15 Best Tools For Scheduling Meetings (Group Meetings)
Scheduling meetings for some modern people is not the most pleasant thing to do, even though there are various tools and online services to optimize this scheduling process.
Meeting scheduling apps are one of the best solutions for modern people in business, managers, and just active people. After all, it's convenient to have someone to remind you, especially if there are really a lot of meetings.
An active person in 2023 is constantly evolving by reading blogs. If you are one of them, the Vocus blog will interest you. In today's article, we discuss the 15 best meeting scheduling tools.
Importance of scheduling meetings in today's fast-paced business world
In today's fast-paced business world, meeting scheduling is essential to organize work and achieve business goals efficiently. Here are a few reasons why meeting scheduler apps play a crucial role.
Employee time and resources are limited. Meeting schedulers allow you to allocate resources efficiently, minimize wasted time, and accommodate priorities.
Modern companies often have distributed and international sales and marketing teams. Meeting scheduling apps help to harmonize working hours across time zones, ensuring effective communication and information sharing.
Team meetings provide a forum to discuss important issues, strategize and make decisions. Collaborative discussion allows different perspectives to be considered and the best option to be chosen.
Synchronization and alignment
Scheduling meetings helps align goals and objectives, ensuring all participants are on the same page. This is especially important in a rapidly evolving and changing marketplace.
Team meetings allow you to discuss the company's strategic direction and address new opportunities and challenges. This helps the company to adapt to change and remain competitive.
Regular group meetings help to maintain transparency within the company. Employees are kept informed about current projects, achievements, and challenges, which improves communication and reduces misunderstandings.
One-on-one meetings allow closer interaction between colleagues, partners, and clients. One-on-one meetings help build trust and understanding, which positively impacts collaboration.
Monitoring and evaluation
Scheduling multiple meetings allows you to track project progress, evaluate results, and adjust your strategy as needed.
Meeting scheduling apps are essential for coordination, communication, and achieving business objectives in today's fast-paced business world. It promotes efficient utilization of resources, ensures adaptation to change, and supports the company's development against the backdrop of a dynamic competitive environment.
Sprintful is the best meeting scheduler for professionals and businesses. It integrates with Google Calendar, Outlook Calendar, Zoom, Microsoft Teams, and numerous other services. Sprintful is excellent if you:
- Care about branding
- Work with a large team
- Have a complex deal process
You can customize Sprintful to send emails from your domain name (i.e. firstname.lastname@example.org), host a booking page under your domain name, send reminder SMS from your caller ID, and completely change the look and feel of the booking page.
This best meeting scheduler has much to offer for enterprise customers, including audit trails and SSO.
The main features of Sprintful:
- Calendar scheduling
- Calendar management
- Automated scheduling
- Appointment scheduling
- Real-time calendar sync
- Custom branding
- Automated reminders and alerts
- Custom notifications
- Calendar embedding
- Custom CSS
- Team collaboration
- Third-party integrations
Sprintful most useful integrations:
- Google Calendar
- Outlook Calendar
- Google Meet
- Microsoft Teams
- Custom Domain
No wonder Sprintful is one of the most popular scheduling apps.
Sprintful offers the following pricing plans:
- Basic - $9/month
- Professional - $19/month
- Business - $49/month
- Enterprise - (100+ users) at request
This scheduling app also offers a 7-day free trial.
HubSpot Free Appointment & Meeting Scheduler
With the free version of HubSpot's meeting scheduler, your clients can book individual and group meetings with you. This allows you to avoid hiccups and rescheduling if one party is unavailable.
Clients can look at your calendar and its full schedule and choose a convenient time. Everything depends on the urgency of the meeting. As a user, you will be notified about the meeting, which will automatically be added to your calendar.
This program is integrated with a universal CRM system. Even if you have any data about the person you have an appointment with, it will be added to your calendar.
HubSpot can be synchronized with Google Calendar or Office 365. You can choose any of the convenient plans.
HubSpot Free Appointment & Meeting Scheduler details
Hubspot meeting scheduler has the following features:
- 1000+ integrations with different tools
- Personalized booking links
- Customizable meeting forms
- Automated meeting reminders and time zone detection
- Reporting dashboard
It even allows you to accept payments in it.
HubSpot Free Appointment & Meeting Scheduler pricing
It is free, with paid plan options for payments, lead tracking, and more.
Arrangr is designed to handle the appointment scheduling process. The service can integrate with calendars of various types, as well as CRM. It is also possible to schedule group meetings and events.
Among the unique features this scheduling tool offers, it is worth highlighting how it offers convenient meeting locations. The system considers all the criteria of the scheduled meeting itself, as well as its nearest ones, so that it is convenient for you, for example, to drive from the previous location or get to the next one.
Generally, all your preferences are considered for business meetings and, for example, where to go for coffee.
What distinguishes Arrangr from any other meeting scheduling tool:
- Automation suggests meeting times based on your availability and priorities
- Pre-set meeting preferences for quick scheduling time
- Customizable invite templates
- Integrations with Slack, UberConference, and more
Arrangr is a tool you should pay attention to.
There are also both free and paid versions of this scheduling tool. Pricing starts at $3.99 for a PRO account to $6.99 for a PRO+ account. What version to choose depends on the features you need.
Demodesk is a versatile scheduling app. Its users say it's a real booster for the scheduling process.
Buying any version of this meeting scheduler allows you to customize booking pages, synchronize your calendar with contacts, monitor meeting analytics, use the shared screen feature, and even hold virtual meetings.
Demodesk is integrated with different CRM platforms like previous appointment scheduling tools in this article.
- Automated scheduling
- Interactive & seamless meeting experience
Your team members will like this scheduling tool.
The cost of this meeting scheduler depends on the version. There is a basic for $25 a month. There is a professional for $45 a month, but there are also Business and Enterprise versions. Their cost is calculated individually depending on the functions.
Rallly is a free meeting scheduler that offers the possibility to plan a meeting taking into account the wishes of all its participants. Each of them can participate in meeting polls so that the best options are chosen. The app schedules the meeting once the ideal time for all meeting participants has been determined.
Rallly streamlines scheduling appointments, making it a breeze for you and your sales team. Its user-friendly interface allows you to create, share, and manage meeting polls within minutes. Whether your team uses a desktop computer, tablet, or smartphone, Rallly's responsive design ensures that the scheduling remains smooth and intuitive across all devices.
Crafting a meeting poll is now as easy as 1-2-3. You need to specify potential meeting dates and times, add a brief description, and be ready to roll. Once your meeting poll is ready, share it effortlessly with your colleagues, clients, or friends. Rallly generates a unique link you can send via email, chat, or social media. Collaborators can cast their votes and select their preferred time slots with a simple click.
By the way, your privacy matters. Rallly ensures the protection of your data and poll responses, employing encryption and secure protocols to safeguard your information.
Rallly distinctive features are:
- Easy-to-use event creation and scheduling tools
- Voting feature to find the right time for large groups
- Zapier integration can connect Rallly to popular calendar options
- Shared event pages
Rallly allows you to schedule meetings effectively.
Rally is an interesting meeting scheduling software. The Pro account costs $2.50 per month, billed annually.
Doddle is one of the most popular meeting scheduling tools. It was designed to simplify the process of finding a suitable time for meetings, events, and appointments involving multiple participants. Once you select the dates and times you want to meet in Doodle, you can send them to other members. It's especially helpful when coordinating with people across different time zones or busy schedules.
Doodle allows users to create a poll with a list of potential time slots, and participants can then indicate their availability based on these options. Doodle can even send reminders to participants who haven't responded to the poll, encouraging them to provide their availability.
Overall, Doodle's user-friendly interface and efficient scheduling process make it a valuable tool for businesses, sales teams, and individuals seeking to streamline the coordination of events with multiple participants. Signing up for an account is not required. You will have the option to use a public URL.
This all-in-one solution offers:
- Meeting polls to avoid scheduling conflicts
- Customizable meeting invitations
- Easy integration with Google Calendar, Outlook, Office 365, iCloud
Doodle is perfect for multiple sessions.
The cost of Doodle starts at $6.95/month to $8.95/month.
In the case of NeedToMeet, registering an account is optional. All you need to do is enter a brief description and the purpose of the meeting. Once you choose a date and time, you can send an invitation to the participants.
The free version will not synchronize with your smartphone or PC calendar, but the premium subscription will integrate with Outlook.
Unlike the previous 2 options (Rally and Doodle), NeedToMeet allows users to choose the date and time rather than being guided by an event organizer's list.
The features included are:
- Easy Polling.
- Custom URL.
- Invite attendees through NeedToMeet or use your own email program.
- Receive email notifications when meeting attendees respond.
- View attendee meeting comments all in one place.
- Plan meetings on the web, on mobile apps or our Microsoft Outlook plug-in.
- Ad Free.
The basic version of this meeting scheduling tool is completely free. However, you can buy a subscription for $12 per year for advanced use. For a premium account, the cost is $19 per year.
Calandly is another popular meeting scheduling software. The app integrates directly with Google Calendar or with Office 365, giving you the option to use a customized URL. With it, users can schedule appointments with you. You can also customize the duration of potential meetings (half an hour, for example). A definite advantage of Calendly is the ability to customize a form with questions that people will fill out while scheduling a meeting with you.
This scheduling solution offers:
- Intuitive interface for booking without back-and-forth emails
- Range of scheduling types
- Automatic email notifications and reminders
Just a few clicks and you can use Calendly for incoming meetings.
In the case of Calendly, there are 3 paid plans - $8, $12, and $16 per month.
YouCanBook.me helps you let others know your availability with a customizable URL. It allows potential meeting attendees to view your Google Calendar or iCloud free time and then book the time they need.
You can customize the layout of your booking page using different colors and insert options.
- It is great for sales teams because it offers:
- Availability settings to help avoid double booking
- Workshop and group event scheduling
- Customizable booking pages to highlight your branding
YouCanBook.me can help you schedule appointments in 1 click.
The subscription cost for this scheduling tool is $10.80 per month. It also offers a free forever plan.
Pick is not a very popular scheduling tool, but it is worth your attention. This meeting scheduler will automatically scan your calendars, and free appointment slots will be found. The same process goes for finding free time with one of your coworkers.
You can send an invitation to a meeting directly from the Pick app. It's worth noting that you won't be able to view it until the user gives permission to share their availability. There is also the option of using a personal URL here.
A subscription to the Pick scheduling software costs $9 per month.
Clara is a virtual assistant that can schedule meetings and create scheduling templates.
Once you sign up, you can specify your preferences regarding meeting dates and times. You can also record your favourite locations (restaurants, cafes, or co-working spaces).
It is also possible to discuss the meeting details by providing your email address.
The cost of Clara also depends on the potential features you choose. There is an Essential subscription for $99 per month, Professional for $199 per month, and Executive for $399 per month.
Chili Piper's software is designed to manage the schedules of users who are involved in B2B sales. There's one-click appointment scheduling and transferring information between different meeting members.
You can quickly schedule meetings by updating your CRM system with contact details. Moreover, you will have the opportunity to optimize your calendar of meetings and set reminders for each of them.
Users who have had to deal with scheduling tools like Chili Piper have been satisfied with their experience. The ability to customize reminders for yourself and other meeting participants is one of the most useful features. By the way, it is not often found in the functionality of other meeting scheduling tools.
Chili Piper details
Distinctive characteristics of Chili Piper:
- Data analysis and reporting
- Automated real-time lead routing and waitlisting for busy sales teams
- Live meeting options
It is great for handling meeting requests.
Chili Piper pricing
Subscription fees for the Chili Piper service start at $15 per month for a standard license, $25 per month for a Handoff account, $30 per month for a Form Concierge account, and $30 per month for a Distro account.
Zoho Bookings is a meeting scheduling tool developed by Zoho Corporation. It is designed to help businesses and professionals schedule meetings easily and manage their schedules more efficiently. Zoho Bookings offers a range of features that facilitate managing meetings and enhance customer experience.
Zoho Bookings allows clients or customers to schedule online meetings with businesses or professionals. This eliminates the need for back-and-forth communication to find suitable time slots.
This online meeting scheduler integrates with popular calendar applications like Google Calendar and iCal, ensuring that meetings are automatically synchronized with the user's existing schedule.
Zoho Bookings pricing
The basic paid plan costs €6 per staff/month. Premium paid plan costs €9 per staff/month.
Setmore allows you to make automatic bookings for online meetings and handle the schedules of other participants. You can also activate the 24/7 reminder function in this meeting scheduling software.
With Setmore, you can professionally manage your schedule with a personalized URL page, customize the color and font in the calendar, and attach your company logo.
This scheduling app is one of the market leaders as it allows you to manage appointments from various resources, including Zoom. You can also share your schedule on the most popular social networks - Facebook and Instagram.
Features of this scheduling tool:
- Mobile appointment scheduling app for iOS and Android
- Customizable booking pages
- Appointment reminders
- Social media integrations for Facebook and Instagram
With Setmore, it is great to schedule meetings with 1 click.
The premium subscription for 2 users costs $5 per month. You can use a free version for up to 4 users.
With CalendarHero, you can automatically schedule meetings for your entire team by viewing their schedule. Of course, there is also the option to make an appointment request. Then the potential participant can suggest another alternative time or day.
CalendarHero gives its users complete freedom thanks to the page's personalized URL.
Distinguishing features of CalendarHero:
- AI-powered scheduling assistant for virtual and in-person meetings
- Automatic time zone detection
- Customizable branding
- Group meeting types
It perfectly integrates with any calendar app.
CalendarHero is the last on our list of the best meeting scheduling tools. It has both a free version and a professional subscription for $8/month and a Team subscription for $12/user/month.
Scheduling process FAQ
Here we have collected answers to the most popular questions regarding meeting schedulers.
What mandatory features should an appointment scheduling app have?
Meeting schedulers should have some specific features to help users organize and manage their time effectively. Here are some of them:
- Meeting creation
- Calendar view
- Notifications and reminders
- Integration with other calendars
- Access sharing
- Reschedule and cancel appointments
- View free time
- Support for different time zones
- Integration with video conferencing platforms
- Support for recurring meetings
The overall feature set can vary depending on users' specific needs and the meeting tool type.
Why meeting scheduling tools should integrate with Google Calendar?
Google Calendar is a free service for manual meeting scheduling. This traditional scheduling solution simplifies your workflow, even if you already use GSuite. Google Calendar gives you access to email addresses to discuss the details of a potential meeting.
If the meeting scheduler integrates with Google Calendar, it automatically synchronizes with it. In such a way, you eliminate unpleasant situations like double meetings.
Why meeting scheduling tools should integrate with Zoom?
Zoom is the most popular video conferencing platform available today, with many features that simplify the meeting scheduling process.
If your meeting scheduler integrates with Zoom, you can add a meeting to your calendar and send the recipient an invitation to attend. Zoom also offers a Zoom Meetings feature for recording and later transcribing transcripts.
Zoom has several versions, including a free version. Pricing starts at $149.9 per year to $199.9 per year, depending on your chosen features.
Why meeting scheduling apps should have Round Robin appointment scheduling?
The Round Robin feature in meeting scheduling apps has its advantages and can be useful in various scenarios. For example, it allows you to distribute upcoming meetings between participants or resources evenly. This is especially useful when you have multiple team members or resources and want to ensure equal access to them.
Round Robin meeting distribution can help increase efficiency, as each team member gets an equal share of tasks, and no one is overloaded or idle. It can help avoid schedule conflicts when multiple team members are working on different clients or projects.
However, it is worth noting that Round Robin is not always the best choice in all situations. Sometimes, more complex resource allocation algorithms may be more appropriate, especially if you have specific requirements or priorities.
Is there a free meeting scheduler?
Many free meeting scheduler tools are available to help you coordinate and schedule group meetings more efficiently. Some popular options include:
- Microsoft FindTime
- HubSpot Meetings
Remember that features and capabilities vary among these meeting scheduler tools, so it's a good idea to explore a few options to find the one that best suits your needs and workflow.
It is worth noting that all of the above meeting scheduling tools are a godsend for busy people, for whom meetings are something that goes without saying in the daily routine. After all, when you have several meetings every day in different places, it is not difficult to mix them up. Moreover, with them, you don't need to approve booked meetings manually.
Thanks to active technological progress, scheduling tools are becoming more and more every day, so choosing the right one for you will not be a problem.