Read Our List of the Best Meeting Schedulers & Scheduling Software
Scheduling meetings can be an endless hassle. Reviewing calendars, identifying compatible meeting times, determining meeting places, and inviting attendees is a process.
Most likely, you’re a busy person. You don’t want your meeting scheduling process distracting you from core business activities like marketing, sales, and customer service that drive revenue.
That’s where having the right meeting scheduler synced with a text message appointment reminder system or clinic software can help.
Meeting scheduling software helps you set your availability, keep to a schedule, and reduce no-shows and double bookings.
But there are many meeting scheduling apps on the market. You’ve got a lot of options to choose from including mobile apps and web-based software solutions.
So I’ve put together our list of the best meeting schedulers to aid you in your selection process. I help you define your scheduling needs and identify the features you need to focus more on the daily activities that matter.
I cover options at various price points and go over essential features. These include email notifications, text message notifications, online scheduling, automated reminders, and integrations with other tools.
Read our short-list for our top ten picks and check out details for each meeting scheduler option below.
How to Choose the Best Meeting Scheduling App
Before I cover my list of top picks, here are some things to consider when narrowing down your choices. Start by defining your scheduling needs and set a budget. Then, consider the following factors.
1. Ease of use
The point of a meeting scheduler app is to save time and eliminate the hassle associated with automatic scheduling. If the tool has a clunky user experience or steep learning curve, it’s probably not a good solution.
2. Integrations with other business tools
Integrations are essential if you’re juggling different software services when scheduling meetings. For example, Zoom integrations make it easy to schedule an appointment and do video conferencing.
Apps that integrate through Zapier offer even more solutions. Zapier integrations make it easy to send automatic appointment reminders via SMS text message, email, and more.
You’ll want to consider your needs to determine what integrations matter to you.
3. Security and compliance
At the very least, scheduling apps require access to your data, calendar, and contacts. Thus, security is important.
When messaging contacts as a business you’ll want to be aware of TCPA compliance. For anyone in the medical field, HIPAA compliance is also another consideration.
Select a tool with:
- Business-grade security
- Reliable privacy policy
- Minimal data liberties
4. Additional features
While polling to determine an agreeable meeting time is fun, extra features offer more flexibility. Features like scheduled texts and automatic messages, follow-ups, and AI assistants may be important to you.
5. Value for money
Most of our top picks are either free or have a free version. For the expensive options, their price matches the resulting value.
Best Meeting Schedulers (In No Particular Order)
- Calendly
- Squarespace Scheduling
- Doodle
- Rallly
- CallPage Meetings
- Calendar
- HubSpot Appointment & Meeting Scheduler
- SavvyCal
- GReminders
- NeedToMeet
- SimplyMeet.me
- Bookafy
- ScheduleOnce
- Clara
- Google Calendar
1. Calendly
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Best for:
Best all-around meeting scheduling tool for personal use.
Overview:
Calendly integrates with your Office 365 and Google Calendar to determine your availability. It then generates a personalized URL. People can use this URL to learn about your availability and book meetings.
Calendly’s online meeting scheduler gives you ways to customize each meeting. For example, you can add questions or links to documents that you’d like guests to review before a meeting. There's also the option to make the events private.
The best part about Calendly is that it showcases your availability. This makes it easy for other people to schedule meetings with you. Better still, it lets you create different meeting types.
Features:
- Syncs with Office 365 and Google Calendar
- Integrates with HubSpot, Zoom, Salesforce, and GoToMeeting
- Meeting customization
Examples:
- 15-minute phone interview
- Client intake meeting
- 30-minute project overview meeting
Calendly also syncs confirmed events with your calendar. It can also bookmark the appointment on your guest calendar.
Pros:
- Easy to use
- Syncs with multiple calendars
- Integrates across multiple platforms
- Offers personalized schedule blocking for seamless meetings
Cons:
- Limits types of time blocks
- Can’t use a single account for multiple people in a company
- Limits personal branding and visual customization
- No option for uploading brand color codes, assets, and logo
What users say:
Amy
"Calendly syncs with my calendar and my Zoom account automatically so clients can easily schedule a meeting with me at a time that is mutually convenient without all the back and forth emails. I get a notification when a meeting is scheduled, and it shows up on my calendar. I have the link to my Calendly schedule in my email signature, so it's always available."
Nicole
"...the blocks of time are 15, 30, or 60 minutes only - and though these are pretty normal times, it would be nice to block off time directly after each meeting so that you have time in between in case one runs long or you need a break, etc."
2. Squarespace Scheduling
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Best for:
Small business.
Overview:
Squarespace recently acquired Acuity and has since rolled its scheduling and meeting reminders into its broader offerings. The best part about this acquisition is how well Squarespace integrates with other tools.
Many customers rave about how seamless and easy the appointment scheduling and reminder process is. Others comment frequently on the level of customer service that they receive.
Features:
- Customized scheduling page with real-time availability
- Manage multiple calendars for multiple locations and employees
- Integrations with Stripe, Square, Zapier, and PayPal
Pros:
- Allows multiple calendars to work in unison
- Payment processing is built-in
- Appointment confirmation emails and reminders
- Two way API integration with Google Calendar avoids double bookings
- Integrations
Cons:
- Embed calendars don’t always resize correctly for mobile and desktop
- The new UI feels like a step backward.
- Fonts are larger and elements overall take up more space than they previously did, which hampers usability
What users say:
Adam
"We are currently using Acuity to handle the scheduling of parent partner calls between our sponsors and the children's homes we work with. It seamlessly works across time zones to ensure that everyone is on the same page and send reminders to our sponsors via text and email that a call is coming up so they can hop online and chat with their sponsored child. Acuity Scheduling significantly decreased the number of missed calls and made scheduling much easier."
Ofir
"Once you reach a certain number of calendars, they want almost 9x the money out of the blue overnight with no per calendar program or bulk calendar solutions. Either you pay $350 for 100 calendars or forced to pay $3000 for 101 (or unlimited calendars). This is not flexible."
3. Doodle
Best for:
Groups who need to find a time to meet.
Overview:
Doodle is one of the best meeting tools for groups that’s also available for Android and iOS. Doodle is fundamentally a polling application. It helps you determine compatible meeting days and times through votes for personal and professional events.
The web version is a tad clunky, but its downloadable app is user-friendly and intuitive. That makes it ideal for things like quick appointments or even family dinner reminders.
On the upside, the tool lets you add more voting options beyond the usual "yes" or "no." The app also helps ensure a fair outcome by limiting the number of votes per meeting attendee.
Besides the sharable public URL for inviting voters, Doodle lets you generate a custom URL or embeddable form for your website. Doodle supports Office 365, Google Calendar, and Outlook. But you can add more calendars via the ICS feed.
Features:
- Supports Outlook, Office 365, and Google Calendar
- Integrations with Zoom and Slack
- MeetMe page
Doodle pros:
- Easy and quick to use
- Custom URL for MeetMe page
- Supports uploading e-learning videos
- Good personalization options
- Includes option to add characters, props, and fonts for branding purposes
Cons:
- Not enough features to warrant a premium version
- Too many sales emails when signing up
4. Rallly
Best for:
Voting on a date to host an event.
Overview:
Rallly lets you and your friends vote on a date to host an event.
Setting up polls is easy. Just input when you're free for a meeting and invite your anticipated meeting guests to vote. Invites get sent via email or shared by link.
Besides polling, Rallly has a discussion box where attendees can discuss the meeting agenda or leave comments.
Features:
- Collaboration with friends for meeting times
- Event details discussion threads
- Anonymous polling and voting
Pros:
- Free account
- Open-source
- Anonymous polling
Cons:
- Not geared for small businesses
- No advanced event scheduling features
- Polls include only dates (no time)
What user say:
Suraj
"It is easy to use with multiple direct links to manages and overview sprint, tasks, user stories, etc. It also supports the option to customize the dashboard. We also use clarity to log time. Also, Rallly has good integration with Clarity, so we don't need to fill out timesheets manually. Just log your work in the Rallly by completing the task, and it automatically reflects in clarity."
Dipankar
"...very slow at times. SSO is sometimes not working properly."
5. CallPage Meetings
Best for:
Best for B2C and B2B companies, where meetings are an essential part of the sales process.
Overview:
CallPage Meetings provides a scheduling system that lets website visitors schedule appointments without needing to leave your site. The meeting form appears on a pop-up widget and also can be sent via a direct link to the widget form.
Features:
- Fully customizable widget
- Lead qualification and distribution
- Automatic notification
- Scoring rules
- Routing rules
- Integration with Google, Outlook, and Zoom
Pros:
- Users can book a meeting without leaving your site
- You can decide when to appear widget based on users’ activity on the website
- By using routing rules you can distribute leads to the most suitable team member
- Both user and team member received automation notification and the event can be added to their calendar
- Possible to add 3 other ways of contact to the widget [call me now, order a call, leave a message]
- Customization with your brand colors, logo, etc.
Cons:
- Lack of integration with the payment system
- Does not provide a video telephony system
6. Calendar
Best for:
Advanced scheduling and calendar feature for sales teams.
Overview:
Calendar integrates with sales and productivity tools to provide more than an appointment scheduling experience. The app uses AI and machine learning technologies to automatically schedule appointments. And it's all based on everyone's availability.
The free service integrates with Outlook, Apple, and Google calendars. It also offers inbound and outbound scheduling options.
In the inbound option, the tool generates a unique URL where clients can check their availability and book an appointment.
In the outbound option, you indicate your availability, include your guests and use Calendar to send emails to collect availability.
Calendar then determines the best meeting time and schedule an appointment accordingly.
Better still, the tool provides analytics and transcriptions that help you see where you’re wasting time.
Features:
- Calendar analytics
- Syncs with Outlook, Apple, and Google Calendar
- Utilizes AI and machine learning
Pros:
- Automatic scheduling
- Inbound and outbound scheduling options
- The software gets smarter with the use
- Help analyze meetings in more depth
Cons:
- The free version comes with limited meetings
7. HubSpot Free Appointment and Meeting Scheduler
Best for:
Larger organizations that already use Hubspot.
Overview:
HubSpot’s free tool lets prospects schedule 1:1 or group meetings automatically. That, in turn, saves time and prevents the hassle of determining an agreeable meeting time.
Meeting attendees can view your calendar availability and book appointments accordingly. HubSpot notifies you when a guest schedules a meeting and automatically bookmarks the event on your calendar.
The scheduling software integrates with the HubSpot CRM, making it easy to get all relevant details about meeting attendants.
The tool supports Office 365 and Google Calendar in its free version. You can, however, upgrade to a Service Hub or Sales Hub plan – to gain access to more features.
Features:
- CRM integrations
- Support Office 365, Google Calendar
Pros:
- User-friendly interface
- Integrates with your HubSpot CRM
Cons:
- The paid version is pricey
8. SavvyCal
Best for:
Scheduling meetings while keeping your calendar optimized.
Overview:
SavvyCal is the only visual scheduling tool on the market, allowing schedulers to overlay their calendar on top of your scheduling link to conveniently find a time that works for everyone. SavvyCal helps make the scheduling process feel more collaborative and eases the awkward power dynamic of sending a link.
Features:
- Supports Google, Microsoft, Fastmail, and iCloud
- Integrates with Zoom, Whereby, Microsoft Teams, Google Meet, SquadCast, and Zapier
- Send custom messaging throughout the meeting lifecycle with workflows
- Accept payments via Stripe
- Send leads over to Close CRM
- Schedule group events with meeting polls
- Access via a Chrome extension for convenience
Pros:
- "Overlay my calendar" feature makes scheduling extra convenient
- Protect your time with frequency limits and optimized availability
- Collective & round-robin links for merging multiple people's calendars
- Ad-free experience
Cons:
- Not geared for "office" scheduling (like hair salons and doctors)
- Currently available in English
9. GReminders
Best for:
Scheduling and reminders for professionals and those needing HIPAA compliance.
Overiew:
GReminders is set up and forget software developed for Google Calendar and Outlook / Office 365 Calendar users. The application works in the background, allowing individuals to schedule their own appointments using an online booking calendar.
Users can customize the look and feel of their online calendar and take complete control over their schedule, down to 5-minute increments.
Reminder templates include the option to implement conditional logic when creating SMS text, email, or voice reminders. The feature allows for very precise reminders based on various criteria, including title, status, calendar, description, meeting time, etc.
Pros:
- Works with Google and Outlook / Office 365 Calendars
- Intelligent Reminders with conditional logic
- Free trial with complimentary one-on-one assistance available
- Team scheduling available with all paid plans
- Integrates with Zoom, WebEx, Google Meet, GoToMeeting, and more
- Take Payments during scheduling
Cons:
- Limited options for taking payments during scheduling
- Free version limits the number of event types and connected calendars
- Dedicated phone number for SMS Reminders only available with Pro-Plan
10. NeedToMeet
Best for:
Those who need a standalone tool for finding a time that works for everyone.
Overview:
NeedToMeet enables you to block off hours you're available or prefer on your calendar and sends the information to potential attendees.
The meeting prospects can then indicate their preferred time, allowing you to schedule the most voted meeting.
You must sign up to use NeedToMeet. However, the registration process is easy. Just add a short brief of the appointment, block your preferred time, and send the resulting link to guests.
Features:
- Intuitive dashboard
- Fast invite delivery
- Ad-free
- Multi-platform feature
Pros:
- Lets people indicate their preferred meeting time
- Easy polling
- Ad-free experience
Cons:
- The free version does not sync with your calendar
11. SimplyMeet.me
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Best for:
Free forever scheduling for teams and individuals.
Overview:
SimplyMeet.me is super easy to set up and manage. You start by connecting with your personal Google Cal, iCAL, Office 365, or other personal calendars to determine your availability. After that, you set up the meetings that you want to offer your clients. The system then generates a personalized URL that you can name as you please. People can use this URL to see your availability and book meetings with you.
You can customize the look of your booking site so that it reflects your brand and then you can also add some questions upon the booking process if needed. With SimplyMeet.me you can have multiple meeting types which the client can then choose from. You can also send a secret booking link to a client so that it does not appear on your booking site.
SimplyMeet.me works perfectly for individuals and they can be on the Free Forever plan as SimplyMeet.me claims that they want to grow with companies.
If you have more than 1 employee then you go for the Professional plan which enables the Organization feature whereby multiple employees can sync with their own personal calendars. The client can then choose with whom they book, or if the “Round Robin” feature is applied then it lets the client book with the first available employee. After the booking, the clients can be directed to whichever page you like.
Features:
- Syncs two ways with Office 365, Google Calendar, iCAL, and CalDav making it compatible with most calendars out there.
- Integrates with Zoom, MS Teams, and more video platforms.
- Accept payments via Stripe
- Automatically detects time zones while clients schedule meetings
- Integrate with Slack, MailChimp, Google Sheets, Pipedrive, WordPress, and more via Zapier.
- Live Chat 24h during the working week for all users
Examples of meetings:
- Online 1-1 meetings
- Client intake meeting
- Team meeting
Pros:
- Super easy to set up
- Two-way sync with an extensive range of calendars
- Integrates across multiple platforms
- Customized schedule blocking for seamless meetings
- Possibility to accept payments upon booking
-Live Chat 24h during the working week ready to help immediately
Cons:
- Missing Slack, SalesForce, and HubSpot integrations
- Can’t use a single account for multiple people in a company
12. Bookafy
Best for:
Small business or White Label Enterprise
Overview:
Bookafy is one of the most feature rich appointment booking tools on the market. Bookafy's standard booking tool is designed to work with SMB to book appointments for sales teams, support teams and service appointments.
Bookafy is an industry leader in the enterprise space allowing organizations to use a fully rebranded booking tool. This has been a much needed option for larger organizations, universities and government agencies that do not want their customers using or logging into a 3rd party branded solution. No more calendly, Bookafy, etc. The staff and customers login to a "companyXBooking". All colors, fonts, logos, emails, URLs come from the enterprise brand.
Features:
- Customized scheduling page with real-time availability
- Manage multiple user calendars for staff
- Integrations with Stripe and Auth.net
Pros:
- White Label solution, there is nothing else like it in the market.
- Payment processing is built-in
- Appointment confirmation emails and reminders
- Two way API integration with Google Calendar, Outlook, Exchange and icloud avoids double bookings
- Integrations with Zoom, Teams and Webex.
Cons:
- A lot of features can mean a little more set up time. Their staff are available for free set up consults.
13. ScheduleOnce
Best for:
Scheduling for professional services and sales teams.
Overview:
ScheduleOnce is a necessity for teams working remotely. Its time zone recognition feature ensures you're not up by 5 a.m. to catch up with, say, Australia.
The tool boasts comprehensive for collaborative customer-facing scheduling, like reporting and round-robin assignment.
The tool helps generate a unique booking URL, which you can embed to your sales page. It also allows you to send secure video links for Webex, Zoom, Microsoft Teams, and Google Meet.
Features:
- Supports Outlook, G Suite, iCloud, and Office 365
- Enterprise-grade security
- Polled availability
- Round-robin assignment
- 24/7 email support (30 days)
- Advanced reporting
ScheduleOnce also helps:
- Show clients the combined team availability
- Assign appointments to staff with the right skills
- Distribute events equally across teams
- Redirect to a custom landing page (applicable to premium versions)
Pros:
- Clean, simple, logical interface
- Easy to embed booking URL
- Automatic calendar invitations
Cons:
- The web embed is not responsive (wrt. device/screen used)
- May require manual integration with other technologies
14. Clara
Best for:
Those who need a virtual employee to schedule meetings.
Overview:
Clara is a human-like virtual assistant fueled by machine intelligence. The tool not only schedules your meetings but also learns about your booking patterns.
During signup, you only need to indicate your availability and preferred location. CC Clara's email address when someone requests an appointment and the tool will determine all the relevant meeting aspects. This includes time, duration, location, and participants. (Note, you can customize the CC email address to your domain.)
Clara is a more advanced meeting scheduler app. The tool understands human commands like, "I have a headache; can you reschedule to Thursday?”
Features:
- Natural language
- Automatic follow-ups
- Machine intelligence
- 24/7 human support
Pros:
- Consistent follow-ups on your behalf
- 24/7 executive assistants
Cons:
- On the pricey end
- Could use an option to change the name "Clara" – when serving clients familiar with the tool
15. Google Calendar
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Overview:
If you have a Google account – which is likely – you've got access to Google Calendar. This tool is one of the best free meeting schedulers on the market. When you sign up, add guests and click 'Find time.' The app will do the rest.
Google Calendar showcases attendee calendars side-by-side and suggests compatible meeting times. It also lets you know the number of people who can attend a meeting at a specific time.
The best part is that it integrates seamlessly with other Google tools.
Features:
- Event presets like Gym, Meditation
- Zoom and Slack integrations
- Google Calendar pricing:
- Free
Pros:
- Free
- Seamless sync with Google apps
- Amazing user experience
- No Office 365 support
- Does not bookmark reminders on all participants' calendars
Cons:
- Anyone can delete scheduled appointments
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