Meetings are a huge part of our work lives. On average, employees attend 62 meetings each month. That’s about 15% of their workweek. However, not all meetings are productive. Approximately 31 hours per month are spent in unproductive meetings, costing businesses an estimated $34 billion annually due to inefficiencies.
It's clear that managing meetings better can save a lot of time and money. This is where meeting scheduling tools come in handy. These tools can streamline the process, making it easier to schedule, manage, and organize meetings.
Imagine having a tool that cuts down on wasted time and makes your meetings more effective. With the right meeting schedulers, you can bring order to your calendar and free up time for more meaningful work.
These tools are designed to help you reclaim your workweek, making your day more productive and less chaotic. Let's explore the best meeting scheduling tools that can transform the way you manage your meetings.
Finding the right meeting scheduler can transform how you handle your meetings. The best tools streamline scheduling, reduce back-and-forth, and save you precious time. Let’s break down what features to look for.
A great meeting scheduler should have an intuitive and user-friendly interface. This makes it easy for anyone in your team to schedule meetings without a steep learning curve. Look for a tool that simplifies scheduling with just a few clicks, whether you’re setting up a one-on-one or multiple meetings.
Integration with popular calendar apps like Google Calendar is essential. This ensures all your scheduled meetings are in one place, reducing the chance of double-booking. A good scheduler syncs seamlessly with your existing calendar.
Look for a scheduler that offers flexibility in setting up different meeting types. Whether it's a quick check-in, a virtual meeting, or a large team event, the tool should adapt to your needs. Features like round robin scheduling and the ability to coordinate meeting times with multiple attendees are valuable.
Automated email reminders and follow-up emails are crucial. These features ensure everyone is on the same page and reduces the chance of missed meetings. Some tools even offer SMS messages for extra convenience.
Customizable workflows and booking pages allow you to tailor the scheduling process to your business. You can set specific availability, create personalized booking links, and manage different event types. This is particularly useful for businesses with varied scheduling needs.
In the age of virtual meetings, integration with video conferencing tools like Google Meet is a must. This makes it easy to add video conferencing links to your meeting invites, ensuring a smooth virtual meeting experience.
Consider whether the tool offers a free plan or a trial period. This allows you to test its features before committing to a paid plan. Look for meeting scheduling tools that provide good value even in their free version, with options to upgrade for more advanced features.
The best meeting schedulers help you save time by automating manual work. Features like meeting polls, scheduling links, and the ability to handle multiple meetings at once make the process more efficient. A scheduler that offers simplified scheduling can free up your time for more critical tasks.
By focusing on these key features, you can choose a meeting scheduler that enhances productivity and makes your workweek more manageable. The right tool will not only streamline the scheduling process but also improve how you coordinate with your team and customers.
Venturz is a comprehensive startup platform that offers a free meeting scheduler tool designed to meet the needs of growing businesses. This tool simplifies the process of scheduling meetings, enhancing team collaboration and productivity.
- Free Online Meeting Scheduler: Provides a robust scheduling solution without any cost, making it accessible for startups and small businesses.
- Task and Project Management: Integrates seamlessly with task and project management features to keep your team organized.
- Automated Reminders: Ensures that all participants are reminded of their meetings, reducing no-shows.
- Team Collaboration: Facilitates seamless team collaboration with shared scheduling links and team calendars.
- Custom Forms: Allows customization of booking forms to collect essential information from meeting attendees.
- CRM Integration: Integrates with CRM tools to manage contacts and follow up effectively.
- Campaign Management: Supports campaign management to streamline your marketing efforts.
- Flexible Meeting Types: Accommodates various meeting types, from one-on-one sessions to group meetings.
- Completely Free: Offers a full-featured free meeting scheduling tool, ideal for startups and small businesses.
- User-Friendly Interface: Simple and intuitive user interface makes scheduling meetings easy.
- Comprehensive Features: Includes project management, automated reminders, and CRM integration.
- Custom Pricing Option: Advanced features and additional services come with custom pricing, which may require contacting sales for detailed information.
- Free Plan: Includes all essential features for scheduling meetings and managing tasks.
- Custom Pricing: Offers advanced features and additional services tailored to business needs, pricing details available upon request.
Venturz stands out as the best choice for startups and small businesses seeking a free meeting scheduler with a comprehensive set of features to enhance productivity and collaboration.
Doodle is a popular online meeting scheduling tool that simplifies the process of finding a suitable time for multiple attendees. Known for its ease of use, Doodle allows users to create polls where participants can vote on their preferred meeting times, helping to eliminate the back-and-forth of scheduling meetings through email threads.
- Availability Sharing: Easily share your available times for meetings, allowing participants to see your schedule at a glance.
- Voting and Polling: Participants vote on the times that work best for them, making it simple to find a convenient slot for everyone.
- Calendar Integration: Syncs with Google Calendar, Outlook, and other calendar apps to keep all your appointments in one place.
- Video Conferencing Links: Automatically add links for Google Meet, Zoom, or Microsoft Teams to your meeting invites.
- Unlimited Booking Pages: Create as many booking pages as needed to manage different meeting types and clients.
- Reminders and Follow-Ups: Automated email reminders and follow-up emails ensure that meetings are not missed.
- User-Friendly Interface: Easy to use, even for those who are not tech-savvy.
- Eliminates Back-and-Forth Emails: Streamlines the scheduling process, saving time.
- Group Scheduling Made Simple: Ideal for finding common available times for large groups.
- Ads in Free Plan: The free version includes ads, which can be distracting.
- Limited Customization: Lacks advanced customization options for branding and personalized scheduling experiences.
- Free Plan: Basic features with ads.
- Professional Plan: $14.95/user/month, offering more tools and no ads.
- Team Plan: $19.95/user/month, includes advanced features for team management and no ads
Doodle stands out as a practical tool to schedule meetings and manage team availability efficiently, making it a valuable asset for businesses looking to optimize their meeting schedules and reduce administrative workload.
Calendly is a highly regarded meeting scheduling tool designed to simplify the process of booking appointments and meetings. Known for its user-friendly interface and powerful features, Calendly helps eliminate the back-and-forth of scheduling meetings by allowing users to set their availability and share booking links with attendees.
- Calendar Integration: Syncs with Google Calendar, Outlook, and other popular calendar apps, ensuring all your scheduled meetings are in one place.
- Customizable Booking Pages: Create personalized booking pages that reflect your brand, and share them easily with your contacts.
- Automated Reminders: Send automatic email and SMS reminders to attendees to reduce no-shows.
- Multiple Meeting Types: Supports one-on-one meetings, group meetings, and round-robin scheduling, catering to various event types and business needs.
- Team Scheduling: Allows teams to manage and coordinate their schedules collectively, including features for team availability and meeting distribution.
- Integrations: Connects with various tools like Zoom, Google Meet, Salesforce, and Zapier, enhancing productivity and workflow.
- Ease of Use: Calendly offers a straightforward and intuitive interface, making it easy to set up and manage.
- Time-Saving Automation: Automates scheduling and reminders, reducing manual work and saving time.
- Flexible Meeting Options: Supports various meeting types and integrates with multiple calendar apps and tools.
- Limited Features in Free Plan: The free plan includes basic features and may not be sufficient for larger teams or advanced scheduling needs.
- Customization Restrictions: Advanced customization options are only available in higher-tier plans.
- Free Plan: Basic scheduling features, one calendar connection, and limited customization.
- Essentials Plan: $8 per seat per month, offering more integrations and customizations.
- Professional Plan: $12 per seat per month, including advanced features like multiple calendar connections and team scheduling.
- Teams Plan: $16 per seat per month, designed for larger teams needing collaborative scheduling and administrative controls.
- Enterprise Plan: Custom pricing, tailored for large organizations with advanced security and support needs.
Calendly is an excellent choice for businesses and individuals looking to streamline their scheduling process, reduce administrative burden, and enhance productivity through automated meeting management.
YouCanBookMe is an efficient meeting scheduling tool designed to streamline the booking process for businesses and professionals. It allows users to link their calendars directly, simplifying the process of scheduling meetings without the back-and-forth of email exchanges.
- Calendar Integration: Syncs seamlessly with Google Calendar, Microsoft Outlook, and Apple Calendar, ensuring all your bookings are consolidated in one place.
- Customizable Booking Pages: Personalize your booking pages with your brand’s logo, colors, and text to create a consistent user experience.
- Automated Notifications: Send automated email and SMS reminders to reduce no-shows and keep everyone informed.
- Flexible Meeting Types: Supports various meeting types including one-on-one meetings, group sessions, and webinars.
- Payment Integration: Collect payments securely through integrations with Stripe, Apple Pay, and Google Pay.
- Team Collaboration: Share team availability in one place and allow bookers to choose the team member they want to meet with.
- Highly Customizable: Tailor your booking pages and calendar events to fit your brand’s identity.
- Easy to Use: Simple setup process and user-friendly interface.
- Supports Multiple Integrations: Works well with popular tools like Zoom, Google Meet, and Zapier, enhancing its functionality.
- Limited Handling of Recurring Bookings: Does not manage recurring bookings effectively.
- No Advanced Customization: Lacks advanced customization options for a more personalized booking experience.
- Free Plan: Basic features with limited customization.
- Monthly Plan: $10 per calendar per month, offering more features and better customization.
- Yearly Plan: $9 per calendar per month, billed annually.
- Two-Year Plan: $8 per calendar per month, billed biennially
YouCanBookMe is ideal for businesses seeking an easy-to-use, customizable online meeting scheduling tool that integrates seamlessly with various calendar apps and payment systems. Its ability to automate notifications and handle various meeting types makes it a valuable asset for improving scheduling efficiency and reducing administrative workload.
Clockwise is an AI-powered meeting scheduling tool designed to optimize team schedules and enhance productivity. By leveraging artificial intelligence, Clockwise arranges meetings and work sessions at the most convenient times, reducing the fragmentation of workdays and creating blocks of focus time.
- AI-Driven Scheduling: Automatically optimizes meeting times based on user preferences and calendar availability to create uninterrupted focus periods.
- Focus Time Holds: Protects designated blocks of time for deep work, minimizing interruptions.
- Flexible Meeting Scheduling: Allows users to mark meetings as flexible, enabling the system to reschedule them to less disruptive times.
- Team Collaboration Tools: Includes features like group scheduling links, automatic No Meeting Days, and out-of-office calendar updates to streamline team coordination.
- Integration Capabilities: Integrates seamlessly with tools like Slack, Zoom, and Google Meet to enhance productivity.
- Analytics and Reporting: Provides insights into team scheduling patterns and the impact of meeting adjustments.
- Reduces Meeting Conflicts: Automatically adjusts meeting times to minimize disruptions and optimize schedules.
- Improves Productivity: Helps create uninterrupted blocks of focus time, essential for deep work.
- Seamless Integration: Works well with various collaboration tools, enhancing workflow and team coordination.
- Dependent on Widespread Adoption: Maximum effectiveness requires broad usage within an organization.
- Potential Disruption: Frequent rescheduling by the AI can be unsettling for those not accustomed to dynamic changes.
- Free Plan: Basic features including personal calendar sync, lunch holds, and Slack integration.
- Teams Plan: $6.75 per user per month, offering advanced features like flexible meetings, focus time holds, and team productivity tools.
- Business Plan: Includes all Teams Plan features plus admin controls, priority support, and enhanced analytics.
- Enterprise Plan: Custom pricing, tailored for large organizations with additional features like advanced privacy settings and user provisioning.
Clockwise is ideal for teams and organizations looking to streamline their scheduling process and maximize productivity through AI-driven calendar management. Its ability to create focus time and reduce scheduling conflicts makes it a valuable tool for managing both individual and team schedules effectively.
Google Calendar is a widely used online meeting scheduling tool that integrates seamlessly with other Google Workspace applications, such as Gmail and Google Meet. This tool offers robust features for managing appointments, meetings, and events, making it a popular choice for individuals, small businesses, and large organizations alike.
- Appointment Scheduling: Users can create and share scheduling pages, allowing others to book meetings directly on their calendar.
- Seamless Integrations: Works well with other Google services, providing an integrated experience for scheduling and managing meetings.
- Automatic Reminders: Sends email reminders to attendees, reducing the likelihood of missed meetings.
- Multiple Meeting Types: Supports various types of appointments, including one-on-one and group meetings.
- Customizable Availability: Users can set specific time slots and manage availability across different days and weeks.
- Co-hosting and Multiple Calendars: Allows adding up to 20 co-hosts and creating appointment schedules on secondary calendars for more flexibility.
- Ease of Use: User-friendly interface that is intuitive and straightforward.
- Integration with Google Workspace: Seamlessly integrates with Gmail, Google Meet, and other Google applications.
- Free for Personal Use: Provides basic scheduling features for free to personal users.
- Limited Customization: Lacks advanced customization options compared to other dedicated scheduling tools.
- Not Ideal for Sales Teams: May not offer all the necessary features for sales and marketing teams who need more robust scheduling capabilities.
- Free Plan: Available for personal use with basic scheduling features.
- Business Starter: $6 per user per month, includes additional features for business use.
- Business Standard: $12 per user per month, offers more advanced scheduling and collaboration tools.
- Business Plus: $18 per user per month, includes enhanced security and administrative controls.
- Enterprise: Custom pricing, tailored for large organizations with comprehensive needs.
Google Calendar is a reliable and accessible meeting scheduling tool, particularly beneficial for those already using Google Workspace. Its integration with other Google services makes it a convenient option for managing schedules and reducing the back-and-forth typically associated with booking meetings.
TimeTap is a powerful meeting scheduling software designed to handle complex scheduling needs for businesses of all sizes. It offers a comprehensive set of features that automate and streamline the appointment booking process, making it an ideal choice for those looking for a robust scheduling solution.
- 2-Way Calendar Sync: Automatically adjusts availability across multiple calendars, preventing double bookings.
- Custom Booking Forms: Collect and store detailed client information through customizable booking forms.
- Automated Notifications: Sends automatic email and text reminders to clients, reducing no-shows.
- Waitlist Management: Manages waitlists efficiently, filling cancellations quickly with automated booking invites.
- Intelligent Travel Time Calculator: Uses Google Maps to calculate travel time between appointments, adjusting availability accordingly.
- Highly Customizable: Offers extensive customization options for booking forms, notifications, and booking flows.
- Scalable for Large Teams: Supports multiple staff calendars and locations, making it suitable for large organizations.
- Secure and Compliant: Ensures data security with HIPAA and GDPR compliance.
- Learning Curve for Setup: Initial setup can be complex, requiring onboarding support to fully utilize its features.
- Mobile App Issues: Some users report bugs and usability issues with the mobile app.
- Solo Plan: $28.45 per month, includes basic features suitable for individual users.
- Team Plan: $48.45 per month, adds advanced features for team scheduling and collaboration.
- Business Plan: $78.45 per month, includes premium features like custom security levels and detailed reporting.
- Enterprise Plan: Custom pricing, tailored to the needs of large organizations with advanced requirements.
TimeTap is an excellent choice for businesses seeking a flexible and secure online tool for scheduling meetings, offering a range of features that cater to both small teams and large enterprises.
SavvyCal is a modern, intuitive meeting scheduling software designed to simplify the scheduling process for both the sender and the recipient. It aims to eliminate the typical back-and-forth conversations involved in setting up meetings by providing a user-friendly interface and powerful features.
- Calendar Overlay: Allows recipients to overlay their calendar on yours to easily find mutual availability, reducing the hassle of finding a suitable time.
- Custom Branding: Personalize your scheduling links with your brand's personality, making the booking experience more professional.
- Optimized Availability: Encourages booking during preferred times or clusters meetings together to maximize productivity.
- Team Scheduling: Enables team members to combine their availability for collective scheduling and automates round robin scheduling.
- Integration with Tools: Seamlessly integrates with tools like Zoom, Google Meet, and CRM platforms, enhancing workflow efficiency.
- User-Friendly Interface: Clean and intuitive design that is easy to navigate.
- Advanced Customization: Offers custom branding and optimized availability features.
- Effective Team Coordination: Supports team scheduling and integrates well with other tools.
- No Mobile App: Lacks a dedicated mobile application, which may be inconvenient for some users.
- Higher Pricing: The cost can be higher compared to some competitors, which might be a drawback for budget-conscious users.
- Basic Plan: $12 per user per month, includes unlimited scheduling links and calendar connections.
- Premium Plan: $20 per user per month, adds advanced features like removing SavvyCal branding and advanced analytics.
SavvyCal stands out as an automated meeting scheduler that not only simplifies booking but also enhances the overall scheduling experience with its unique features and user-centric design.
Chili Piper is a robust meeting scheduling software designed to streamline the booking process for revenue teams. It offers features that automate scheduling, enhance lead routing, and integrate seamlessly with CRM systems, making it a powerful tool for sales and customer success teams.
- Instant Booker: Schedule meetings in one click from various platforms such as Gmail, Google Calendar, Salesforce, and more, reducing the hassle of back-and-forth conversations.
- Lead Routing: Automatically route leads to the correct sales representative based on predefined rules, ensuring timely follow-ups.
- Real-Time Meeting Scheduling: Qualify leads and schedule meetings instantly through a form on your website, connecting prospects with the right rep in real-time.
- CRM Integration: Deep integration with Salesforce and other CRM tools to ensure seamless data syncing and meeting tracking.
- Enhanced Lead Management: Automates lead routing and scheduling, significantly improving efficiency.
- Customizable Scheduling Links: Allows extensive customization to match your brand, providing a professional touch.
- Integrated with Major Platforms: Works well with Gmail, Google Calendar, Salesforce, and more, ensuring flexibility.
- Higher Cost: The platform fee can be quite high, making it less accessible for smaller businesses.
- Complex Setup: Initial setup and configuration can be challenging without adequate support.
- Instant Booker: $15 per user per month.
- Concierge: $30 per user per month, plus a platform fee ranging from $150 to $1,500 per month, depending on the number of inbound leads.
- Demand Conversion Platform: $25 per user per month for two products, $20 per user per month for three products, $18 per user per month for four or more products.
Chili Piper stands out as an easy meeting scheduler that optimizes the scheduling page experience, making it a valuable asset for businesses looking to enhance their sales and lead management processes.
CozyCal is a user-friendly meeting scheduler designed to streamline the scheduling process for businesses and individuals. It allows users to create customizable booking pages, making it easy to book meetings and manage schedules efficiently.
- Customizable Booking Page: Embed a booking widget on your website, allowing customers to schedule meetings directly without leaving the site.
- Automated Notifications: Send automated email and SMS reminders to reduce no-shows and keep everyone informed.
- Multiple Integrations: Seamlessly integrates with Google Calendar, Outlook, Stripe, Zoom, and Google Meet.
- Flexible Scheduling: Supports one-on-one meetings, group events, and round-robin scheduling for teams.
- Custom Intake Forms: Collect detailed information from clients using customizable intake forms.
- Easy to Set Up: Quick and simple setup process that requires no technical skills.
- Multi-Host Scheduling: Allows pooling availability of multiple team members, making it easier to schedule meetings.
- Client Database: Manage client information, booking history, and contact details from a centralized database.
- No Mobile App: Does not offer a dedicated mobile application for scheduling on the go.
- Limited Customization: Advanced customization options, such as custom domains, are only available in higher-tier plans.
- Pro Plan: $15 per user per month, includes unlimited booking pages, automated notifications, and integration with major tools.
- Platinum Plan: $25 per user per month, adds features like white-label email notifications, custom domains, and the removal of CozyCal branding.
CozyCal is an ideal solution for organizations looking for an easy-to-use, customizable meeting scheduler that enhances the booking experience for both the business and its customers.
Motion is an AI-powered meeting scheduler designed to optimize your entire schedule by using artificial intelligence to organize tasks, meetings, and deadlines. It integrates seamlessly with Google and Microsoft calendars, making it a powerful tool for managing both work and personal schedules.
- AI-Driven Scheduling: Automatically schedules meetings and tasks based on your availability and priorities, reducing manual planning.
- Customizable Booking Pages: Create personalized scheduling links that reflect your availability and preferred meeting time.
- Task and Project Management: Integrates task and project management features to keep all your work organized in one place.
- Real-Time Calendar Sync: Syncs with Google Calendar and Microsoft Outlook to ensure all meeting times and tasks are up-to-date.
- Meeting Templates: Offers reusable templates for different meeting types, simplifying the scheduling process.
- Efficient Task Management: AI-driven task management helps prioritize and schedule tasks automatically.
- User-Friendly Interface: Intuitive design that simplifies navigation and setup.
- Enhanced Productivity: Reduces the need for back-and-forth conversations by automating scheduling and organizing tasks efficiently.
- Limited Customization: Some users may find the extensive customization options overwhelming if they only need basic scheduling features.
- No Free Plan: Lacks a free tier, making it less accessible for budget-conscious users.
- Individual Plan: $19 per user per month, billed annually. This includes all essential features for automated scheduling and task management.
- Team Plan: $12 per user per month, billed annually. This adds features like team scheduling and enhanced task management.
- Enterprise Plan: Custom pricing for larger teams, offering additional support and customization.
Motion is ideal for individuals and teams seeking an AI-powered solution to streamline their meeting scheduling and task management, enhancing overall productivity.
Using meeting scheduling tools can make your workday much smoother. These tools help manage new meetings and keep track of booked meetings without the hassle of back-and-forth emails.
Finding the right tool can significantly improve your efficiency. It's all about choosing one that fits your workflow and makes scheduling simple. Whether you need basic features or advanced options, there's a tool out there to meet your needs.
By using these tools, you can save time and stay organized, focusing more on your tasks and less on scheduling logistics. Enjoy the benefits of a well-managed schedule and the extra time for what truly matters.
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