Top 10 Best Meeting Scheduler Apps for 2024 | Integrately
By Abhishek A Agrawal
April 7, 2024
Table of Contents
Scheduling a meeting can be more complicated than you think. Between emails, text messages, and back-and-forth calls, you lose a lot of time that you could be spending on more important tasks. The good news is, a meeting scheduler app can automatically schedule meetings for you and improve your workflow.
In this guide, you’ll learn all about the best meeting scheduler apps, what features to look out for, and how to pick the right one.
What Are Online Meeting Scheduler Apps?
Meeting scheduling tools allow users to collaborate through an automated calendar interface. They reduce back-and-forth emails, prevent double bookings, and keep you and your staff coordinated.
What Does An Online Meeting Scheduler Tool Do?
An appointment scheduler is a type of calendar software with an automatic scheduling function. They often integrate with other applications such as your email, project management software, or payment processors.
Who Needs A Meeting Scheduler Software?
Ultimately, any business professional can benefit from online meeting tools. However, they are most beneficial for those who work in sales, marketing, public relations, or any position that requires making multiple calls a week.
What Features Should You Look For In A Meeting Scheduler App?
There are thousands of meeting scheduling tools available online, so how do you pick the right one? Be on the lookout for these characteristics.
Easy to use: Your online scheduling tool should be intuitive and straightforward, whether it’s to schedule a meeting or receive an invite.
Multiple integrations: If you already use a specific calendar app, your online meeting scheduling tool should be able to integrate with it seamlessly.
Good value for money: While some meeting tools provide free features, others charge extra for capabilities like video calling, automation, or multiple users. Consider whether a subscription saves you more money than it costs.
Video calling capabilities: After scheduling a meeting, you should be able to hop on a call as quickly as possible.
Cross-platform sharing and syncing: If you use multiple devices to access your schedule, a good tool for you is one that is available on more than one platform. You should also be able to share and sync meetings and other information across devices.
How to Choose The Best Meeting Scheduling App
Some appointment booking tools may look attractive but are not what you need. When choosing the right meeting scheduler, keep these tips in mind.
Set your business goals: Knowing your business goals can help narrow down your needs. For instance, if you’re looking to connect more personally with your leads, you might want to pick a scheduler with video calling capabilities.
List the number of people on your team: Some meeting schedulers will charge a subscription price for multiple users. A more affordable basic plan with simpler features may suffice for startups and smaller businesses.
Consider additional features: Integrations and other features are essential for businesses that require complex project management.
Consider security: To schedule a meeting on your appointment booking tool, you need to provide access to your calendar, contacts list, and other potentially sensitive information. As such, you can protect your data by picking an app that is TCPA/HIPAA-compliant and offers business-grade security.
Calendly is a popular scheduling app that integrates directly with Google Calendar and Office 365. It boasts a clean and simple interface and allows others to request meetings according to your availability. Not to mention, it also works seamlessly with Integrately.
👍Pros
Multiple integrations: Calendly works with many software, including Mailchimp, Salesforce, and Slack.
Customizable meetings: Indicate meeting types, upload pre-meeting questionnaires, or attach documents to your invite.
Automated reminders: Reduce no-show rates by sending direct notifications to meeting participants.
👎Cons
Limited time blocks: You can only set meetings in 15, 30, and 60-minute intervals.
Restricted branding: Unfortunately, you can’t customize meeting invites with your brand logo, assets, or color codes.
No team accounts: If you want to use Calendly for everyone on your team, each person will have to purchase a subscription.
Pricing
You can try Calendly for free or purchase a Premium subscription, which costs $8/month. Pro subscriptions cost $12/month, while Enterprise pricing is available upon request. Click here to try Calendly today!
Unlike other appointment-booking apps, Calendar incorporates AI and machine learning technologies to learn your scheduling habits. It integrates with multiple business tools and even provides analytics to help you better understand how you spend your time.
👍Pros
Habit tracking: Over time, Calendar gets smarter every time you book an appointment. For instance, it may recommend Thursday or Friday meetings if you tend to schedule your appointments at the end of the week.
Inbound and outbound scheduling: Calendar generates a custom URL that meeting participants can use to determine your and their availability.
Meeting analytics: Take a closer look at who tends to miss meetings, who you’re most likely to attend a meeting with, and other helpful information.
👎Cons
Limited free meetings: If you can’t afford a paid subscription, you can only use Calendar for a limited number of meetings.
No overbooking feature: Unfortunately, Calendar won’t indicate if your day is full when someone requests a meeting.
No full calendar sharing: If you want to share your whole calendar with colleagues, you might be out of luck here.
If you want a highly customizable scheduling app, try CalendarHero. With it, you can customize meetings by including location details, sending a video conference link, and setting appointment durations. CalendarHero also works with Integrately.
👍Pros
Payment portals: For professionals like counselors and consultants, CalendarHero’s paid plans allow users to collect payments directly from the app.
Attendee insights: Get meeting briefings directly after your call and include this data in your CRM.
Daily meeting limits: CalendarHero can block meeting requests when your day becomes fully booked.
👎Cons
High lag: CalendarHero tends to lag more than most video conferencing platforms despite its impressive video calling integrations.
No direct calls: If you want to make a call from CalendarHero, you’ll have to send attendees an individual link to your meeting.
Limited customization: If you prefer a calendar app with more complex project management capabilities, CalendarHero might not be for you.
Don’t have the budget for a full-fledged scheduling software? Not to worry – Rallly is entirely free! It is a unique polling program that allows you and other meeting attendees to vote on dates to host your event.
👍Pros
Total simplicity: You don’t need to create multiple accounts to use Rallly with your team. Only the primary organizer needs to submit their email address.
Open source program: If you want to build a Rallly-like prototype for your existing software, you can take a look at its open-source code.
Discussion box: Can’t come to a consensus? You can provide suggestions in the meeting discussion box.
👎Cons
Only one function: If you want a scheduling tool with other features like email reminders or customization, you won’t get them with Rallly.
No time polls: While you can vote for dates, you can’t vote for a preferred time.
No calendar integrations: If you use other apps like Google Calendar, Microsoft, or HubSpot Meetings, you won’t be able to sync them up with Rallly.
For teams with remote staff members living in different time zones, ScheduleOnce is a godsend. A zone recognition feature allows users to plan meetings more efficiently and within working hours. ScheduleOnce has dozens of Integrately features.
👍Pros
Generous free plan: Unlike most scheduling apps, ScheduleOnce has a relatively generous free tier, enabling use for up to 25 users.
Video conferencing capabilities: Directly integrate ScheduleOnce with Zoom, Google Meet, and other video calling software.
Embeddable widgets: Use the scheduler within your business website.
👎Cons
Big learning curve: Because of its complex features, it may take some time to learn to use ScheduleOnce.
Low responsiveness with embedding: Expect to experience some lag and a few bugs with ScheduleOnce’s embedding tool.
Manual integration: Depending on what software you already use, integrating ScheduleOnce may require a few manual tweaks.
As its name suggests, When2meet allows users to figure out the best date and time to meet. It is simple, easy to use, and doesn’t require sign-ups. However, this meeting tool serves only one purpose, so don’t expect it to sync with your online calendars or come with any extra features.
👍Pros
Easy to use and share: When2meet comes with no bells and whistles – just create a scheduling link and get users to input their preferred meeting time.
Time intervals: When2meet breaks down options into 15-minute intervals to help you and your team narrow down options.
No sign-ups: You don’t need an account to use When2meet. You don’t even have to input any personal information.
👎Cons
No verification: Because When2meet doesn’t require users to input personal information, there is no way to verify who responds to your booking link.
Limited time zones: While When2meet’s time zone feature often proves helpful, it may be confusing to use and only has a limited country list.
Lack of other features: If you’re looking for an app to set automatic reminders or in-app links to video meetings, you’re out of luck.
Google Calendar is the most logical choice for existing Google Users. It is one of the best meeting scheduler apps out there, offering suggested times based on someone else’s calendar and indicating how many people can make it to any given time slot. If you’re already using Integrately, you can make the booking process even simpler!
👍Pros
Full GSuite integration: Google users can enjoy quick real-time syncing between apps.
Share features: Give team members access to your entire calendar for total convenience. View changes to your calendar in real-time.
Multiple calendars: Filter through your tasks and meetings according to which calendar you’re using, whether for personal use, work, or other projects.
👎Cons
Limited time zones: Unfortunately, you can only add up to three time zones on your Calendar sidebar.
No direct edits from third-party apps: If you’re integrating a third-party app with Google Calendar, there is no way to edit the task directly.
No Windows desktop app: Windows users can only use Google Calendar on the web.
If you take a while to get used to new software, Arrangr helps you create all kinds of meetings with the help of a Wizard from start to finish. This Wizard enables you to pick out who to invite, find out when they are available, and choose where the meeting will take place.
👍Pros
Guest mode: If you don’t want to grant access to your existing calendars, you don’t need to!
Affordable: Compared to other appointment booking apps, Arrangr is more affordable, with plans starting at $4/month.
Location suggestions: Arrangr will automatically suggest meeting or event locations depending on your preferences.
👎Cons
No native mobile app: If you want to use Arrangr on your mobile device, you’ll have to access it via your browser.
No email integration: While you can link Arrangr to your email, you can’t access it directly from your email client.
Pricing
You can try Arrangr for free, get a Pro plan at $3.99/month, a Pro+ plan at $6.99/month, or request enterprise pricing. Click here to try Arrangr today!
For Gmail users, Assistant.to makes it easier to book appointments. As a Chrome extension, Assistant.to allows you to pick out your free times and embed them directly into your email.
👍Pros
Free: This simple yet effective app is entirely free to use.
AI learning: Over time, Assistant.to remembers your most common meeting times and locations.
Automatic calendar events: Once you agree on date and time, Assistant.to will automatically create an event for you.
👎Con
Availability doesn’t save: If you’re planning multiple meetings at once, you’ll have to indicate your availability for every event.
No branding: Unfortunately, you can’t customize meeting themes to suit your business.
No scheduler link: If certain participants can’t make a meeting, you’ll have to send a scheduler link to follow up manually.
For entrepreneurs looking to grow their businesses, we recommend Acuity. This simple appointment-scheduling software integrates with multiple CRMs, accounting software, and analytics tools.
👍Pros
Compatibility with multiple calendars: Not only can you use Acuity with a vast range of calendars, but you can also integrate them all at once.
Payment portals: Get paid directly through PayPal or Stripe.
Two-way API integration: Avoid double-booking on your calendar apps.
👎Cons
No bulk calendar solutions: There is no per-calendar payment program, and exceeding the limit could cost you hundreds of dollars.
Hampered usability: Fonts and elements are not responsive and take up more space than most multi-device appointment scheduling software.
Poor embedding: Your personal calendar may not resize well from desktop to mobile.
Ultimately, which meeting scheduler software is best for you will depend on your preferences and business goals. For instance, if you require software with advanced features like meeting reminders, automatic follow-up emails, payment processing portals, and analytics, a tool like CalendarHero might work better for you than When2meet. When picking the right online meeting scheduling tool, take a closer look at your appointment process and what features might make it more manageable.
Bonus: Don’t Make These Common Mistakes When Using Meeting Schedulers!
Many business owners tend to overlook the value of meeting schedulers – after all, they only serve one purpose, right? The truth of the matter is an excellent meeting scheduling software can help you track your business growth and keep your costs low, so you’ll want to avoid making these common mistakes.
Ignoring your business goals: You don’t want to invest in a pricey online scheduling solution that does not streamline your business operations.
No buffers: As much as possible, you’ll want to set some free time between appointments to account for unexpected changes in your schedule.
Too much or too little detail: Meeting details are helpful. Be wary of attaching too few or too much of them.
Automate Your Schedules Today With The Best Meeting Scheduler Apps!
Often, the meeting scheduling process is not as simple as you think. You might have trouble setting a time or location or may not even be available for weeks! Fortunately, the best meeting scheduler apps can help you get over the hump of setting up a meeting.
Make the booking process even simpler with Integrately, which has over 8 million automations for over 600 apps!
FAQs about meeting scheduler apps
What does a meeting scheduler app do?
A meeting scheduling software streamlines your weekly appointments, sets your availability, reduces no-shows or double-bookings, and provides time to focus on more critical tasks.
Does Google have a free meeting scheduler?
Yes, Meeting Scheduler for Gmail is entirely free to use. Alternatively, you can unlock a premium plan if you need more essential features like multiple calendars and automation.
What is the best way to schedule a meeting with multiple attendees?
Scheduling meetings with multiple attendees can be challenging, especially when working with a busy team. You can make the scheduling process easier by providing meeting details, preparing an agenda, determining the type of meeting you want to have, and scheduling your appointment in advance.
Author - Abhishek A Agrawal
Abhishek is the founder of Integrately, CompanyHub, and Dreamwares. He is passionate about technology and entrepreneurship. He is always looking to leverage technology for the growth of the business. He has a deep understanding of how businesses work and uses this knowledge to build products that help entrepreneurs grow their businesses.
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