9 best meeting scheduling apps in 2025

There’s an email thread here and a video conferencing link there. When you’re booking meetings, these little tasks might not seem like a big deal. But if you zoom out, you realize just how much of your time meeting admin eats up. 

Calendly’s State of Meetings report found that 43% of professionals spend at least three hours a week just scheduling meetings — up from 36% the year before.

The best scheduling software makes all the admin tasks surrounding meetings easier, from scheduling through follow-up. Your team saves time, delights clients and customers, and hits the goals that help grow your business.

In this guide, you'll learn what to look for when choosing the best meeting scheduling software, plus nine of the most popular options on the market. 

What to look for in meeting scheduling software

As you compare scheduling apps, keep these questions in mind:

• Is it easy to set up and use? The more intuitive the software, the sooner you’ll have a meeting on the books. Your scheduling tool should be easy to set up and navigate for internal teammates and customers alike, so everyone has a great experience. Platforms with mobile apps and browser extensions make it extra simple to book meetings whenever and wherever your team needs.

• Does it work across different teams and meeting types? Some scheduling software only works for internal meetings, while others are hyper-focused on a single use case, like one-on-one appointments or group classes. If you need internal and external scheduling — team meetings, sales calls, interviews, collaboration with agencies or partners, client meetings, or a combo of the above — look for one platform that works across use cases.

• Can you customize the look and feel? Customization options for your booking page and event communications create a consistent, on-brand experience for attendees.

• How much control do you have over your schedule? Look for a tool that lets you set parameters, like the number of meetings per day, which holidays are blocked off, how close together meetings can be, and how far in advance meetings must be scheduled.

• What can you automate with this tool? Reduce no-shows and keep attendees engaged with automatic meeting confirmations, reminders, and follow-ups via SMS and email. Different apps offer different levels of automation, from simple reminders to more advanced workflows.

• Does it integrate with the tools you already use? Your team can have top-notch software, but if your tools don’t play well together, you’ll miss out on opportunities to keep info organized and get more done. Integrations include the basics, like calendars and video conferencing — but they can also span your entire tech stack, including email marketing, CRMs, project management, and payment processing.

• Does it fit your budget? The apps in this guide have a range of pricing options, from free meeting schedulers to custom enterprise pricing. Many tools offer free trials, so you can get a feel for the software before committing to a paid plan.

9 best meeting scheduling tools

1. Calendly

Calendly is a user-friendly scheduling app for teams of all sizes across industries. You connect your calendar(s) and share your booking link, and invitees can instantly choose from available times. Calendly uses your real-time availability so you never have to worry about double bookings.

Key features

• Control over your calendar: Automatically block off holidays, add buffer time in between meetings, prevent last-minute bookings, and set custom schedules. Connect professional and personal calendars so meetings don’t get booked over other obligations (or time off!).

• Meeting Polls: Find the best time for one-off meetings with up to 40 people. Invitees vote on preferred times, so you can accommodate preferences and time zones. Once everyone votes, Calendly schedules the meeting for you, then automatically sends calendar invites and meeting details to everyone who voted.

• Team scheduling: Simplify multi-person scheduling with Collective and Group events. Easily find time for co-hosted meetings like demos and panel interviews, and offer multiple time slots for webinars, training sessions, and more.

• Automatic reminders and follow-ups: Customize and send pre- and post-meeting communications with Calendly Workflows. Templates include event reminders, thank-you emails, and follow-up meeting requests.

• Share meeting availability in emails, LinkedIn messages, and more: Chrome, Firefox, and LinkedIn extensions and mobile apps for iOS and Android let you use Calendly wherever you work.

• Round Robin scheduling: Automatically assign new meetings to team members based on availability, team member priorities, or equal meeting distribution. Respond to customers faster and offer more available meeting times.

• Lead routing: Instantly route qualified leads to the right person or team’s booking page based on form responses.

• Customizable booking pages: Use your brand colors, add your logo, and create scheduling pages for every meeting type. You can even embed your booking page right on your website.

• Reporting and analytics: Discover employee scheduling activity and trends — like popular meeting times, top performers, and in-demand meeting types — for better staff planning and forecasting.

“When we presented [scheduling platform] options, Calendly was the one that was simultaneously the easiest to use and the friendliest. It had the best UX, but also, it was the thing that resonated with people the most: 'I like to work in this application.'”

Zlatko Unger

IT Director at Alation, Inc.

Integrations

Calendly integrates with many of the tools you use every day, so you can add easy scheduling to your workflows. Some of the 100+ integrations include:

• Calendars (Google Calendar, Outlook, Exchange, Office 365)

• Google and Microsoft suites

• Sales tools and CRMs (Salesforce, Gong, Microsoft Dynamics 365)

• Video conferencing (Zoom, Microsoft Teams, Google Meet) — automatically add meeting links to events booked through Calendly

• Marketing automation (HubSpot, Marketo, ActiveCampaign)

• Collaboration tools (Slack, Loom, Microsoft Teams chat)

• Payment processing (Stripe and PayPal)

• Workflow automation (Zapier, Make, Workato)

“There is so much to love! The ease of use for you and your customers, the integrations … these tools will absolutely save you time and help you become more efficient in how you operationalize your calls and meetings across the board.”

Tiffany Keel

Head of Customer Advocacy, Product Marketing at ClickUp

Who is Calendly for?

Teams of all sizes use Calendly to bring together … 

• Sales, marketing, and customer success collaborating on a deal

• Recruiting, HR, and hiring panels interviewing candidates

• Customer support, IT, and engineering teams resolving customer issues

… just to name a few! (For more Calendly use cases, check out these customer stories.)

Calendly pricing

Calendly has four pricing tiers:

• Free: Includes one connected calendar and one meeting type (no credit card required)

• Standard: $10 per user per month (billed annually)

• Teams: $16 per user per month (billed annually)

• Enterprise: Custom pricing for larger organizations starting at $15k per year

Explore Calendly’s Teams features with a 14-day free trial. 

2. Doodle

Originally a simple polling tool for group scheduling, Doodle has evolved to include appointment scheduling. Users share a customized link to their booking page, and invitees can choose from available meeting times. 

Key features

• Group polls: Find a time that works for internal and/or external invitees by sending out a group poll. Invitees vote on the times that work best for them, 

• Group meetings: Co-host meetings with up to five hosts per booking page

• 1:1s: Book one-on-one meetings by sending invitees a one-off scheduling link with pre-selected time slots

• Customize your booking pages to match your brand

• Automate email reminders to avoid no-shows

• Integrate with Google Calendar, Microsoft apps, Stripe, and video conferencing tools like Zoom

Who is Doodle for?

Doodle works best for individual users looking to book one-on-one meetings or send out scheduling polls. Group scheduling through Doodle can be more manual. For example, you can send out a survey to determine the best meeting time for your group, but Doodle won’t automatically turn that time into a calendar invite. Busy teams using Doodle can end up with a time-consuming scheduling process — especially compared to apps designed for team scheduling.

(See how Doodle compares to Calendly.)

Doodle pricing

Doodle offers a 14-day free trial and four pricing plans:

• Free plan (with ads for users and invitees)

• Pro: $6.95 per user per month (billed annually)

• Team: $8.95 per user per month (billed annually)

• Enterprise: Custom pricing

3. Google Calendar appointment scheduling

Google Calendar is part of Google Workspace, making it the go-to calendar app for individuals and teams using Gmail, Google Meet, and Google Drive. Google’s appointment scheduling features are built on top of Google Calendar.

Key features

• Create and share booking pages for one-on-one and co-hosted appointments

• Limit how far in advance people can book an appointment, add buffers between meetings, and set a maximum number of bookings per day

• See employee availability side-by-side to find time slots that work for internal meetings

• Email all event invitees right from your calendar

• Automatically add video conferencing details to virtual events

• Integrate with Google Workspace apps like Google Calendar, Google Meet, and Google Maps

Who is Google Calendar appointment scheduling for?

Google Calendar works best for booking internal group meetings or simple one-on-one appointments. Appointment booking pages are created based on individual Google accounts and are branded with the user’s photo, which means you can’t customize the scheduling experience to match your brand. When you need to meet with multiple people outside your org, like customers or vendors, scheduling gets more complex.

If you want to make scheduling meetings with Google Calendar even simpler, consider adding Calendly to the mix. It’s easy to share your Google Calendar availability, book multi-person meetings with any combination of attendees, and automate tasks like reminders.

(See how Google Calendar compares to Calendly.)

Google Workspace pricing

You can create a single booking page to let invitees schedule appointments on your calendar for free. To access all of Google Calendar’s appointment scheduling options, your business needs a Google Workspace subscription. (All plans require a one-year commitment.)

• Business Starter: $6 per user per month

• Business Standard: $12 per user per month

• Business Plus: $18 per user per month

• Enterprise: Custom pricing

4. Zoom Scheduler

Zoom Scheduler is Zoom’s appointment scheduling add-on. Zoom Scheduler lets you share your availability and book in-person and online meetings with people outside your organization.

Key features

• Sync availability with Google Calendar and Microsoft 365

• Customize meeting types including one-on-one, one-to-many, group, recurring, and custom meetings

• Reduce no-shows and ensure meetings start on time with automatic reminders

• Collect attendee info ahead of time by adding custom fields to your booking forms

• Integrate with other Zoom tools like Zoom Meetings, Zoom Mail, and Zoom Calendar

Who is Zoom Scheduler for?

Zoom Scheduler is an accessible option for teams that work exclusively in Zoom apps. If your team needs more flexible scheduling, or you want to connect your scheduling app with other tools, consider using Calendly with Zoom. Automatically add Zoom meeting links and details to Calendly events and notifications, saving time for your team and making it easy for customers to find the meeting info they need.

(See how Zoom Scheduler compares to Calendly.)

Zoom Scheduler pricing

Zoom Scheduler is an add-on, so you’ll need an existing Zoom plan to use it:

• Free plan + $4.99 per user per month (billed annually)

• Pro plan: $13.32 + $4.99 per user per month (billed annually)

• Business: $18.32 per user per month (billed annually), includes Zoom Scheduler

5. Microsoft Bookings

Microsoft Bookings is the appointment scheduling system built into Microsoft 365. If your team already has a paid version of Microsoft 365, you may already have access to Bookings.

Key features

• Create an online booking page where invitees can schedule appointments

• Sync availability with your Outlook calendar

• Assign multiple team members to a single event

• Send meeting confirmations and reminders via email and SMS

• Connect to other Microsoft tools your team uses, like Microsoft Teams, via Power Automate, Microsoft’s automation builder

Who is Microsoft Bookings for?

Bookings is a solid choice for teams who exclusively use Microsoft apps. If your organization works in Microsoft 365 but needs more flexible scheduling, consider adding a third-party scheduling app to the mix. Calendly connects with the Microsoft tools you use daily:

• Outlook and Microsoft Exchange calendars

• Outlook add-in for email and Edge add-on

• Microsoft Teams for video conferencing and chat

• Microsoft Dynamics 365

(See how Microsoft Bookings compares to Calendly.)

Microsoft Bookings pricing

Microsoft Bookings is included in all three pricing tiers of Microsoft 365:

• Microsoft 365 Business Basic: $6 per user per month (billed annually)

• Microsoft 365 Business Standard: $12.50 per user per month (billed annually)

• Microsoft 365 Business Premium: $22 per user per month (billed annually)

All plans include a one-month free trial. 

Webinar: How Calendly Integrates with Microsoft

Take a tour of the Calendly x Microsoft ecosystem and learn more about the features we’ve built for Microsoft users like you.

Watch now

6. HubSpot meeting scheduler

HubSpot’s meeting scheduler is part of their Sales Hub CRM software. As prospects schedule meetings, they’ll automatically be added to your HubSpot records, so your sales and marketing teams stay organized.

Key features

• Automate sales emails before and after meetings

• Embed your calendar on your website

• Sync availability with Google Calendar and Office 365

• Group Availability: Let prospects book time with multiple team members

• Round Robin Availability: Automatically schedule prospects with the first available sales rep

• Automatically log appointments in your HubSpot CRM

Who is HubSpot's meeting scheduler for?

HubSpot's meeting scheduler works well for teams that already use HubSpot CRM and only need scheduling for sales use cases. The app is designed for prospects to book appointments with sales reps or teams.

If you need scheduling functionality for other teams, consider choosing a tool you can integrate with HubSpot CRM and use across departments. For example, sales and customer success teams use Calendly to schedule and collaborate on sales handoffs and customer onboarding — without having to pay for HubSpot seats for the whole org.

“Our HubSpot form conversion rates have skyrocketed with Calendly Routing. We’re now seeing 70% of qualified leads booking demos directly from our website. Our entire team is thrilled.”

Max Friedman

CEO at Givebutter

(See how HubSpot’s meeting scheduler compares to Calendly.)

HubSpot Sales Hub pricing

HubSpot’s meeting scheduler is included for Sales Hub users. There are four Sales Hub pricing plans.

• Free Tools (One personal meeting link)

• Starter: Starts at $15 per user per month (billed annually)

• Professional: Starts at $90 per user per month (billed annually)

• Enterprise: Starts at $150 per user per month (billed annually)

All paid plans require a one-year commitment.

7. Clockwise

Clockwise is a time management tool designed to improve individual and team schedules. Clockwise relies on AI to automatically rearrange meetings so you can have more uninterrupted focus time. While it does have meeting scheduling features, Clockwise is primarily a personal calendar assistant.

Key features

• Make it easy to find a time to meet with scheduling links

• Automatically rearrange meetings to free up longer blocks of time

• Protect time in your calendar with customizable Focus Time blocks

• Build in time between events with custom meeting buffers

• Sync with Google and Office 365 calendars

• Integrate with communication and productivity tools like Asana and Slack

Who is Clockwise for?

Clockwise is a set-it-and-forget-it way to claim more work time for yourself by letting AI rearrange your schedule. It’s a solid option for managing internal meetings but lacks features for customer-facing teams booking external meetings.

(See how Clockwise compares to Calendly.)

Clockwise pricing

Clockwise has four pricing tiers:

• Free

• Teams: $6.75 per user per month (billed annually)

• Business: $11.50 per user per month (billed annually)

• Enterprise: Custom pricing

8. YouCanBookMe

YouCanBookMe (YCBM) is a simple online scheduling tool. You connect your calendar and share your booking link, and invitees choose the time that works best for them.

Key features

• Share your availability with invitees via booking pages and scheduling links

• Ask custom questions on your booking forms

• Embed your booking page on your website

• Customize email and SMS notifications

• Sync with Google Calendar, Office 365, Apple Calendar, and Fastmail Calendar

• Integrate with apps including Zoom, Stripe, and Squarespace

Who is YCBM for?

For individuals, solopreneurs, and small businesses, YCBM is a simple way to offer online appointment booking. The tool is especially popular with service providers and educators.

(See how YouCanBookMe compares to Calendly.)

YCBM pricing

YCBM offers three pricing plans for individuals:

• Free

• Individual: $8.10 per month (billed annually), up to two connected calendars

• Professional: $11.70 per month (billed annually), up to six connected calendars

And just one plan for teams:

• Teams: $16.20 per user per month (billed annually)

Free users can try a 14-day free trial of paid plans.

9. Chili Piper

Chili Piper is a scheduling tool designed for B2B sales, marketing, and customer success teams who want to streamline scheduling for prospects and customers.

Sales and CS reps can use Chili Piper to create and share booking links with prospects. On more expensive plans, teams can use Chili Piper to automatically assign meetings and qualify leads.

Key features

• Sync your Google Calendar, Office 365, and Outlook calendars

• Embed suggested times in emails for one-click scheduling

• Track meeting details, follow-ups, no-shows, and reschedules in your connected HubSpot or Salesforce CRM

• Automatically route leads from your website forms to the correct rep’s booking page

• Integrate with video conferencing, sales and marketing automation, web forms, direct mail, and chat tools

Who is Chili Piper for?

Chili Piper is designed for revenue teams — sales, marketing, customer success, and RevOps — and revenue teams only. If other teams at your company need appointment scheduling software, you’ll need to add an additional tool. When each team uses a different combination of tools, information gets siloed and costs add up fast.

(See how Chili Piper compares to Calendly.)

Chili Piper pricing

Chili Piper’s pricing is customizable — and complex.

There are two core plans for scheduling features: 

• ChiliCal Free

• ChiliCal Teams: $15 per user per month (billed annually) 

If you want to use advanced features, like meeting routing or automated Salesforce assignment, you’ll need to add Concierge, Chat, Distro, and/or Handoff, depending on your needs. All four products include ChiliCal Teams.

• Concierge: $30 per user month + platform fee of $150 - $1,000 per month (billed annually)

• Chat: $30 per user per month + platform fee of $1,000 per month (billed annually)

• Distro: $30 per user per month + platform fee of $150 per month (billed annually)

• Handoff: $30 per user per month + platform fee of $150 per month (billed annually)

You can bundle ChiliCal Teams and all four add-ons for $72 per user per month + a platform fee of $1,000 per month, or mix and match for between $18-$25 per product per user per month.

Easier scheduling for better meetings

Whether you're hosting client calls, team meetings, or customer onboarding, scheduling apps make booking meetings easier and faster for everyone involved. Take Calendly, for example: A study conducted by Forrester Consulting found that Calendly saved a composite organization more than 9,000 hours over three years.

That efficiency means spending less time on admin tasks — and more time connecting with customers, hitting your goals, and growing your business.

See why over 100,000 companies rely on Calendly for meeting scheduling. Get a demo.