From “when?”
to done.
Kairobot asks everyone for their times, finds the one that works and tells everyone — including when there is no perfect time.
One time for a group, or a 1:1. You offer a window, your guests mark what works, Kairobot picks the time.
A Sunday run, a monthly dinner. Every date runs as its own one meeting, sent out ahead of time.
Tournaments, leagues, pairings. Everyone sets a weekly pattern once; every match is scheduled from it.
From invite to confirmed
- 01Set the window
Dates, hours and slot length. Confirm automatically, or approve the time yourself.
- 02Guests answer
Each guest gets a private link by email or text and marks their free times.
- 03Answers are due
Three days after inviting by default, with a reminder before the deadline.
- 04A time is found
Everyone in small groups, three in four in larger ones — or your own rule. Must-attend guests always fit.
- 05Everyone is told
A confirmation with a calendar file, and a reminder the day before.
Two rounds, then it’s your call
Kairobot asks at most twice. Then the decision is yours.
Answers close at the deadline. If no time is good enough, Kairobot asks only the people blocking the best time, with that time suggested.
They have two days. If a time now works, it is confirmed, or sent to you to approve.
You choose: confirm the best time, add a week, or cancel. Guests are never asked a third time.
Tournaments work the same way: a match with no common time is re-asked twice, two days apart, then left to you to set.
Set the rhythm once
- 01Pick the rhythm
Which days, every how many weeks, and who is on the list.
- 02Ten days ahead
Before each date, everyone on the list gets a fresh link for that date.
- 03Good enough
Each date goes ahead when your minimum can come. Answers are due three days before.
Availability once, every match scheduled
- 01Choose a format
Knockout, double elimination, league, Swiss, groups + knockout, 1:1 pairings or rotating pairs. Set the dates, days, hours and how many courts or rooms run at once.
- 02One personal page each
Participants set their weekly availability once, plus any exceptions, and can change it whenever they like.
- 03Every match scheduled
Both sides free, nobody double-booked, never more matches than courts. Automatically, or you approve each one.
- 04Told and reminded
Both sides get the time, and a reminder the day before.
- 05Results move it on
Enter a result and the next match is scheduled right away. Brackets and standings update; when it ends, everyone hears.
No surprises
- You add guests
- You get: —
- Guests get: An invite with their private link
- Before the deadline
- You get: —
- Guests get: A reminder, if they haven’t answered
- A time works
- You get: The confirmation, or the times to approve
- Guests get: The confirmation with a calendar file
- No time works
- You get: “Asking again”
- Guests get: Only those blocking the best time are asked
- Still none
- You get: “Needs your call” with options
- Guests get: Nothing more
- The day before
- You get: A reminder
- Guests get: A reminder
- You reschedule or cancel
- You get: —
- Guests get: The change, with the calendar entry updated
- What if someone never answers?
- They get reminders. At the deadline Kairobot goes ahead with the people who answered and tells you who didn’t.
- What if there is no time that suits enough people?
- Kairobot asks the people blocking the best time once more. If that fails, you choose: confirm the best time, add a week, or cancel.
- What if plans change after the time is set?
- Guests can tell you from their confirmation. You can reschedule: answers are kept and only the people whose plans changed are asked.
- Do guests need an account?
- No. Everything works through their private link.
- Which languages are supported?
- English, Deutsch, Ελληνικά, Español, Français, Italiano, Nederlands, Polski, Português and Türkçe.