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Best Meeting Scheduler Apps

Best Meeting Scheduler Apps. The workweek is already far too dominated by meetings. More valuable time is wasted by going through the motions of trying to find a time that works for everyone. Apps that arrange meetings are essential because of this. By monitoring your calendar and availability, integrating with your most-used apps (like Zoom or Google Meet), and allowing visitors to schedule appointments with you independently, they try to eliminate as much friction as possible from the process. Additionally, there are a ton of alternatives to Calendly and Doodle available, so you’re sure to find something that works for your goals, working style, and price range.

Since I work as a freelance writer almost exclusively over the phone or through video conferencing apps, I’ve spent many hours trying out different programs to help me organize my schedule. Here is my list of the top eight meeting planner applications, which I came up with after testing dozens of them over several weeks.

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What distinguishes the top meeting organizer?

  • Simplicity of use. Meeting schedulers are used by two sets of people: those who plan the event and those who attend it. A well-designed meeting planner should be simple to use for both parties, and it will earn extra points if it allows the invitee to select a time for the meeting by overlaying their actual calendar with their available schedule.
  • Connections to more apps and services. Your calendar app will mostly need to be connected to a meeting planner, therefore the more calendar services an app offers, the better. Additionally, we prioritized apps that worked well with automation tools like Zapier and project management software.
  • The ability to schedule video calls automatically. It’s more crucial than ever to be able to connect with individuals via video conference. In addition to adding events to your calendar, a lot of meeting schedulers can also create connections for video conversations using widely used platforms like Zoom, Google Meet, and Microsoft Teams.
  • Follow-ups and reminders for appointments. There’s no assurance that anyone attending your meeting will receive a reminder to arrive on time, even if a meeting scheduler connects with your calendar. Effective meeting organizers can notify all participants of their upcoming meeting, and a few even enable you to send automated emails with meeting summaries.
  • Worth for the money. Most meeting schedulers offer free basic services to a limited number of users, but charge for additional features like automated scheduling, video conference setup, reminders, and even scheduling multiple meetings. We considered the value these tools provided in relation to the price of their subscription plans.

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Best Meeting Scheduler Apps

Calendly (iOS, Android, and Web)

There’s a good reason why Calendly is the default meeting planner. No matter your tech stack, it’s dependable, user-friendly on both ends, and the free plan is feature-rich enough to get the job done.

Those who use Calendly may “set it and forget it” by creating a booking page where guests can select from a variety of meeting formats, check your availability, and make a reservation. This is the perfect tool for anyone who needs a straightforward response to a lot of meeting requests.

When you first join up for Calendly, you link it to your calendar (Google Calendar, iCal, Microsoft Office 365, Exchange, or Outlook) to provide information about your availability. Next, designate distinct meeting options for the various kinds of meetings you provide, like “phone interview lasting 30 minutes” or “first meeting with a new client.” You may customize each meeting type you offer with Calendly with a plethora of variables. Even more, with a subscription account, you can make workflows for SMS messages, automated reminders, and feedback surveys in addition to creating intake forms.

Upon completing the setup of your event kinds, you may provide a link to those who require a meeting calendar so they can view your availability and request the meetings they require. One meeting type is supported by the free plan, but as soon as you upgrade to the Premium plan, you can establish as many different kinds of meetings as you require. Calendly offers to organize an event on the calendars of your invitees and syncs confirmed appointments to yours.

Calendly’s bespoke events and outgoing links make it perfect for engaging with external clients, customers, and colleagues, even though it also works well for organizing meetings with individuals or team members within a company. Even better, Calendly now offers a new function called Routing, which routes form-fillers to the right booking page based on sophisticated logic. A subscription account is required to fully benefit from the tool’s broad connectivity possibilities, which include Salesforce, HubSpot, Zoom, GoToMeeting, and Zapier.

You can add new meeting participants to your email marketing list and create new Zoom meetings whenever a new meeting is planned by integrating Calendly with Zapier. Start using one of these pre-made workflows or discover more about automating Calendly.

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Calendar (iOS, Android, and Web)

Calendar is a complete calendar app, not just a tool for scheduling meetings. It has mobile and web versions, and the entire UI is extremely similar to Google Calendar. Additionally, it provides capabilities for scheduling meetings, such as sharing booking links and the ability to create unique time slots.

On the other hand, Calendar offers its top appointment scheduling features for free, while Google hides them behind a barrier. With the free plan, you can link the app to an existing calendar provider and create up to two customizable scheduled time slots.

If you wish to use Calendar for both your personal and professional schedules, the subscription plans allow you to set up numerous workspaces to help you stay organized. You will create unique calendar pages and time slots within each workspace, as well as indicate your availability for each kind of meeting. Although I found setting up the many levels of settings to be a little labor-intensive, I can see how Calendar’s extensive customization may be useful for larger teams that have a variety of meeting styles.

Calendar’s comprehensive statistics feature sets it apart from the competition. It keeps track of all of your meetings and identifies any emerging trends. It displays attendance data, indicating the percentage of individuals who were denied or skipped a meeting, in addition to the obvious statistics, such as how long you’ve spent in meetings over the previous day, week, month, or year.

It even indicates the people you will probably meet. This is the kind of thing that may be really helpful in the pursuit of increased participation. And it’s all wrapped up in an eye-catching, educational summary section.

While using yet another calendar app may seem unnecessary, Calendar is the way to go if you want to schedule meetings and analyze them in-depth without having to pay for a service. In fact, I found the app’s navigation to be less intuitive than that of Calendly, for example.

When you link Calendar to Zapier, you can integrate it with the rest of your work’s technology stack and perform tasks like adding each meeting to a new row in Google Sheets or receiving Slack notifications anytime someone books a new appointment with you.

SmartCal (Web)

The goal of the multipurpose scheduling tool SavvyCal is to make it simple to collaborate and identify the best times for meetings. Users who are willing to pay $12 per month can additionally benefit from individual and team scheduling links, even though the free plan is limited to meeting polls.

Register with SavvyCal to get started, then follow the setup wizard’s instructions to link your preferred video conferencing and calendaring apps. From there, you’ll have a very simple and easy-to-use dashboard where you can view all of your upcoming events, instantly access all of your scheduling links and meeting polls, and adjust your default availability for all meeting types.

SavvyCal’s polling feature will be very familiar to anyone who have created polls with Doodle. Simply create a new meeting poll, give it a name, include any pertinent details, and suggest a few times from your calendar. After that, email the link to each participant and ask them to select a time for a meeting that works for them by voting.

Compared to many other meeting poll apps, SavvyCal has an advantage over the others in that it allows invitees to instantly overlay their calendars within the voting page. This allows them to swiftly select from available slots without having to worry about scheduling two or more times at once. Eliminate the need to continually switch between the poll and your own calendar.

Additionally, SavvyCal’s scheduling connections, which transform this polling tool into a pared-down hybrid of Doodle and Calendly, are available to subscription plan users. It’s simple to make distinct scheduling connections with personalized meeting durations and venues. If you’d like, you can even designate distinct availability hours for every kind of meeting. These scheduling links can be single-use if you need to plan a one-time meeting or multi-use if you have an ongoing meeting type. Once you’ve made a scheduling link, you can ask people to book a time with you that suits them by sending them the link.

You can further automate your scheduling operations by linking SavvyCal to Zapier. This will allow you to receive text messages anytime someone requests a meeting, as well as automatically update your to-do list.

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SimplyMeet.me (Web)

For more than a year, SimplyMeet.me (formerly Harmonizely, which was purchased by SimplyBook.me) has been my go-to scheduling tool for my freelance business. For those searching for a free yet powerful meeting scheduler, this is a great choice. With the help of this tool, you can set up various meeting formats and provide a single link that visitors may use to arrange a meeting with you. After then, invitees can schedule an appointment by selecting a date and a time period from your available options.

Yes, it’s comparable to a lot of the other services I tried, but it differs in that it offers one of the largest free tiers. One user can use it for free, and it supports up to three calendar integrations, an infinite number of meeting kinds, video meeting integrations, and 500 planned meetings each month.

The fine-grained customization choices available for each meeting type on SimplyMeet.me is something I really like about it. A few of these choices are to establish the maximum number of meetings per day, add intake questions, customize email and SMS notifications, specify your availability, make the meeting secret, and collect money. Additionally, I appreciate that you can change the booking page’s logo, color scheme, and theme to fit your business.

Your invitee will find each booking page, which you can integrate into your website, to be neat, polished, and simple to navigate. During the testing process, I also noticed that every booking page automatically displays times in the time zone of the invitee, which can help prevent unpleasant misunderstandings.

Not only does SimplyMeet.me link with Google, iCal, and Microsoft calendars, but it can also work with any CalDAV calendar (such those from Zimbra, FastMail, Nextcloud, and Zoho).

If you link SimplyMeet.me to Zapier, you can get even more use out of the platform. You may send follow-up emails for new meetings and automatically add attendees to your client database using these connections.

Clara (Web)

Greetings from the AI scheduling world. Consider Clara, your helpful robot schedule assistant who manages the back and forth of scheduling meetings, if you’re seeking for more sophisticated technology.

To be honest, when I initially started testing, I had my doubts about scheduling AI. The tool will provide you an email address for your “assistant,” Clara, after you’ve set up an account, linked your calendar, and selected your favorite meeting hours. (If you would rather have a different first or last name, you may also alter her name using the settings menu.) After that, all you have to do to schedule a meeting is send an email to the AI calendar assistant. From there, she handles things.

During my test, I sent an email to a different email address and requested that Clara schedule a meeting with me. She sent a series of emails to my doppelgänger. The email appeared to be from a real person because it was cordial and expert. After exchanging a few emails, we finally settled on a time that would work for everyone, and Clara invited everyone on Google Calendar. The entire process took less than a day, and all I had to do as the event organizer was send the initial email calling for the meeting.

It’s similar like hiring a virtual assistant to run your meetings when you use Clara. Regular users probably wouldn’t need to check in very often because everything can be done by email and you can view your forthcoming schedule on the calendar you linked to Clara. However, if you do sign in to the site, a list of planned and suggested meetings will appear on your dashboard.

The primary drawback of Clara is its cost. The lowest paid plan is $99 per user each month, and there is no free option available. However, Clara might be the best option for you if you’re looking for an AI calendar assistant to help you manage your schedule but lack the funds to hire a human.

Pricing for Clara: The Personal plan starts at $99 per user per month.

Motion (iOS, Web)

If you’re anything like me, you may find it extremely exhausting to try to maximize your task management and timetable. Motion is a great way to solve the never-ending battle with workload scheduling, automation, and prioritization. It’s a calendar and project manager combined into one, complete with an integrated meeting scheduling tool.

Motion is distinct in that it arranges your calendar with artificial intelligence. To begin, register for an account and specify your ideal work hours for each day to Motion. Then, to add a new job or project, just enter its priority level, its due date, its anticipated completion time, and whether or not it is acceptable to divide it into smaller tasks. After that, the AI manages your calendar on your behalf. It divides your to-do list into digestible chunks for every day, taking into account the urgency and impending deadline of each activity.

Additionally, Motion’s calendar feature continuously rearranges itself in response to new events in your schedule. Have an unexpected meeting on Monday that will disrupt your plans? Motion just rearranges your chores as you go, so don’t worry.

However, since our purpose for being here is to discuss meeting schedulers, let’s focus on Motion’s. I discovered that Motion’s meeting scheduling reminds me a lot of apps like Calendly. You may configure your booking link from the Scheduler tab by specifying the window of time that guests can schedule meetings, selecting a buffer time, and include multiple length times that guests can select from. Additionally, you can alter your booking link, enable and modify email reminders, and choose the default video conferencing tool or unique location.

Motion’s scheduling tool is unusual in that it allows you to use it like a traditional meeting scheduler. Simply share your booking link with visitors and let them choose a time that works for them. Alternatively, you can manually select a few time slots from your calendar. You can then copy and paste the message that Motion generates (“Would any of these time windows work…”) into an email.

The receiver can select a time that works best for them by clicking on the booking link that is supplied, or they can recommend one of the times. If you prefer to proceed with a more “manual” back-and-forth approach instead of creating a fresh email every time, this special option can save you some time.

Motion has certain shortcomings, despite the fact that I was quite impressed with it. Motion is probably not for you if you use a more obscure calendaring solution because it restricts calendar connectors to Google and Microsoft calendars. Although the platform offers brief video instructions for every stage of setup, some less tech-savvy users may become overwhelmed by the sheer amount of options and experience personalization overload.

By integrating Motion with Zapier, you can achieve even more with it. Create new Motion tasks automatically from emails, Slack messages, and any other work-related tool. To get you going, consider these few instances.

Sidekick on the Web

Sidekick is an excellent option if your meetings are conducted in person frequently. With this free calendar and scheduling app, you can save a range of your preferred meeting formats. You have the ability to remember your preferred physical meeting locations in addition to integrating with the video conferencing platforms you use most frequently, such as Zoom, Teams, and Google Meet.

Do you enjoy networking at the Starbucks nearby? Would you like to do interviews at your place of business? Once you’ve saved those to your My Locations tab, link that location automatically when you create a special scheduling page. Visitors can schedule a meeting with you and get the address of the venue right away. There will be no more arguing over where to meet.

In addition to offering a variety of meeting locations, Sidekick is dependable and user-friendly. You can quickly establish your availability preferences and default meeting durations across all meeting kinds, and the dashboard style is incredibly simple and easy to use.

Additionally, Sidekick offers a premium feature called “Forward to Schedule” that functions as an AI meeting scheduler like to CalendarHero and Clara. You can simply forward emails requesting meetings to Sidekick if you receive them. After that, the app handles emailing the requester to request additional details (if necessary) and schedule a time that’s convenient for both of you.

Recently, Sidekick and Sembly AI teamed to provide automated notes during meetings. Ultimately, email recipients can quickly discern that they are interacting with an automated message because Sidekick’s AI meeting assistant is not quite as intelligent as Clara or CalendarHero, but it’s still a useful function.

Pricing for Sidekick: $5/month for unlimited scheduling pages, access to AI tools, and sophisticated analytics; free for up to three scheduling pages.

Cal.com (Windows, macOS, and Web)

Cal.com is an open source scheduling application that I found to be very customizable and flexible. Cal.com can facilitate the connection of any tools or calendars that you wish to use. Although the free individual plan offers a lot of features, the team plan also enables you to create personalized workflows for automating tasks like reminder notifications and form routing.

Cal.com has an easy setup process, and I liked that the application has some pre-filled event kinds to get you going. Even on the free plan, you can construct basic booking pages for an infinite number of event types, specify your availability, and even decide whether to let invitees make repeat reservations.

I will say this: Cal.com might not be the best option if you’re looking for a highly personalized or eye-catching booking page. The only real aesthetic discretion you have over booking page design is whether or not to use a single brand color for light and dark themes. Apart from weekly, monthly, and column layouts, there aren’t many alternatives available for custom calendar layouts.

However, I suggest checking out Cal.com if you’re more interested in personalizing your automations and integrations. Cal Video, the company’s in-house video conferencing tool, is one of the 19 video conferencing tools available in the app, along with twelve other calendar apps. Cal’s public API is also available for use in creating your own unique integrations.

Additionally, you have even more customization and freedom when you link Cal to Zapier. Sending new reservations to your preferred task management or CRM program is simple.

FAQS on Best Meeting Scheduler Apps

What is the best free app to schedule meetings?

There are many free meeting schedulers out there, Google Calendar, Zoho Bookings, and Hubspot Meeting Scheduler are the most popular.

Is there a free meeting scheduler?

The best free scheduling software out there. No credit card required. Doodle is the best free meeting scheduling software you could ever find. Don't just take our word for it, listen to the over 30 million people worldwide who make a poll every month.

Is Google scheduling free?

On your computer, you can create an appointment schedule in Google Calendar. Important: If you use Calendar with a personal account, you can create a single booking page and accept unlimited appointments at no charge. More premium features require Google Workspace or Google One subscriptions.

Does Google have a meeting scheduler?

Appointment scheduling allows you to manage your availability and let clients, partners, friends or family book time with you directly within Google Calendar via a personal booking page. It's easy to save time and stay on top of critical meetings with appointment scheduling and shareable booking pages all in one place.

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