If you ever had a chance to fix a meeting with someone, you probably know it’s not easy as it sounds.
You would have to go through an endless loop of email/text exchanges before all parties finally settled on a date, time, location, and participants.
And it only gets messier as more and more attendees jump on board.
In fact, a study conducted by Lucid Meetings points out that an average manager spends around 15% of their workweek on managing (not attending) meetings!
Such significant time sinks could already be looting away thousands if not millions of dollars from your company in lost productivity.
That’s where Meeting Scheduler tools come to your rescue. They’ll automate all the manual, repetitive tasks associated with scheduling — like finding out when you’re free/busy, letting others pick a time from your schedule, and sending reminders before the meeting— so you can focus more on things that matter to you.
That’s why we scoured the internet and fished out 19 of the best Meeting Scheduler tools that can help you take back control over your day.
Before we proceed further, here is what’s in store:
- What should you look out for in a meeting scheduler?
- How to pick the right tool
- Best tools for scheduling client meetings
Three Things to look for in a Meeting Scheduler Tool
Ease of use
The purpose of using a meeting scheduler is to stop wasting time. So make sure the tool you are picking is dead simple to use and adapt and lets you get started right away without prior training.
Integration with the existing tech stack
Don’t kill time manually entering meeting details into your CRM, work calendar, and five other software you have to update. Use a tool that seamlessly syncs with your existing tech stack.
Ability to send automated reminders and follow-ups
There is no guarantee that clients would show up to the meeting just because you fixed an appointment with them. That’s why your tool of choice should have the ability to send automated email and text reminders to all invitees an hour or so before the event. And keep attendees engaged with follow-ups after the meeting.
How to Pick the Right Tool for You?
To help you narrow your search, we’ve categorized the tools as Advanced Meeting Schedulers and Basic Meeting Schedulers differentiated by their features, integrations, and pricing.
Advanced Meeting Schedulers offer an extensive array of scheduling features, including meeting types, booking page, rule-based availability, auto-reminders and follow-ups, payment options, AI assistance, and integration with calendars, CRMs, and other productivity tools. Ideal for sales reps, or customer support professionals to tackle client meetings of all forms and sizes.
Basic Meeting Schedulers, while not as feature-rich as the above tools, give you the ability to book meetings with simple features like availability polls and shareable event pages. Great for organizing meets within small teams.
Best Tools With Advanced Features
1. Calendly (Web, Android, iOS)
Calendly is an intuitive scheduling tool that makes it easy for your clients and colleagues to book meetings with you based on your availability.
You can get started by syncing your favorite calendars to Calendly, giving it access to check your availability and book events automatically when a meeting is confirmed. You can then create a custom event with a preferred meeting type (one-on-one, group, round-robin), location, duration, dates, times, and much more. Once an event is created, you can finally send the event link to your invitees to let them pick the slots that work for them.
Calendly allows you to send email invites, automated reminders, follow-ups to the attendees, and even offers to create events in invitees’ calendar. There’s also an option to charge a fee for client appointments.
Integration: Google, Outlook, Office 365, Apple Calendars, and a host of other business tools including Zoom, Slack, Zapier, Salesforce, and Hubspot. For full details, check out this page.
Pricing: Basic – Free, Essentials – $8 per user/month, Professional – $12 per user/month, Teams – $16 per user/month, Enterprise – Contact Calendly.
2. CalendarHero (Web)
CalendarHero, formerly Zoom.ai, is an AI-powered meeting scheduler whose functions are similar to Calendly. You can integrate the tool with Google, Microsoft 365, or Apple calendar, invite attendees to the booking page through custom links and avoid no-shows with reminders.
In addition to these, CalendarHero offers a variety of features to customize meeting types, location, and video conferencing (including which Room to attend). You can also mark an attendee as VIP, and that particular event won’t happen without their presence.
However, the real power of CalendarHero lies in its AI-powered assistant, which dishes out relevant suggestions every step of the way. For example, the AI will tweak the settings of a meeting according to the meeting type you choose.
The tool’s integration with HRIS and ATS software like GreenHouse and Zoho recruiting make it a perfect tool for HRs looking to speed up their recruiting process.
Integration: Google, Microsoft Office 365, iCloud Calendar and direct integration with 60+ major CRM, ATC, Cloud and support and ticketing softwares. For full details, head over to this page here.
Price: Basic – Free, Professional – $8 per user/month, Team $12 per user/month. There is a 14-day free trial for the Pro plan.
3. Calendar (Web, Android, iOS)
Calendar is an online Calendar-cum-Scheduler tool that syncs up with multiple calendars and puts them under one dashboard. You can then view your calendars individually or all at once.
As for scheduling, the tool offers features like customizable times slots, personalized scheduling (booking) links in addition to options for customizing team scheduling, locations, and automated SMS reminders.
Calendar’s unique analytics section provides data on total meetings attended, hours spent on these meetings, how many people attended, and even what percentage of people rejected or missed meetings. Insights gained through these can help you fine-tune your scheduling process.
Integration: Google, Outlook Calendars; Zoom and Zapier
Price: Basic plan – Free, Standard – $6 per user/ month Pro – $8 per user/month. Also comes with a 14-day free trial.
4. Hubspot’s Free Meeting Scheduler
Free Meeting Scheduler, from Hubspot, lets you quickly create meeting links and share them with your clients through any channel. With HFMS, you can create a personal or a team meeting and customize it with a slew of options including an option to let invitees decide on how long they want the meeting to be.
With deep integration with the Hubspot CRM, HFMS automatically creates a contact record for every meeting you have and lets you track your progress.
Integration: Google and Office 365 Calendars; Hubspot CRM.
Price: Basic – Free forever, Sales Hub Essential – $45 for 2 users /month, Professional – $450 for 5 users/ month, $1200 for 10 users/month.
If you are too concerned about your privacy and hesitate to give your email ID for a free trial Arrangr allows you to try their tool for free as a guest without asking for any credentials.
With Arrangr you can schedule detailed meetings/events including who you want to meet and your preferred time slots and location – video conferencing, in-person, and call. The tool even suggests coffee shops or restaurants for your meetings.
Once you are done with the details, you can send booking links to the invitees through email and other channels.
On Arrangr’s free plan, you can schedule unlimited 1:1 and group meetings (with RSVPs up to 15 participants) and send automated meeting reminders.
Integration: Google, Office 365, and Apple Calendars. And dozens of other productivity and video conference apps including Zoom, Meet, Slack, Hubspot CRM, Zapier, and Linkedin.
Price: Basic – Free, Essential – $3.9/month, Pro – $6.9
6. 10to8 (Web)
10to8 is one of the most feature-heavy appointment scheduling software in the market right now.
With 10to8’s enhanced availability mode, you can seamlessly handle complicated and recurring working hours as well as staff members working out of multiple locations on different days.
Another remarkable aspect of this tool is its ability to let you have real-time text exchanges with your clients while keeping them in the loop with automated emails, SMS, and even voice call reminders.
You can even make your booking pages screen-reader friendly with the Accessibility Suite feature that comes with the Enterprise plan.
Integration: Google and Office 365 Calendars + dozen other tools like Salesforce, Pipedrive, Mailchimp, Slack, Zoom and Paypal. For more details, check out this page.
Price: Small Business – Free. Basic – $9.6/month, Grow – $20/ month, Bigger Business – $40/ month, Enterprise – Enquire 10to8.
Setmore makes booking appointments with your clients a breeze. You set your availability and create a live booking page, share the link on your favorite social channel or embed it on your website, and voila, your clients will now be able to book appointments with you 24/7 from anywhere.
What’s more, you can even add customer reviews to your booking page to boost your credibility. Apart from this, you can also check your customer’s booking history and trends on their dedicated customer page and add personalized notes to enhance your relationship with them.
Integration: Google, Office 356 Calendars. Zoom, Facebook, Instagram, Stripe etc.,
Price: Free plan (upto 4 users), Premium – $9 per user/month (upto 2 users), Premium – $5 per user/month (3+ users)
8. Chili Piper (Web)
Chili Piper calls itself the ‘Meeting Lifecycle Automation Platform,’ rightfully so. With Chili Pipers’ queue feature, you can create simple rules and automatically qualify and route new leads to the right sales reps or account executives.
So when a prospect books a meeting with your company, the tool automatically assigns them to the right executive and sends invitations and reminders to both parties. Chili Piper also gives your client the option to request an instant video meeting or live demo with you immediately after filling a form.
Chili Piper is great for sales teams with a need for a robust system to handle large volumes of appointments and demo requests.
Integration: Google, Calendar, Office Outlook; Salesforce, Hubspot, Zapier, Slack, Twilio, Zoom etc.,
Price: Starts from $30; For more details, check out their pricing page.
9. Setster (Web)
Setster is an API-centric, online scheduling platform featuring numerous
rules and settings to take on massive and complex scheduling needs.
You can plug Setster’s REST API into any workflow to remotely manage appointments or track client/user activities to improve lead generation and overall productivity within your team.
Setster also offers you the flexibility to scale your requirements from staff growth to service offerings and seasonal influxes while ensuring a great customer experience.
Price: Varies depending on the number of licenses you choose. For 5 license: Growth – $48/month, Developer – $128 per month, Dedicated – $1230/month
ScheduleOnce, from OnceHub, functions similar to the tools we saw already. Multiple events types, customizable booking pages, shareable links, team polling – everything.
However, it offers one of the most generous free tier plans allowing up to 25 users per account to try all of its best features, including unlimited lead qualification, engagement, live chats, and app integrations.
Integration: Google, Microsoft, Apple Calendars; And tools like Salesforce, Zoom and Google Meet, Paypal and Zapier.
Pricing: Starter – Free upto 25 users, Growth – $10 per user/month, Enterprise – contact ScheduleOne
11. Clara (Web)
Built on a mix of machine learning and natural language processing technology, Clara is a 24/7 virtual assistant for scheduling and booking meetings automatically.
You can start by integrating your calendars with Clara and letting her know your preferred meeting times and locations. Whenever you want to set up a meeting with someone, you can ask Clara to work out a time by CCing her on an email.
Clara works on your behalf, communicating with your guests and coming up with a date and time that works for all parties. Once the meeting details are confirmed, Clara books the meeting in your calendar and sends email invitations to all the guests.
It will then follow up with real-time reminders on everything, from asking to join the meeting to informing about schedules or cancellations. So you always stay in the loop without being actively involved in the process.
And since Clara possesses conversational intelligence, you can talk with her like you would with a normal person. For example, “Hey Clara, can you postpone my meeting with Sarah till Wednesday?” For more Clara conversations, Check out these tweets.
Integration: Google and Outlook calendars.
Price: Essential – $99 per user/month, Professional – $199 per user/month, $399 per user/month. NGOs get 20% off on all the plans. Free 14-day trial available.
12. Doodle (Web, iOS, Android)
This free scheduler tool is excellent for running polls to check a group’s availability for an event. You don’t have to sign up to try its free version. Just click the ‘Create Doodle’ button on their Homepage and set up a poll instantly.
Doodle hosts a variety of options to control your poll, like limiting the number of votes per option, limiting participants to a single vote, and running hidden polls.
With a paid plan, you can set poll deadlines, trigger reminders, ask for participant’s contacts, send poll results through email. You also have the option to export Doodle polls as PDFs or Excel.
Integration: Google and Outlook Calendars. Zoom and Microsoft Team. Doodle API and Zapier to integrate with more apps.
Pricing: Free to Try, Pro – $6.95 per user/month, Team – $8.95 per user/month, Enterprise – contact Doodle
13. NeedtoMeet (Web, iOS, Android)
NeedtoMeet is similar to Doodle. You can create and run availability/meeting polls, share links and let attendees vote on them. However, with NeedtoMeet your attendees will have an additional option to indicate their preferred dates rather than just vote on the available slots.
With NeedtoMeet’s premium plans you can add unlimited attendees, unlimited time slots and allow attendees to comment on the poll. You can also sync your contact directly from your mobile or Outlook.
NeedtoMeet is extremely cheap with its premier plan starting as low as $12 per year.
Price: Standard – Free forever, Advanced – $12 per user/year, Premium – $19 per user/year. Has a 14-Day trail
Best Tools With Basic Features
14. Google Calendar (Web, iOS, Android)
Google Calendar offers simple yet powerful features to help you collaborate and organize events with your team.
When you are planning to organize an event and want to check your team’s availability, you can simply create an event, add team members to the guests’ list, and click the ‘Find a Time’ tab. GCal then presents each of their calendars side-by-side, giving you a birds-eye-view on their availability.
With Google Calendar you can also create appointment slots and send participants to an appointment page to let them pick a slot that works for them – a person can only pick one slot. However, please note that this feature is limited to Google Workspace plans users.
Integration: All Google apps.
Price: Free, Google Workspace business plan starts at $6 per user/month.
15. Meetin.gs (Web)
If you need a dedicated tool to schedule meetings with people within your company, use Meetings. It’s a group scheduling tool that integrates with Google Workspace and Microsoft 365 apps.
While setting up a meeting with Meetin.gs, you and your team can add, edit, comment on the meeting agenda, action points, and related attachments.
The tool also comes with a timeline-styled dashboard that shows you what meetings are coming up next, what meetings are yet to be confirmed, and meetings that you had in the past.
Integration: Google Workspace and Microsoft 365 apps.
Price: Pro-Month – $12 per organizer/month, Pro-Year – $129 per organizer/year
16.Pick (Web, iOS, Desktop)
Pick eliminates back-and-forth email conversations by automatically scanning the calendars of all the participants and suggesting dates and times that work across the board — all the participants must be on Pick.
Once the participants settle down on a mutual time, the app sends an email invite and books the event in their calendars.
Pick takes a minimalistic approach to UI – so getting started would be a walk in the park.
Integration: Google and Outlook Calendars.
Rallly is a free, open-source platform that lets you run simple polls instantly. It’s super easy to set up these polls with Rally:
- Click the ‘Schedule an Event’ button on the Homepage.
- A ‘Schedule a New Event’ form appears, where you can provide the details of the event like name, dates, etc.
- Then click ‘Create Event.’
This will take you to an Event page that you can share with your friends and colleagues using the URL. As and when someone votes or comments on the event, Rally sends you an email.
In addition to casting votes on their preferred dates, your invitees can also leave comments in the open comments section on the Event page.
Pricing: Free to use
The popular video conferencing tool, of course, has a good number of scheduling features to help you book straightforward appointments with your colleagues and clients. Zoom also lets you easily add your appointment to your calendars – Google, Outlook, Yahoo Mail – copy and share links with your guests with a few clicks.
Integration: Google, Outlook, Yahoo Mail and almost all productivity tools available in the market.
19. When2Meet (Web)
When2Meet is a free event planning tool that lets anyone create and run participate in availability polls for free of cost. It is similar to Rally, but you have an extra tool to block time and lets you view others’ availability in real-time. Watch this video to learn more about how to use this tool.
To conduct a poll on When2Meet, follow these steps…
- Log into When2Meet website.
- Enter an event name in the ‘New Event Name’ field.
- Select the days you are available in the calendar below – Scroll on the calendar to reveal more dates.
- Then, on the left side of the screen, pick the times and time-zone that best suits you. Now, Click ‘Create Event’. This will take you to an event page.
- On the event page, enter your name and a password in the given fields and click sign-in – this is to avoid conflicts with participants with similar names.
- A calendar interface appears on the right side of the screen. Drag on it to block times that work for you.
- You can invite participants to this page by simply copying and sharing the page’s link, or sending them an email or facebook message with the dedicated links given on the page.
- When participants block time, it gets reflected in the Group’s Availability Calendar on the right.
When2Meet is great for organizing outings or movie nights with your friends and family. Its sketchy, old-school UI might be a turn-off for many. But hey, it’s a free tool. And if you feel like helping out the creators behind When2Meet you can do so by using the donate button on the website.
Pricing: Free to use
Meeting Schedulers help you avoid frustrating email ping-pongs, no-shows, cancellations, and free-up more time in your day so you and your team can focus on the actual work. We hope this list will guide you in picking the right tool for you. If you think we have left out any of your favorite tools, do let us know in the comments.