your needs? And if you are a therapist or coach, is there a third option that beats them both?
At a Glance
| Feature | Calendly | Koalendar | OnlyCaly |
|---|---|---|---|
| Best For | Enterprise & Sales Teams | Basic Freelancers | Therapists & Coaches |
| Free Plan | 1 Event Type | Unlimited Events | Unlimited Events |
| Payments | Paid Plan Only | Paid Plan Only | Free Plan |
| Intake Forms | Basic | Basic | Advanced (HIPAA) |
| HIPAA | Enterprise ($$$) | No | Yes |
1. Calendly
The Good:
- Industry standard. Everyone knows how to use it.
- Powerful team features (Round Robin).
The Bad:
- Limit of 1 Event Type on Free Plan. If you need "15 min consult" AND "60 min session", you must pay.
- Compliance Cost: HIPAA compliance is locked behind expensive Annual enterprise contracts ($15k+ minimums often). See our HIPAA Compliance Guide for more details.
2. Koalendar
The Good:
- Unlimited Appointments on Free Tier. This is their killer feature.
- Clean, simple Google Calendar integration.
The Bad:
- Very Basic. It lacks robust features for professional practices (like complex buffers, sophisticated intake forms, or deposit handling).
- It's a "scheduler", not a "practice manager".
3. The Specialist Alternative: OnlyCaly
If you are a therapist, counselor, or high-ticket coach, generic tools like Calendly and Koalendar have a flaw: They treat your patients like sales leads.
Why OnlyCaly wins for Practitioners:
- HIPAA Compliance: Built-in from day one.
- Payments on Free: You can take deposits/payments without upgrading to a Pro plan immediately.
- Client-Centric: Features like "Intake Forms" and "Discreet Mode" are designed for sensitive appointments, not sales calls.
Common Mistakes When Choosing a Scheduler
Many specialists make these errors when selecting their booking tool:
- Overpaying for HIPAA: Paying $300+/year just for the compliance badge on generic tools.
- Using "Sales" Tools for Patients: Tools like Calendly are great for sales demos, but feel impersonal for therapy intake.
- Ignoring Form Features: A simple link isn't enough; you need dedicated intake forms to screen clients properly.
Final Verdict
- Choose Calendly if you are a sales team needing Salesforce integration.
- Choose Koalendar if you are a casual freelancer who just needs a "book me" link for free.
- Choose OnlyCaly if you run a service business (Therapy, Coaching) and need payments, forms, and trust.
Upgrade Your Practice Don't settle for a generic sales scheduler. Try OnlyCaly - designed for the unique needs of specialists.
