Scheduling meetings can be an endless hassle. Reviewing calendars, identifying compatible meeting times, determining meeting places, and inviting attendees is a process.
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.
Bonus: Google Calendar - the mainstream solution that everyone uses
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.
Calendly also syncs confirmed events with your calendar. It can also bookmark the appointment on your guest calendar.
"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."
"...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."
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.
“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.”
“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.”
Supports Outlook, Office 365, and Google Calendar
Integrations with Zoom and Slack
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.
"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."
"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)."
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.
"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."
"...very slow at times. SSO is sometimes not working properly."
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.
"Couldn't live without the tool. Amazing at eliminating back and forth scheduling."
“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.”
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.
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.
“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.”
“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.”
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 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."
"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."
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.
"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."
"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."
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?”
"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!"
"I wish we had the option of changing the "Clara" name, just in case our clients are familiar with the Clara software..."
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 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."
"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.'
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.
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.
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.
At the very least, scheduling apps require access to your data, calendar, and contacts. Thus, security is important.
Select a tool with:
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.
Most of our top picks are either free or boasts a free version. For the expensive options, their price matches the resulting value.