CaliDiary lets universities and colleges offer bookable office hours, advice appointments and workshops on their own WordPress website. Students book free appointments with the right adviser, answer a few questions first, and get a reminder; workshops fill up to a set number of places. Students' details stay on your own website.
Ashford College Student HubBook 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.
At Ashford College (a made-up college), each tutor offers 15-minute office-hour slots on two afternoons a week. Students book online and say which module they want to discuss, so the tutor can prepare; a student who can no longer come cancels from the link in their email and the slot goes back on offer.
On Pro, every careers adviser has their own hours, time off and the services they offer. Students choose an adviser or "anyone", and the booking goes to the least busy adviser who is free.
A CV workshop runs in a room that seats 25. It is a group session with 25 places, one per booking, free to attend. When it is full it stops taking bookings, and the list of who is coming downloads as a spreadsheet.
Some advice appointments need the right specialist. For those, the team chooses I'll confirm each booking myself: the time is held, staff read the student's answers, and accept or decline with a suggestion of the right service.
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 |
|---|---|---|
| Tutor office hours | 15 min | Free |
| Careers appointment | 30 min | Free |
| Study skills appointment | 45 min | Free |
| International student adviceRequests you approve | 30 min | Free |
| CV workshop25 places | 60 min | Free |
One booking form for the whole team, each person with their own hours and services.
Several people book the same appointment time, up to the limit you set.
Hold the time and decide yourself whether to accept or decline each booking.
Know what each booking is about before it starts, with no chasing details by email.
Every customer can book, by keyboard, screen reader or touch. Tested to WCAG 2.2 AA.
Customers choose where to come first; each place has its own people and services.
A single tutor can offer office hours on the free plan. A careers, advice or student support service with several advisers needs Pro: unlimited people, each with their own hours and services, several campuses as locations, and CV uploads on the booking form. A Pro licence covers 3 websites.
A student service has to work for everyone, including students who use screen readers, magnifiers or only a keyboard. CaliDiary's booking form is built and tested to WCAG 2.2 AA, in light and dark mode and with reduced motion. See accessible booking. Asking "Do you need any adjustments?" on the form lets advisers prepare before the student arrives.
Academic diaries change with the calendar: teaching weeks, reading weeks, exam periods and closures. Weekly hours set the normal pattern; special dates change or close single days; time off covers an adviser's leave without touching anyone else's diary. A short booking window keeps popular slots from being taken weeks ahead. Details in opening hours and time off.
With several advisers on Pro, each person offers only the services they cover. A student choosing "International student advice" only sees the advisers who give it. On Solo and Pro, questions can appear only when relevant, for example asking for a CV upload only for CV reviews.
Bookings, answers and uploaded CVs are stored in your own WordPress database and a private folder on your server. They never reach CaliDiary's servers. Appointment notes are for staff only. Encrypting especially sensitive answers in the database is on the roadmap, so for wellbeing services ask only what you need on the form.
On Solo and Pro, two-way calendar sync keeps advisers' calendars in step, online appointments get their own video link, and a full workshop offers freed places to its waiting list. On Pro, staff sign in on your website without WordPress dashboard access. Text reminders are on the roadmap. See every feature and its plan on the features page.
Free resident appointments, information sessions and requests checked before they are confirmed.
One-to-one lessons, free tasters and small revision groups, booked by parents.
Parents' evenings, school tours and admissions meetings, booked free online.
Visa, passport and document appointments, with uploads and checks before confirming.
Start on the free plan, with no booking limit. Upgrade only when you need to.
