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Based on my personal experience over the last seven years, it takes me an average of 7 emails to schedule a meeting with a client. Likewise, scheduling a meeting with a colleague takes me 8 direct messages.
This doesn’t surprise me because we live in different time zones and have personal activities.
And if you are a top-level executive with 10+ weekly meetings or a sales rep who wants to close more sales, you don’t want to waste time sending the same message repeatedly:
When are you free this week?
The best solution is to use a meeting scheduler software to create a booking page like this one.
Then, the meeting scheduling tool will automatically send meeting links and reminders. But which tool should you choose?
I spent the last 3 months using fifteen meeting scheduler software to book team and sales meetings. Here are the best 8 I recommend to companies and professionals.
Zencal is first on our list of the best meeting scheduler software because it integrates with popular video call platforms (like Zoom and Meet) and business tools (like Zapier and HubSpot).
I created this appointment scheduling tool as a better option after testing over 15 different online meeting tools. Moreover, I wanted to make it more affordable while packing powerful features other products don’t have.
Let me tell you more about the best-automated scheduling platform.
One of Zencal’s key features is the ability to create multiple booking pages. A booking page is a standalone page where clients and team members can schedule meetings with you.
Using Zencal, you can name your page however you want (like Team Meeting or Marketing), set a default meeting duration and place, and put a meeting description.
Furthermore, I can set the maximum number of meeting participants and collect phone numbers.
But the “Create a Form” is, by far, one of my favorite features. Here, I can set custom questions to ask leads before they submit their booking. This is one of the best ways to collect qualified leads.
Here is what it looks like on the booking page.
But this is just one of the many cool features you can find in Zencal. Let me share a few more that make Zencal the best meeting scheduler software.
Integration with Video Conferencing Apps
A top-notch meeting scheduler software must connect with popular video conferencing tools like Google Meet and Zoom.
What I love about Zencal is its ability to integrate with Meet, Zoom, Teams, Webex, and Skype.
Then, once integrated, Zencal will automatically create a meeting link after someone books a call.
By the way, Zencal will ask permission to access your calendar (Google, Outlook, or iCloud).
Then, once booked, the meeting will appear on your connected calendar.
CRMs, Payment Options, and More
Who said people can only book free meetings?
In fact, if you are a freelancer or agency, you might want clients to book paid consultations or audits. That's why Zencal integrates with your favorite payment platforms like Stripe, Paypal, tPay, PayU and Przelewy24.
And to make life easier, we made sure to connect Zapier to other business tools like HubSpot and Zapier.
Client Management
Additionally, Zencal has an interface where you can manage all your clients. These are people who have booked meetings through all your scheduling pages.
Here, you can edit, delete, or view the client information. With the “Edit,” for example, you can update the client’s name, email address, and phone number.
But I want to show you something more beautiful and impressive. When you click “See details,” you’ll see the number of appointments and upcoming ones.
Zencal will also display the money the client spends in four different currencies.
Calendar Management
Zencal’s Calendar feature lets users access the events from the calendars you’ve connected (all in red). For example, I could view a regular meeting event with my team members.
Of course, you can view every event booked through your scheduling page (these events are green). There, you can join, reschedule, or cancel meetings.
These features (and so many more) make Zencal the best meeting scheduler software. It saves you time by automatically scheduling meetings with clients and team members.
No more “when are free to hop on a call.” Sound professional by sending your Zencal link and letting attendees choose their best date.
Create a Scheduling Page and Start Booking More Meetings in 6 Minutes!
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Clockwise is next on our list of the best meeting scheduler software. It’s famous for its AI Calendar feature that creates events from prompts, Scheduling Links that create booking pages, and Prism that manages your calendar.
Speaking of Prism, Clockwise launched it a few months ago, so I wanted to try it first.
Based on my tests, Prism is a Google-like interface that shows all your current and past events. Like Google Calendar, you can click on a time slot and schedule an event.
The event will show the number of attendees, any event conflicts, start and end times, and more.
The “Mark meeting as flexible” setting moves the meeting to the best time for you and attendees based on your preferences. When enabled, I saw a button asking me to “Update move range.”
This will let Clockwise find the best time for this meeting based on other events.
Let’s discuss a few more clockwise features.
AI Calendar
The AI Calendar is one of the clockwise features I liked during my tests. You simply instruct the chatbot, and it will create an event.
For example, I asked it to schedule a meeting with Piaff and provided his email address:
“Schedule a meeting with Piaff tomorrow at 6:00 pm. His email is d*****@gmail.com.”
The AI then checked if I had any inconveniences, such as scheduled events, meeting breaks, focus time, or lunch. It will also check if I’m planning the meeting on a day or time I’m off.
In the image below, the chatbot noticed that I would lose two hours of focus time.
After clicking “Confirm,” the chatbot finally scheduled the call and sent a meeting to the guest.
Scheduling Links
Just like Zencal or any other meeting scheduler in this article, Clockwise allows you to create booking pages.
Called “Scheduling Links,” I was able to create two pages for different purposes:
I liked the fact I could let people schedule different meeting durations, like 30 minutes, 1 hour, and 1 hour 30 minutes. I could also prevent people from booking one hour before the meeting, meaning they can’t book a meeting for 10:00 am when it’s already 09:30 am.
When creating your scheduling link, you can ask Clockwise to:
Finally, I noticed that using the three options above affected my available times on the booking page.
Ideal Day
I also how the “Ideal Day” was easy to use. In this interface, I set my working hours and days.
This is where you also set your Focus Time, breaks, or lunch.
Clockwise will then use this information to create a personalized meeting scheduling page.
Calendly is an automated scheduling tool that streamlines meetings and integrates with calendars like Google, Outlook, and iCloud. It comes with customizable time slots and integrates with business tools like Zoom, Salesforce, and Stripe for booking and payment workflows.
Once again, you are reading this blog post because you want to choose the best meeting scheduler software. Thus, I want to review the main feature immediately.
It’s called “Event Type.” Consider it a “booking page” or “scheduling link,” the page you will publish or share with people so they can book meetings with you.
On the page, clicking the New Event Type will show you where to select the event type.
With this feature, you can choose the specific type of event for yourself or on behalf of another user. For instance, if the meeting involves a single host and one invitee, you can select a “one-on-one” event type. If you have more than one invitee, choose ‘Group.”
So, I clicked on “One-on-One” to see what happened afterward, and the first thing I noticed was simplicity. On the left side, I could name my Event Type or Booking Page, set a duration, and choose the location (like Zoom or GoTo Meeting).
The next screen showed me additional settings like buffer time, daily meeting limit, time zone, etc.
I also saw the option to ask booking form questions, collect payments, and set up a confirmation page.
Finally, after playing with the meeting scheduler software for some time, I built my booking page.
Let’s discuss a few more Calendly features.
Calendar and Tools Integration
The Calendar Integration feature allows you to integrate Calendly with other calendar platforms, such as Google Calendar, Outlook, and Exchange Calendar. This integration will automatically sync appointments and meetings.
This will help prevent two or more meetings from being booked at the same time.
You can also integrate Calendly with other popular software like Intercom, WordPress, Salesforce, and more. Moreover, Calendly comes with an extension for Chrome, Edge, and Firefox.
Availability
I like this feature since it allows me to manage my schedule; I can use this to control when people can book meetings by setting precise working hours and scheduling off periods.
For instance, I’m unavailable on Sundays, so I removed it from available time slots.
I also created an additional schedule that I called “Sacrifice Everything.” I will send it to high-paying clients I must close regardless of the sacrifices. Therefore, I made myself available on Saturday and Sunday.
Meetings
The “Meetings” feature is the best place to view and manage all your meetings. It displays all your upcoming, pending, and past meetings.
It also shows important details such as the event type (booking page), the invitee’s name and email address, and meeting time and location.
There, you can also reschedule or cancel the meeting.
Routing Form
In addition, if you want to help users find the right person or team before making a reservation, Calendly's routing form can help you ask people straightforward questions. With this, you can match leads with the correct department without sending back-and-forth emails.
Just click on the routing button to start the routing form creation process.
Using this feature, you can create a routing form from scratch or import an existing one.
I believe “Poll Meetings” is the standout feature that SimpleMeet.me comes with. It helps a group of people decide the best time to meet.
The site automatically schedules the meeting once users create polls with time options and participants cast their votes. This means everyone gets involved, and you force nobody to meet at a time inconvenient for them.
The process is simple: Create a new pool, set the meeting type, and set the voting process.
Next is the time slot setting. Here, you can set the time and date you want participants to vote on.
For example, the date can be between 19 and 21 November, with a specific time of 10:15 am, 11:30 am, and so on.
Finally, you can share the link with your team members and let them choose their best time.
But I didn’t stop there; I spent a few more days testing this meeting scheduler software. Here is what I found.
Integrations & Accessibility
It seems I’ve mentioned integration a dozen times in this article. It's worth it since it enhances ease of use.
Plugins and integrations are available on SimplyMeet.me to further simplify scheduling. Once integrated, Simply Meet will sync data with well-known programs like Zoom, Outlook, and Google Calendar.
A typical application of this feature is the integration of SBPay to accept payments for scheduled consultations, classes, or events. With this, clients can make reservations and make payments easily.
Next is to add your company information to start using this integration.
Scheduled Meetings
I also want to mention a feature I particularly liked: scheduled meetings.
I like it because it provides a unified view of all your upcoming appointments.
Sometimes, you might want the platform to display only some of your appointments. That’s when you can filter meetings by time frames like day, week, month, or custom ranges.
I also viewed important information such as the date, time, client name, client contact, and meeting type for each booked meeting, along with a status indicator for convenient tracking.
Meeting Types
With SimplyMeet.me’s meeting types feature, you can set the names, languages, and descriptions of your meetings.
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With the language setting, your subsequent notifications will use the new language (when you modify the meeting language in SimplyMeet.me).
I modified the number of participants to choose between one-on-one or group meetings. By the way, there’s a space to enter the number of people who can book you at the same time.
For example, if you enter 3 in the given space, three people can book a group meeting simultaneously.
Reclaim AI is another tool that deserves to be on my list of the best meeting scheduler software. I particularly like its Smart Meeting feature, which automatically finds the best meeting time across your team and client schedules.
Of course, as a fan of holding sales and team meetings, I wanted to see what Reclaim AI had to offer. So, after signing up, I went straight to the “Scheduling Links” feature, where I created my first booking page.
Like with Zencal, I could set my availability, videoconferencing platform, and meeting duration.
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Finally, after a few minutes of work, I created my first booking page.
Calendar Synchronization
Like the others, a quality meeting scheduler must be able to sync with other calendar platforms. This sync feature keeps your schedule current across all tools.
After connecting to another calendar platform, Reclaim AI syncs events, tasks, colors, categories, and meetings in real-time.
Planner
Reclaim AI also has a Google Calendar-like planner. However, the Planner didn’t have advanced settings during my tests.
For example, I couldn’t invite people (like a meeting) or set custom reminders.
In short, the Planner is more of a task than a meeting planner. And if you go to the Task tab, you will see the same tasks where you can see more details and complete them. I discuss this feature in more detail in my article on the best Calendly alternatives.
Advanced Reporting
Reclaim’s reporting is one of the most beautiful I’ve seen among meeting scheduler software. The report showed my time breakdowns, such as time spent during team meetings, one-on-one, external meetings, and deep work.
It also indicates my most productive day during the selected timeframe.
Finally, the last part of the report shows the people I met with online and the hours spent on every meeting. For instance, Reclaim AI noticed that I spent 7 hours meeting with Yvette and 3 hours with Lucca.
Doodle is a meeting scheduler software that helps individuals and businesses create booking, poll, and event registration pages. Moreover, it integrates with video conferencing platforms like Zoom, Google Meet, and Teams.
Let’s talk about its Polls feature, for instance.
Like the Poll Meetings feature for SimplyMeet.me, you can use Doodle's group poll to choose a meeting time that works for everyone.
You recommend times, provide the poll link, and let people vote for the best times. After everyone has made their selections, you select the most popular time. This helpful feature makes planning with large groups or hectic schedules much easier.
Click the Create button to create a new poll. Here, indicate the full details of the meeting and where it will occur. For example, you can select Google Meeting.
Next, choose the date and times you want the group to vote on.
For example, you choose Wednesday, 20th (10-11 am and 1:30-2:30 pm) and Thursday, 21st (10-11 am and 1:30-2:30 pm).
Let me top it up with this.
You can go further by adding a deadline to motivate participants to respond sooner, limiting how many participants can select a time, and sending automatic reminders to group members.
One-on-One Scheduling
Additionally, I used one-on-one scheduling to set up appointments with a single individual.
Like every popular meeting booking software, I set details such as the meeting's title, description, venue, and duration.
I then select my available times and days. Moreover, Doodle will immediately confirm the meeting if the invitee chooses one of the available time slots. This better fits brief check-ins, client calls, and interviews.
Sign-Up Sheet
Doodle also has a feature called “Sign-Up Sheet.” Now, this intrigued me because I first didn’t see the difference between it and one-on-one scheduling.
So, I tested it to learn more.
I noticed you use Sign-Up Sheet for webinars or online events where anyone can join. Like the “one-on-one scheduling” feature, you enter event information, such as a title and description.
It has a Sessions section where slots are open for participants to sign up for, and you can easily keep track of the list. It's an easy method to plan activities or events.
With this, you can also make additional settings, such as publicizing participant lists, limiting registration per participant, and others.
I also added optional or required questions I wanted participants to answer.
Next on our list of the best meeting scheduler software is ChiliCal. ChiliCal is part of a ChillPiper family with Chat, Handoff, and Distro as siblings.
However, in this article, I will only focus on Cal for meetings, and the first feature I want to cover is its booking page. This feature comes with adjustable guest forms and meeting time options.
When someone wants to book a meeting, the guest form asks for their name and email address by default. However, you have the option to add more fields to the form.
With the meeting time options, you can set the meeting duration, the minimum being 5 minutes and the maximum 2 hours.
Next, I added a welcome text for my guests; this message will appear on the booking page, where guests can select a day and time that suits them.
Finally, I built a booking landing page I shared with my colleagues and clients.
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Now, let’s discuss the other features of the meeting booking platform.
My Availability
You can mark your available meeting hours on your calendar using Chilipiper's "My Availability" feature.
Usually, I’m off work on Saturdays and Sundays, so I used the availability feature to mark out those days. Due to this, people won’t be able to book a meeting with me on such days.
Personal Page
Another exciting feature on the list is the Personal Page, which helps you build a profile. You indicate your name, job title, and about here, and add a profile picture.
Next to the profile builder is the Online Profile. I used it to enter my social media profiles like LinkedIn, Instagram, and Twitter.
The last part of this is the associated meeting-type section.
The Associated Meeting Type is similar to putting your belongings in different boxes. You can give every meeting a label, such as a demo or follow-up, so everyone knows its purpose.
On July 18, 2024, Google introduced a new feature for its calendar called “Appointment Schedule.” I was curious to see what it does because I’ve used meeting schedulers for years.
In fact, my personal experience with these tools made me create Zencal. So, I wanted to see how this new free tool outperformed premium ones with millions of users.
First, go to Create > Appointment Schedule to access the tool.
Now, let me share my experience with the new meeting scheduler in Google Calendar.
Appointment Schedule
By default, Google sets weekends off and weekdays from 9 am to 5 pm. Plus, 1 hour is the default appointment duration.
However, I edited the scheduler to suit my availability. I could also add unavailable times by clicking the + sign next to the time.
To give an example, I set myself offline from 12:30 pm to 02:30 pm on Monday. I’m also off on Wednesday at 10:00 am to 03:00 pm.
Scheduling Windows
By default, Google sets the maximum time to book an appointment to 60 days. This is too much if you want to use this page for sales purposes. So, I changed my duration to 14 days.
I also added buffer time to 30 minutes. This means someone can only book a meeting 30 minutes after the current one.
Share and Embed Booking Page
Once created, you can copy and share the booking page link or embed it to you
This is what my booking page looks like after opening the link.
A meeting scheduler software allows businesses to create booking pages they can share or embed on their websites. Then, anyone can book a meeting directly on the booking page without sending back-and-forth emails about availability.
Using the meeting scheduler, you set your available times and dates on the booking page, connect your video conferencing app (like Zoom), and share the page with clients or team members.
When someone books a meeting on that page, the scheduler automatically notifies you and the person and adds the meeting event to your calendars.
Zencal is an example of meeting scheduler software that allows businesses and professionals to create booking pages. Here is an example of a page Piaff, created with Zencal.
Now that you know what meeting scheduler software is, let’s see how to choose a good one.
Choosing meeting scheduler software compatible with popular video conferencing apps is essential. For example, Google Meet has over 300 million monthly users, while 145 million use Microsoft Teams.
Similarly, Zoom has over 191,000 enterprise customers and over 300 million users daily.
So, chances are you use one or many of these online meeting tools. As such, you must choose a meeting scheduler that naturally integrates with them.
This integration will automatically generate meeting links and add them to invites. No need to manually set up video calls, and you also meet your customers on the video platforms they already use.
With Zencal, for example, you can connect your Zoom, Google Meet, Skype, Teams, and Webex accounts.
When setting up your meeting scheduling link, like this one…
You will have the option to select your preferred meeting place with clients.
Then, after booking a call, the client will automatically get an email containing the meeting link.
Of course, you might want to use a meeting scheduler software to collaborate with team members (not clients). Top appointment scheduling tools like Zencal also work for teams that rely heavily on remote collaboration.
And for such teams, this video conferencing integration is non-negotiable. It will improve your productivity and reduce scheduling errors.
Customization is the second element to consider when choosing a meeting scheduler software. By customization, I mean the following things?
In the same way, you want to know if the tool lets you create and customize different booking pages. For instance, you might want a page for one-on-ones, team calls, and demos.
Do you remember when I talked about branding? With a good meeting scheduling app, you can use your logo, brand colors, social media links, and more.
CloudEagle says the average business now spends around $3,500 per employee on SaaS tools.
And thanks to artificial intelligence, more founders are launching excellent tools. Chances are you already use dozens of these tools and want to add a meeting scheduling software.
The best tip is to consider cost and return on investment (ROI).
Does the tool help you book more qualified leads? Will you make more money than the cost of using this tool?
If yes, the meeting scheduler has a good return on investment.
Next, you need to compare the costs of various products. Let’s compare two scheduling apps in terms of pricing.
Calendly costs $12 per user to create multiple booking pages.
Zencal, on the other hand, only costs $5 per user for an unlimited number of booking pages.
To conclude, Calendly will cost you $144 for one user, while Zencal will only cost $60 (you save $84). For ten users, you will spend $1,440 for Calendly and only $600 for Zencal.
Therefore, Zencal is the best meeting scheduler software for cost and ROI.
In this article, I shared the ten best meeting scheduler software on the market. We saw key features and various pricing plans. In conclusion, the best meeting scheduler must be easy to use and connect with the most popular video conferencing apps.
It must also allow you to customize your booking pages by adding your logo, profile picture, and brand colors.
In the end, the best product is what saves you time and makes you more money.
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