Top 10 Best Meeting Schedulers & Meeting Scheduling Software
Kyle Kuczynski
Kyle Kuczynski,
Business Messaging Strategist
Jul 21, 2021

Read Our Top 10 List of the Best Meeting Schedulers and Scheduling Softwares

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 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 we’ve put together our list of the best meeting schedulers to aid you in your selection process. We help you define your scheduling needs and identify the features you need to focus more on the daily activities that matter.

We cover options at various price points and go over essential features. These including 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 (including price) for each meeting scheduler option below.

Quick Summary: Top 10 Meeting Schedulers (In No Particular Order)

  1. Calendly - best all-around scheduling tool for personal use
  2. Squarespace Scheduling (formerly acuity scheduling) - best for small businesses
  3. Doodle - best for groups who need to find a time to meet
  4. Rallly - lets you and your friends vote on a date to host an event
  5. Calendar - advanced scheduling and calendar features for sales teams
  6. Hubspot Appointment & Meeting Scheduler - best for larger organizations who already use Hubspot
  7. NeedToMeet - standalone tool for finding a time that works for everyone
  8. X-ai - scheduling AI for sharing links to time options
  9. ScheduleOnce - scheduling for professional services and sales teams
  10. Clara - a virtual employee that schedules your meetings

Bonus: Google Calendar - the mainstream solution that everyone uses

Full Breakdown: Top 10 Meeting Scheduling Software (with Reviews)

1. Calendly - best all-around meeting scheduling tool for personal use

Calendly Logo.png

Calendly main features:

  • Syncs with Office 365 and Google Calendar
  • Integrates with HubSpot, Zoom, Salesforce, and GoToMeeting
  • Meeting customization

Calendly pricing:

  • Free
  • Premium ($8/month)
  • Pro ($12/month)
  • Enterprise (contact Calendly for a quote)

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.

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.

Calendly works best for:

  • Scheduling meetings with groups and individuals
  • Connecting with clients, colleagues, and customers
  • The paid version integrates seamlessly with Salesforce, Zoom, HubSpot, and other tools.

Calendly pros:

  • Easy to use
  • Syncs with multiple calendars
  • Integrates across multiple platforms
  • Offers personalized schedule blocking for seamless meetings

According to Amy, a small business owner:

"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."

Calendly 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

According to Nicole, an HR manager:

"...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 (formerly Acuity Scheduling) - best for small business

Squarespace Logo (1).png

Squarespace main features:

  • Customized scheduling page with real-time availability
  • Manage multiple calendars for multiple locations and employees
  • Integrations with Stripe, Square, Zapier, and PayPal

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.

Squarespace Scheduling pricing:

  • Emerging $14 (per month billed annually)
  • Growing $23 (per month billed annually)
  • Powerhouse $45 (per month billed annually)

Squarespace Scheduling pros:

  • Allows multiple calendars to work in unison
  • Payment processing built-in.
  • Appointment confirmation emails and reminders
  • Two way API integration with Google Calendar avoids double bookings
  • Integrations

What Adam, an operations manager, has to say about Squarespace:

“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.”

Squarespace Scheduling 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 Ofir, a mental health counselor has to say about Squarespace:

“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

Doodle Logo.png

Doodle’s main features:

Supports Outlook, Office 365, and Google Calendar
Integrations with Zoom and Slack
MeetMe page

Doodle pricing:

  • Free
  • Pro (6.95/month)
  • Team ($8.95/month)
  • Enterprise (Contact Doodle for a quote)

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.

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

What Kumar, an administrative manager, says about Doodle:

"I appreciate the flexibility Doodle offers when I'm setting up a booking profile, doing one-to-one meetings, as well as its simplicity when I'm doing too many group meetings or doing a poll. I love how easily I can design my booking page and share it with my receipts through a link. It also has a robust notification feature that automatically reminds me about my upcoming meeting."

Doodle cons:

  • Not enough features to warrant a premium version
  • Too many sales emails when signing up

What Alisha notes about Doodle:

"If you have many available dates and times, the current scrolling features may become less of a scrolling feature (and more of a breaking out of the text to accommodate)."

4. Rallly - lets you and your friends vote on a date to host an event

Rallly Logo (1).png

Rally’s main features:

  • Collaboration with friends for meeting times
  • Event details discussion threads
  • Anonymous polling and voting

Rallly pricing:

  • Completely free

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.

Rallly pros

  • Free account
  • Open-source
  • Anonymous polling

Suraj, a Software Engineer, claims that:

"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."

Rally cons

  • Not geared for small businesses
  • No advanced event scheduling features
  • Polls include only dates (no time)

Dipankar, a Development Team Lead, says:

"...very slow at times. SSO is sometimes not working properly."

5. Calendar - advanced scheduling and calendar features for sales teams

Calendar Logo (2).png

Calendar main features:

  • Calendar analytics
  • Syncs with Outlook, Apple, and Google Calendar
  • Utilizes AI and machine learning

Calendar price:

  • Free
  • Premium ($10/month)

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 determine 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.

Calendar pros

  • Automatic scheduling
  • Inbound and outbound scheduling options
  • The software gets smarter with the use
  • Help analyze meetings in more depth

John Haul says:

"Couldn't live without the tool. Amazing at eliminating back and forth scheduling."

Calendar cons

  • The free version comes with limited meetings

Karol M, notes:

“I wish you could share your whole calendar with colleagues, or even give them a time to book a meeting with your available time slots. I think Calendar needs some more tools for those who are in the workforce. I wish Calendar would tell you when you overbooked.”

6. HubSpot Free Appointment and Meeting Scheduler - best for larger organizations who already use Hubspot

HubSpot Logo.png

HubSpot Appointment and Meeting Scheduler main features:

  • CRM integrations
  • Support Office 365, Google Calendar

HubSpot Price:

  • Free
  • Starter ($45/month)
  • Professional ($450/month)
  • Enterprise ($1200/month)

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.

HubSpot Pros

  • User-friendly interface
  • Integrates with your HubSpot CRM

HubSpot Cons

  • The paid version is pricey

7. NeedToMeet - standalone tool for finding a time that works for everyone

Need to meet Logo (1).png

NeedToMeet main features:

  • Intuitive dashboard
  • Fast invite delivery
  • Ad-free
  • Multi-platform feature

NeedToMeet Price:

  • Free
  • Advanced ($12/year/user)
  • Premium ($19/year/user)

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.

NeedToMeet pros

  • Lets people indicate their preferred meeting time
  • Easy polling
  • Ad-free experience

Mike T, a purchasing manager says:

“This software provides an AD-FREE way to poll people to schedule a meeting. It is a very simple two-step scheduling interface and also provides integration to Outlook and Gmail.”

NeedToMeet cons

  • The free version does not sync with your calendar

Jill L, a foundation manager says:

“I needed to use Need to Meet for frequent foundation meeting appointments. When it worked, it was fine. Who knew it was going to change the times that I offered on my meeting reminders to timeframes I never set.”

8. X.ai - scheduling AI for sharing links to time options

X.ia Logo.png

X.ai main features:

  • AI assistance
  • Scheduling AI on your domain

X.ai pricing:

  • Free
  • Premium ($8/month)

x.ai serves as your assistant when using email to schedule appointments.

To book an appointment, CC a unique x.ai email address corresponding to the AI bot. x.ai boasts two bots (Amy and Andrew) who serve as your assistants.

Next, instruct the AI bots, starting with their name. For example, "Amy, set up a 15-minute phone interview with Glen. I'll call him." (Amy, the robot will then schedule the event on your calendar)

You only need to ask Amy or Andrew to set up a meeting. After that, the bot takes over the conversation by replying to the prospect and suggesting a meeting time.

The bot even goes ahead and schedules the meeting based on responses – and sends the details to all guests.

X.ai pros:

  • Verifies details before engaging attendees (No surprises)
  • Generate custom calendar pages and branded emails
  • Automates "finding compatible meeting times."
  • Unlimited customization by appointment type
  • The premium version supports more calendars and integrations

Jeremy notes:

"x.ai is a wonderful and innovative AI product that has helped me manage my daily meetings and has enabled me to get in touch with people that I otherwise would struggle to speak to. It has also empowered me to have more time to meet and network people and not waste time following up appointments and leads."

X.ai cons:

  • Amy and Andrew can be confusing to some people
  • No API actions

Matt, SVP Sales, Business Development, and Solutions Architecture, says:

"Amy is not perfect. Sometimes people think she is human and try to 'meet' her in person, and occasionally I have had minor phraseology issues instructing her appropriately. The solution is to read the x.ai tips and follow them."

9. ScheduleOnce - scheduling for professional services and sales teams

Schedule Once Logo.png

ScheduleOnce main 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 pricing:

  • Free
  • Growth ($9/month/user)
  • 3-user license ($13.5/month)

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.

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)

ScheduleOnce pros:

  • Clean, simple, logical interface
  • Easy to embed booking URL
  • Automatic calendar invitations

Alice says:

"I like the integration with Google Calendar and the fact that I can send a link to someone and let them pick their own time. I also like the level of customization I can do with recurring availability and date-specific availability."

ScheduleOnce cons:

  • The web embed is not responsive (wrt. device/screen used)
  • May require manual integration with other technologies

Johnny, a Systems Manager, says:

"The user interface could be a little less complicated. Not hard to set up, but it feels very disconnected. I would prefer something a little more straightforward… I have seen some options on other vendor platforms that allow a little more control over follow-up emails that I like better; the cost difference isn't reasonable. I would like the ability to have more control over follow-up emails."

10. Clara - a virtual employee that schedules your meetings

Clara Logo.png

Clara main features:

  • Natural language
  • Automatic follow-ups
  • Machine intelligence
  • 24/7 human support

Clara pricing:

  • Essential ($99/month)
  • Professional ($199/month)
  • Executive ($399/month)

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?”

Clara pros:

  • Consistent follow-ups on your behalf
  • 24/7 executive assistants

A user noted:

"I love the consistency of follow-up it provides on my behalf to my clients. It indirectly serves as a reminder to me as well!"

Clara cons:

  • On the pricey end
  • Could use an option to change the name "Clara" – when serving clients familiar with the tool

A user noted the following:

"I wish we had the option of changing the "Clara" name, just in case our clients are familiar with the Clara software..."

Bonus: Google Calendar

Google Cal Logo.png

Google Calendar main features:

  • Event presets like Gym, Meditation
  • Zoom and Slack integrations
  • Google Calendar pricing:
  • Free

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.

Google Calendar pros:

  • Free
  • Seamless sync with Google apps
  • Amazing user experience
  • No Office 365 support
  • Does not bookmark reminders on all participants' calendars

Monika, a Business Operation Associate, says:

"Google Calendar is very easy to use. One can schedule their meetings and get reminders for them on google calendar. Hence, making it easy for the user. It is excellent for managing the schedule and therefore helps in increasing the productivity of the user. One can set a to-do list as well on the google calendar. Also, it works on various platforms; therefore, it's accessible as well."

Google Calendar cons:

  • Anyone can delete scheduled appointments

Jared, Online Fitness Coach/Personal Trainer, says:

"I don't particularly appreciate that they can't go into my calendar and book appointments without me first looking. Meaning I don't know if there's a way to allow them to access my calendar without me accessing it first. Also, sometimes google calendar glitches, and I'll change an appointment, and it'll alter back to its original time when I reload the webpage.'

How to Choose the Best Meeting Scheduling App

With the list of top picks in mind, 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 booking appointments. 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 boasts a free version. For the expensive options, their price matches the resulting value.

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