For Program Coordinators & Arts Administrators

Coordinate Your Teaching Artist Roster
Without the Email Chaos

Create availability polls, send unique links to each artist, and see all responses in one dashboard. Artists respond in 30 seconds — no login required for them.

Create your organization accountHow it works

Free to get started. Teaching artists don't need accounts.

Why Arts Organizations Choose Callboard for Teaching Artist Scheduling

Your Command Center for Scheduling

Everything You Need to Manage Teaching Artist Availability

  • See all availability responses in one dashboard
  • Send email invitations to your whole roster at once
  • Manage your teaching artist roster in one place
  • Create reusable program templates for recurring events

What your artists experience

30-Second Response Time

Artists receive a unique link, click their available dates, and submit. No login, no password, no app to download. Higher response rates for you.

The result for your organization

No More Reply-All Chaos

Replace email threads and endless spreadsheets with organized data. Get back to the arts education work that matters.

How It Works for Coordinators

  1. Create an Availability Poll

    Add your arts education program name, select your date options for residencies, workshops, or performances. Done in under a minute.

  2. Send Personalized Links to Your Teaching Artist Roster

    Each teaching artist gets their own unique link. One click sends availability requests to your whole roster. No accounts needed for artists.

  3. View Real-Time Availability and Schedule

    Responses show up instantly in your dashboard. See which dates work for the most teaching artists and finalize your program schedule.

Built for Arts Education Coordinators

Program coordinators at opera companies, theater companies, symphony orchestras, museums, school districts, and community arts programs use Callboard to coordinate their teaching artist rosters. If you manage arts education programs and need to collect teaching artist availability, this is for you.

Create your free organization account

Are you a teaching artist?

You don't need to sign up here. If your organization uses Callboard, you'll receive a personalized email with a link to submit your availability. Check your email or contact your program coordinator for your link.

Frequently Asked Questions

What is teaching artist scheduling software?
Teaching artist scheduling software helps arts organizations coordinate the availability of their teaching artist roster for educational programs, residencies, and workshops. Instead of sending multiple emails or managing spreadsheets, coordinators can create availability polls that teaching artists complete in seconds.
How do I collect teaching artist availability?
With Callboard, you create an availability poll with your program dates, then send personalized links to each teaching artist. They click their available dates (no login required), and you see all responses in one dashboard. It takes about 30 seconds for artists to complete.
Is Callboard free for arts organizations?
Yes, Callboard is free to start. You can create availability polls, send them to your teaching artist roster, and collect responses at no cost. It's designed specifically for arts education organizations like opera companies, theaters, symphonies, museums, and school districts.
Do teaching artists need to create an account?
No. Teaching artists receive a personalized link and can submit their availability without creating an account, logging in, or downloading an app. Only program coordinators and administrators need accounts to create polls and manage rosters.
What's the difference between Callboard and Doodle or When2Meet?
While Doodle and When2Meet are general-purpose scheduling tools, Callboard is built specifically for arts organizations managing teaching artist programs. It offers personalized links for each artist (not one shared poll), a coordinator dashboard to track responses, and automatic reminders, making it ideal for managing ongoing educational program scheduling.