If you book a lot of meetings for work but don’t have a scheduling tool in place, you’ve probably already hit some of the inevitable roadblocks.
We know how it goes. The endless back-and-forth email chains, calendar cross-checking, and group coordination can become maddening after a while. Especially when you’re trying to close deals and scheduling friction costs you real sales opportunities.
Even if the scheduling part seems to go smoothly, informal agreements over email are easy for people to lose track of. This leads to last-minute cancellations, rescheduling, and no-shows.
Fortunately, powerful online scheduling tools have emerged over the past decade. They each do their best to solve the (all-too-human) problem of meeting folks at a specific place and time. Among these apps, you’ll find appointment scheduling tools that integrate seamlessly with popular video conferencing platforms like Zoom, Google Meet, and Microsoft Teams.
These tools not only facilitate the scheduling of meetings but also automate the generation of meeting links and notifications, thereby enhancing productivity and reducing scheduling mistakes for both client interactions and team collaborations.
At their core, online scheduling apps are intended to help attendees choose an available time slot and receive automated reminders. Email notifications and calendar events are also sent to the meeting host. This helps you to ensure that everyone shows up. Additionally, automating reminders helps to decrease no-show appointments by syncing with calendars and sending notifications, thus improving overall efficiency and workflow management.
Interested in finding the right online scheduling tool for you? Read on to learn more about some of the best options and how to leverage them for your own success.
Introduction to online scheduling tools
Online scheduling tools have revolutionized the way we schedule meetings, appointments, and events. These tools have made it easier to manage multiple locations, meeting types, and scheduling links, saving time and reducing the likelihood of double bookings.
With the rise of remote work, online scheduling tools have become an essential part of project management software, allowing team members to book meetings and collaborate seamlessly. In this section, we will explore the benefits of online scheduling tools and how they can streamline the scheduling process.
Gone are the days of endless email chains and calendar cross-checking. Online scheduling tools simplify the entire process by providing a centralized platform where you can manage your availability, send out scheduling links, and receive automated reminders. This not only saves time but also ensures that everyone is on the same page, reducing the chances of missed meetings or double bookings.
Whether you’re managing a team spread across multiple locations or coordinating with clients in different time zones, online scheduling tools make it easy to find a meeting time that works for everyone. By integrating with your existing project management software, these tools help you keep track of all your scheduled meetings in one place, making it easier to stay organized and focused.
What are the best scheduling tools for hosting business meetings?
To find the best scheduling tool for your company, it’s probably best that we start by setting expectations for what the app will include. Rather than boring you with a list of features, let’s go through the experience you’ll have of signing up for your own account on a scheduling app. This way, you can visualize yourself and prepare for the real thing.
When selecting the best meeting scheduler, consider tools that streamline the process of scheduling meetings, offer automated scheduling, integrate with calendars, and create booking pages. Let’s take a closer look at some of the key features to consider when searching for appointment scheduling tools.
What to look for in a meeting scheduler
When you sign up, the first thing you’ll do is configure availability for meetings. All of the major scheduling apps have the ability to generate links to a dedicated scheduling page. You can use these to share your availability with future attendees. They will choose from a set of potential meeting times, and on submitting their request, both parties receive email notifications.
Most scheduling tools integrate with an email calendar service like Google or Office 365. This means that newly scheduled meetings will generate a unique calendar event. An integrated calendar also helps to ensure that hosts don’t get double-booked.
Meeting schedulers often allow users to create booking pages for clients and colleagues to schedule appointments easily. They typically automatically generate video conferencing links for meetings.
With their busy times removed, the scheduling page automatically shows only the truly available slots. Additionally, many tools offer a buffer time feature to provide a gap between appointments, preventing back-to-back bookings and allowing time for preparation or travel.
Web conferencing integrations are another common feature that you’ll find. Connecting your Zoom account (or provider of choice) means that each scheduling meeting will have a unique, designated room ID. Some scheduling tools even integrate with CRMs and marketing software, allowing businesses to send booking data into the appropriate environments. Many top event marketing agencies utilize such scheduling tools to manage client appointments and event logistics efficiently.
A task scheduling feature is a lifesaver that can bring multiple teams and departments into harmony. A workflow automation software like Cflow can be used effectively to schedule and prioritize tasks, enhancing productivity. Also, Software like Emitrr, with AI-powered scheduling, is quietly shaping what the future of bookings and client interactions looks like.
7 best meeting schedulers
These are some core things to look out for when deciding on which scheduling tool to use. Ultimately, you need to find the app that meets your needs and is easy to use.
In an effort to make the selection process simpler, we’ve jotted down this list of the 7 best online scheduling tools, including a detailed review of each one.
Appointlet for scheduling one-on-one or group meetings, online or in person
Setmore for an enterprise solution that scales for large teams
Acuity for its feature set and quirky sense of humor
Calendly for its team collaboration tools and built-in calendar templates
Doodle for a unique polling feature that other scheduling tools don’t have
Google Calendar for its calendar view and event invitation features that connect with their email services
Hubspot Meetings for a seamless scheduling experience on your website that collects leads on the Hubspot CRM.
Appointlet – Best free online scheduling tool
Appointlet is an easy-to-use meeting scheduling tool that has been on the market for over a decade and comes with a comprehensive feature set.
Companies use Appointlet to improve the scheduling experience for their leads and existing customers. The app also helps meeting hosts scale their capacity without wasting time on back-and-forth coordination.
Unlike other scheduling tools that focus on serving the needs of a single niche, Appointlet offers a high degree of flexibility, so you can accommodate almost any meeting scenario. All you have to do is set up your meeting types, and a dedicated scheduling page will be generated automatically.
Appointlet lets you manage multiple teams under one roof, improving transparency during the customer handoff. And if you ever need to meet with multiple attendees, all you have to do is create group meeting types.
This ensures that everyone gets access to the same event. And if you ever need to meet with multiple attendees, all you have to do is create group meeting types, similar to features found in Gusto HR software.
Attendees have an easier time with Appointlet. They can book meetings from their mobile device or computer. If they are in a different time zone, the browser’s location will be automatically detected, and so the availability is properly translated. This means that no matter where you are or what device you are using, the booking process stays streamlined. The availability of mobile apps ensures that users can book meetings on the go, enhancing convenience and flexibility.
The software supports the option for multiple team members to live under one roof, each with their own integrated email calendar and availability. They can co-host meetings or be placed in a round robin to pool their availability. This way, when prospects pick a time, an available member is automatically assigned to them.
Your booking page can be embedded on websites and landing pages and attached to emails. Once an appointment is booked via this page, it automatically gets added to your calendar.
Appointlet offers integration with a number of virtual meeting tools, including Zoom, WebEx, Google Meet, Microsoft Teams, GoToMeeting, and Join.me. This makes it convenient to schedule and hold web conferences and video calls, especially in a remote work environment. Other integration options include Google Calendar, Microsoft Office 365, Stripe, PayPal, and Zapier.
Pricing:
Freemium Trial – Complete access to all features for 15 Days
Basic Version – Free
Premium – $9/member/month
Setmore – Best enterprise scheduling app
Setmore is another excellent online scheduling tool that handles online bookings, automated reminders, payment processing, and more. The software has a desktop version along with an Android and an iOS app, making it a convenient on-the-go appointment booking tool.
Like Appointlet, Setmore also allows you to create customized booking pages and add them to websites, landing pages, social media, or emails. You can also accept payments through a debit/credit card or online payment processors like Square or Stripe.
The software sends out instant email notifications to the prospects, and the appointments are added to your calendar at once. Once the meeting is scheduled, automated reminders can be set up for all meeting participants via email or SMS notifications. You may also customize the messages with prospect information to increase relevancy and decrease the number of no-shows.
The recurring appointments feature allows you to specify certain time slots for regular customers or VIPs so that they don’t have to book meetings again and again. You may also do the same for teams and groups of customers for webinars or training sessions.
Setmore uses APIs to integrate with third-party software, including social media apps, email marketing software, and CRMs like Salesforce. You also have the option of connecting with the major video conferencing apps, and other online calendars such as Google Calendar and Office 365.
While it has a lot of features, it can be overwhelming for people looking for an easy-to-use solution, so it’s best for enterprise-level users.
Pricing:
Basic Version – Free
Premium – $9/month per user billed annually
Pro – $5/month per user billed annually
Acuity – Best scheduling option for Squarespace
Acuity is an online scheduling assistant that automates appointment booking and calendar management. They were acquired by Squarespace and positioned as the tool that website owners use when they want a built-in widget for scheduling. With Acuity, you can manage the availability of multiple people at multiple locations.
Like their competitors, you will create a custom scheduling page and share that with clients to let them view your real-time availability. As they share information on your intake form, that data is automatically saved and stored in your records, allowing for advanced analytics to gain actionable insights into project performance and resource utilization.
The software auto-adjusts appointments according to different time zones, letting clients easily cancel and reschedule. Automated reminders for these appointments are sent to keep clients aware of the meeting. All of this data is automatically synced with your calendar, and you get notified about new bookings instantly.
The software integrates with other third-party calendar apps as well. Some of these include Google Calendar, iCloud, Outlook.com, Exchange, and Office 365. You may connect it with Zoom, Google Meet, and GoToMeeting for virtual meetings, and for invoicing and accounting, you may integrate with QuickBooks or FreshBooks to create reports for financial tracking.
You can also accept online payments through Acuity as it integrates with multiple payment providers and gateways such as Stripe, PayPal, Square, etc. In addition to using such efficient tools for business management, you can send a payment request email to clients.
It’s also important to maintain the performance of your devices. For Mac users, exploring the best free Mac cleaners can be a game-changer. Such applications help optimize your Mac’s performance, ensuring that software like Acuity runs smoothly and efficiently.
Pricing:
Free Trial – 7 Days
Emerging – $14/month billed annually
Growing – $23/month billed annually
Powerhouse- $45/month billed annually
Enterprise – Custom Pricing
Calendly – Popular lightweight scheduling tool
Calendly is an all-in-one tool for scheduling meetings professionally and efficiently. This one is pretty famous across the globe due to its big list of features.
Like its competitors, Calendly allows you to easily create meetings and share the invitation link with other participants. You may add all details of the event, such as the purpose, venue, and participants, and let the invitees select their preferred meeting time. Once a slot is confirmed, the event automatically gets added to your calendar. Calendly can also automatically create calendar events, streamlining the scheduling process.
The software takes care of any reminders, follow-ups, or rescheduling operations after that and keeps you updated on your calendar. You can set custom reminders for meeting participants, enhancing organization and efficiency. This also helps decrease meeting cancellations and the number of no-shows as rescheduling is super-easy, and all participants can do so on their terms.
With Calendly, you can start creating team meetings with the help of templates. These templates allow standardized meetings to be created quickly and with a high level of uniformity and control.
You can nurture client relationships by managing interactions with them via Calendly. Integrate it with all your favorite tools, such as MailerLite or Mailchimp, to improve client relationships and manage everything from one place.
Calendly’s robust feature set can make it a little less easy to use than some of its competitors. It’s also a bit more expensive, especially if you want to have more than one team member.
Pricing:
Free Trial – Free access to the Professional Plan for 14 days
Basic Version – Free
Standard – $12/month/user billed monthly
Teams – $20/month/user billed monthly
Enterprise – Starts at $15K
Doodle – Best scheduling tool for voting on a time
Doodle is an online scheduling and productivity app that makes appointment booking fast and efficient. You can create and share your calendar with multiple parties and allow them to book a time in just a few clicks. The tool works equally well for both large and small businesses.
What makes Doodle unique is the option to create polls. This feature helps attendees coordinate with each other to find the best time to meet. Users vote for their preferred times and can select other slots as ‘free if need be’. Doodle manages the logic on the backend and tries to select the best possible time for everyone. Additionally,
Doodle’s task list capabilities allow users to break down, prioritize, and schedule tasks dynamically, enhancing project management efficiency.
With Doodle, you can create a single booking page that is fully customized. This bookings page can be shared with anyone who wants to book a time with you, and they can easily do so in a matter of minutes.
Once they pick a time and an event is locked on the calendar, you can set up automatic reminders for all parties. This greatly decreases the number of no-shows, and you are able to put your valuable time to maximum use. You can specify the time slots you are available in, and only those parts will be visible to the parties booking the appointments. You can choose the rest of the calendar to stay private.
The software connects with almost all famous online calendar apps and syncs data across them. This allows it to discover all available slots, no matter what calendar the other party uses. There aren’t any time-zone hassles as the app automatically identifies the time zone of the guest and changes everything accordingly. Doodle also excels in task management, helping users organize and manage appointments efficiently within their project management workflows.
Pricing:
Free Trial – Free access to premium features for 14 days. No credit card required.
Basic Version – Free
Pro – $6.95/month per user billed annually
Team – $8.95/month per user billed annually
Enterprise – Custom Pricing
SavvyCal
SavvyCal is a multi-use scheduling app designed to prioritize easy collaboration and finding optimal times to meet. While the free plan is limited to meeting polls, users willing to pay $12 per month can also take advantage of individual and team scheduling links, with the ability to create an unlimited number of booking pages.
To get started, sign up for SavvyCal, and let the setup wizard guide you through connecting your favorite calendars and video conferencing apps. From there, you’ll have a very intuitive and minimalist dashboard where you can quickly access your scheduling links and meeting polls, customize your default availability across all meeting types, and see your upcoming events.
If you’ve ever used Doodle to create a poll, you’ll feel right at home with SavvyCal’s polling functionality. Easily create a new meeting poll, name it and add any relevant information, and propose a few time slots from your calendar. Then, send the link to all participants and invite them to vote on meeting times that work for them, while the tool automatically considers users’ focus time to optimize scheduling.
One thing I appreciated about SavvyCal compared to many other meeting poll apps is that it offers the option for invitees to automatically overlay their calendars within the polling page, which lets them quickly choose from available slots without worrying about double-booking themselves. No more toggling back and forth between the poll and your personal calendar.
And if you’re on a paid plan, you’ll also have access to SavvyCal’s scheduling links, which turn this polling app into a minimalist mix of Calendly and Doodle. You can easily create different scheduling links with custom meeting lengths and locations, and even set unique availability hours for each meeting type if you wish.
These scheduling links can be multi-use (if you have an ongoing meeting type) or single-use if you have a one-off meeting you need to schedule. Once you’ve created a scheduling link, you can share it with your invitees and let them book a time with you that works for them.
Google Calendar – Best calendar-centric scheduling tool
Google Calendar is arguably the most powerful online calendar tool on this list. That being said, it doesn’t meet a lot of the criteria we’ve established for a scheduling tool. Millions of people do use it for scheduling meetings online, so it’s worth mentioning, and we’ll try to make some of the biggest differences clear.
With Google Calendar, you can keep track of your day-to-day activities using a traditional calendar layout. People use the app to schedule meetings/events and invite friends, family, or co-workers to join. It automatically synchronizes with other people’s Google Calendar accounts, so that updates for one person show up for everyone. Additionally, it integrates seamlessly with Google Workspace, enhancing collaboration and resource management.
Scheduling meetings with Google Calendar takes only a few clicks. You can invite participants to these meetings, and once they confirm, the time slot gets locked on the calendar. Besides appointments, you can set reminders for different holidays, birthdays, religious events, TV show releases, sports events, and so forth.
Funny enough, they even include a weather forecast on the calendar as an external plug-in, which can help you to plan upcoming, in-person events. For virtual meetings, it is essential to use meeting scheduler software that integrates with popular video platforms like Zoom, Google Meet, and Microsoft Teams to streamline the process.
Within a single Google Calendar account, there’s an option to generate multiple sub-calendars and share them with your team. Permission controls let you decide who has access to make changes or book slots on your behalf. This is most common when a meeting host needs to coordinate with a secretary or share their availability with management.
Interestingly enough, all of the other scheduling tools listed in this article integrate with Google Calendar. That’s because their scheduling tool is not very robust and scales poorly for teams. So if you’re already scheduling meetings with Google Calendar but want to take it to the next level, we recommend supplementing with a dedicated scheduling app.
Pricing:
Basic Version – Free
Google Apps for Business – $5/month per user
Hubspot Meetings – Simple but effective scheduling app
Hubspot Meetings is a meeting scheduler tool provided to Hubspot account holders. It’s typically used in tandem with a Hubspot website, similar to the way Acuity is loaded as a widget in Squarespace. This makes the process of booking appointments from your website fast and hassle-free. It syncs with Google and Office 365 and other online calendars and allows your prospects to book meetings with you in your free time slots.
The tool automatically checks your most up-to-date availability with the connected calendar and makes those slots available for booking. You can easily embed the booking calendar on your website or other landing pages, and the prospects can directly book appointments there. If you’re already in touch with them via email, you may also share the calendar there to eliminate any unnecessary steps in between.
With Hubspot Meetings, you can send group meeting links to allow prospects to schedule appointments with more than one person in your company. You may also set up a round-robin link that lets prospects book a time with the rep whose availability suits their schedule. This feature is particularly useful for managing a people schedule, ensuring that all team members’ availabilities are considered.
Since Hubspot Meetings is a part of the complete marketing hub by Hubspot, it integrates well with the Hubspot CRM to collect customer data and help build your database. Additionally, it offers integration options with various meeting platforms, including GoTo Meeting, providing flexibility in how and where you host your virtual events.
If you’re already a Hubspot user, you can then harness this information later to nurture the leads and make them convert. Use various integrations with external data tools, such as Hubspot to BigQuery integration, to keep all your Hubspot information in one place and run advanced marketing analytics.
Pricing:
Basic Version – Free
Hubspot Marketing Hub – starting from $45/month billed annually
Key Features of Online Scheduling Tools
When choosing an online scheduling tool, there are several key features to consider. These include customizable time slots, automated reminders, and integration with calendar apps such as Google Calendar and Microsoft Exchange. A good online scheduling tool should also have advanced reporting features, communication features, and the ability to assign tasks and create booking pages.
Additionally, features like video conferencing tools, integrated time tracking, and appointment reminders can make the scheduling process more efficient. Some popular online scheduling tools include Calendly, Doodle, and Acuity Scheduling, which offer a range of features such as custom workflows, pre-built templates, and customizable meeting types.
Customizable time slots
Customizable time slots allow you to set your availability according to your preferences, ensuring that you only receive meeting requests during your designated hours. Automated reminders help reduce no-shows by sending timely notifications to all participants, keeping everyone informed and on schedule.
Integrations
Integration with calendar apps like Google Calendar and Microsoft Exchange ensures that your meetings are automatically added to your calendar, preventing double bookings and keeping your schedule up-to-date. Advanced reporting features provide insights into your scheduling patterns, helping you optimize your time and improve productivity.
Communication features
Communication features, such as in-app messaging and email notifications, facilitate seamless coordination between meeting participants. The ability to assign tasks and create booking pages further enhances the scheduling process, allowing you to manage your appointments efficiently.
Video conferencing
Video conferencing tools integrated into your scheduling software enable you to conduct remote meetings effortlessly. Integrated time tracking helps you monitor the time spent on each meeting, providing valuable data for billing and productivity analysis. Appointment reminders ensure that all participants are aware of upcoming meetings, reducing the chances of missed appointments.
Types of Meetings
There are several types of meetings that can be scheduled using online scheduling tools, including one-on-one meetings, team meetings, and client meetings. Each type of meeting requires a different approach to scheduling, and online scheduling tools can help facilitate this process. For example, a meeting scheduler tool can be used to schedule recurring meetings, while a video conferencing tool can be used to facilitate remote meetings. Online scheduling tools can also be used to schedule meetings with multiple locations, making it easier to manage meetings across different time zones.
One-on-one meetings
One-on-one meetings are ideal for personal interactions, such as performance reviews, mentorship sessions, or client consultations. Online scheduling tools make it easy to find a mutually convenient time, send out invitations, and set up automated reminders.
Team meetings
Team meetings, on the other hand, often involve coordinating the schedules of multiple team members. Scheduling tools can help by providing a centralized platform where everyone can view available time slots and select a meeting time that works for all participants. This is particularly useful for teams spread across different locations and time zones.
Client meetings
Client meetings require a professional and efficient scheduling process to make a good impression. Online scheduling tools allow clients to book meetings directly from your website or via a scheduling link, streamlining the process and reducing the chances of miscommunication.
Group sessions
Particularly popular for coaches or teachers, group sessions allow several people to sign up for the same time slot on your appointment scheduling app.
Choosing the Right Online Scheduling Tool
Choosing the right online scheduling tool can be overwhelming, with so many options available. When selecting a tool, consider the specific needs of your team or business, such as the number of users, the type of meetings you need to schedule, and the level of customization required. Some popular online scheduling tools offer a free trial or a free plan, allowing you to test the tool before committing to a paid plan.
Additionally, consider the level of integration with other tools, such as project management software, calendar apps, and video conferencing tools. By choosing the right online scheduling tool, you can streamline the scheduling process, save time, and increase productivity. Some key factors to consider when choosing an online scheduling tool include the ease of use, the level of customization, and the availability of advanced features such as artificial intelligence and automated reminders.
Ease of use is crucial, as a user-friendly interface ensures that all team members can quickly adapt to the new tool. The level of customization allows you to tailor the tool to your specific needs, whether it’s setting up custom workflows, creating booking pages, or configuring automated reminders.
Integration with other tools, such as project management software and calendar apps, ensures a seamless workflow and reduces the need for manual data entry. Advanced features like artificial intelligence can further enhance the scheduling process by providing smart suggestions and automating routine tasks.
By carefully evaluating your needs and testing out different options, you can find the online scheduling tool that best fits your requirements and helps you achieve your productivity goals.
FAQs
Now that we’ve outlined the major players in the scheduling tool arena, it’s up to you to decide which one suits you best. As you probably noticed, they tend to be similar to each other. One of the best ways to find your best fit is by signing up for one of their free trials. You can typically get 15 days of free premium service to test everything out and see what you like.
When evaluating different project scheduling software tools, consider the standout features that each offers. These unique functionalities can enhance user experience, streamline processes, or improve efficiency, making the software more appealing to potential users.
If you are still confused about selecting the right online scheduling app, here are a few FAQs that might be of help.
What are the most important things a scheduling tool does?
A scheduling tool helps create and manage schedules more efficiently with the help of automation. It allows multiple parties to collaborate on a calendar, book appointments, schedule meetings, send event reminders, and manage their day in a way that improves productivity. Compared to other services, a scheduling tool offers unique features such as the ability to share your calendar with your clients and let them book appointments with you directly. This comparison helps users understand the competitive landscape and choose the best tool for their needs.
What are the business benefits of using a scheduling tool?
Scheduling tools take away the hassle of setting up and managing meetings manually. With a dedicated app, you can coordinate without all the back and forth confirmation emails. Paid plans offer enhanced functionalities such as group meeting support, white-label branding, advanced scheduling options, and greater customization, which are not accessible in the free versions. It will also streamline your daily workflow, help with prioritization of tasks, and give managers more oversight.
Can I use a scheduling tool from my iPhone or Android?
Yes, attendees can use a scheduling page from their iPhone or Android device. However, since the interface is complex, it’s usually best for the host to set up their pages from a desktop computer. Some scheduling tools have a mobile app that lets you access your scheduling links quickly, so you can share via email and text messages. Additionally, these tools often offer customization options, such as uploading a background image, to enhance the visual appeal of your booking interface.
How do customers book time with a scheduling tool?
You can share a link to the scheduling page via email and SMS or embed the scheduling page on your website. Embedding is typically easy to do because the app will provide an HTML code snippet that you simply drop onto the appropriate page. Customers will then be able to select an available time slot and book a time with you, effectively managing their availability through the people schedule feature. This event is automatically added to your calendar and customer information will be saved.
Do scheduling tools help reduce no-shows?
Scheduling tools can be a great help in reducing no-shows at important meetings. By integrating task management features, these tools allow you to organize appointments efficiently within your project management workflows. You can set up automated reminders so that each participant is notified of their approaching meeting. If someone is unavailable and wants to reschedule the meeting, they may also do so easily with the scheduling tool.
It is okay not to be hyper-productive all the time.
Now that you’ve got the inside scoop, we’ve just got one last thing to add. Call it a public service announcement.
Some of us get addicted to busyness at the expense of genuine productivity. With a scheduling tool in place, you may find that you have more free time. So make sure that you make the most of it. Enjoy a moment to rest between work tasks, and your meetings may go better as a result.
Using a scheduling tool can be part of a greater effort to find the right work-life balance. Just be sure that you test out the scheduling app thoroughly before sending it to your audience. If you’ve found one that has everything you need and fits your budget, you may find yourself using it for years to come, as many of our own customers do.
Let us know which one you end up selecting in the comments below!
