CaliDiary lets schools run parents' evenings, school tours and meetings from the school's own WordPress website. Parents pick a free slot with each teacher they want to see, book a place on an open morning, or request a meeting that staff confirm. There is no payment step, and families' details stay on the school's own website.
Oakfield Primary SchoolBook an appointment
Live demoCheck and confirm
Demo only: a made-up business. Nothing is sent or stored.
Made-up businesses, real CaliDiary features. Each example names the features that do the work.
Oakfield Primary School (a made-up school) sets up each teacher as a team member with 10-minute slots from 15:30 to 18:30. Parents choose the teacher, pick a time, and give their child's name and class. Each booking takes seconds, and every teacher sees their own list for the evening.
For parents working away or unable to travel, the school offers the same slots as video calls. A meeting link is made for each booking and sent with the confirmation, so the teacher simply joins at the time on the list.
Prospective families book a place on a school tour, with up to 3 places per booking. Each tour stops taking bookings when it is full, and a waiting list offers places that free up when another family cancels.
A parent asks for a meeting about additional support. The school chooses I'll confirm each booking myself, so the time is held while staff check the right colleague can attend, then accept. The parent is told either way.
One person, one customer, a set length.
AvailableAppointments several people can book at the same time.
AvailableThe time is held until you accept or decline.
AvailableNo price, no payment step.
AvailableAn example to adapt: change the names, lengths and prices to your own.
| Service | Length | Price |
|---|---|---|
| Parents' evening slotOne per teacher | 10 min | Free |
| Parents' evening video callWith a video link | 10 min | Free |
| School tour20 places | 45 min | Free |
| Admissions meeting | 30 min | Free |
| Support meetingRequests you approve | 30 min | Free |
One booking form for the whole team, each person with their own hours and services.
Not every booking needs a price: free, pay later, bank transfer or card, chosen per service.
Each online appointment gets its own Zoom, Teams or Google Meet link, sent for you.
Several people book the same appointment time, up to the limit you set.
Every customer can book, by keyboard, screen reader or touch. Tested to WCAG 2.2 AA.
Bookings and customer details stay in your own website. We never see them, so never sell them.
Parents' evenings need every teacher in the diary, which is Pro: unlimited people, each with their own slots, and staff who sign in to see only their own list. A single tutor or a very small setting can start on the free plan.
A parents' evening is dozens of short meetings with many teachers in a few hours. In CaliDiary each teacher is a team member with their own hours for the evening, set as a special date, and a 10-minute service. Parents choose the teacher, then a time, and the booking lock makes sure no two families get the same slot. A short buffer after each slot keeps the evening running on time, and the booking window opens the slots when the school is ready.
Parents book from their phones, often in a second language or with access needs. The booking form is built and tested to WCAG 2.2 AA: it works by keyboard and with screen readers, keeps readable contrast in light and dark mode, and reflows on small screens. A question about interpreters or adjustments helps you prepare. Families who cannot come in can choose a video slot instead, with its own meeting link.
School tours are group sessions with a set number of places, free to book. When a tour is full, families join a waiting list and are offered a place by email if one frees up. Admissions meetings and meetings about additional support can be held as requests, so staff check who should attend before confirming.
On Pro, staff sign in on the school's own website and see only their own diary, without access to the WordPress dashboard. Office staff can see everything, add bookings for parents who phone in, and download the evening's lists as a spreadsheet.
Bookings, children's names and any notes are stored in the school's own WordPress database and never reach CaliDiary's servers. Ask only what you need, and the school's own data protection policies decide how long it is kept. WordPress's export and erase tools include CaliDiary for subject access and erasure requests.
Text reminders through the school's own provider are on the roadmap. Everything else here works today; see the features page and pricing.
Office hours, careers and advice appointments, and workshops with a set number of places.
One-to-one lessons, free tasters and small revision groups, booked by parents.
Free resident appointments, information sessions and requests checked before they are confirmed.
Room and hall hire, group sessions, repair cafés and club events.
Start on the free plan, with no booking limit. Upgrade only when you need to.
