Finding time to meet with your team, customers, or clients shouldn’t be a hassle. Wouldn’t it be nice if you had an assistant who could tackle the tedious tasks for you? Someone who could reach out to attendees, coordinate schedules, find a mutually convenient time to meet, and book the call for you?
All of that is possible with meeting scheduler apps—no human assistant required. Whether you’re a consultant planning calls with clients or a manager booking time with your team, you’ll find the perfect scheduling tool for you in the list below. We’ve researched and tested meeting scheduler apps and handpicked the top eight for every type of team.
Let’s dive in!
What Is the Best App for Scheduling Meetings? Summary of Krisp’s Top Picks
The best meeting scheduler app depends on your needs. Here are Krisp’s top picks:
- CalendarHero – Best AI-powered meeting scheduler for automatically booking meetings with internal and external attendees
- Clockwise – Best AI-powered meeting scheduler for optimizing internal team meetings
- Cal – Best meeting scheduler for companies that want the most privacy and control
- Calendly – Most popular meeting scheduler (ideal if you want the recipient to already be familiar with the tool)
The 8 Best Meeting Scheduler Apps for Every Type of Team
CalendarHero
Top CalendarHero Features
- AI Assistant: CalendarHero’s AI assistant finds the best time to meet and sends email invites and meeting reminders on your behalf. You even get to choose what name you give your assistant!
- Booking page link: Share a link to your calendar with available times and let the recipient pick a time to meet.
- Meeting polls: Like Doodle, CalendarHero allows your attendees to vote on their available times so you can find the best time to meet.
- VIP attendee status: If there’s an important stakeholder who must be at a meeting, you can designate them as a VIP. That way, their meeting time preferences will be weighted more heavily than other attendees, and the meeting will not be scheduled during a time they’re unavailable.
- Calendar connections: Connect your calendars from Google Calendar, Microsoft Office 365, and iCloud.
- Payment integration: Accept payments from meeting attendees via Stripe.
CalendarHero Pricing
CalendarHero has a free Basic plan that lets you automate meeting scheduling up to five times per month and gives you one personal scheduling link. For premium features, paid plans start at $8 per month. There is a free 14-day trial of the Pro plan (no credit card required).
CalendarHero Review
CalendarHero eliminates back-and-forth and efficiently schedules group meetings with both internal and external parties. It lets you create a meeting poll, but instead of making you manually pick the best meeting time based on those results, CalendarHero’s AI assistant automatically books the best available time and emails the meeting invite to all participants.
Simply add your attendees’ email addresses. You can even choose one person as the VIP, meaning the meeting won’t happen without them. This is perfect if you have a stakeholder who must be at the meeting. Then, select the time frame during which the meeting must happen, and either copy the link to share with attendees or send it to them via CalendarHero. Once all attendees have voted, the AI assistant will automatically book the time that most attendees are available to meet, giving more weight to any VIP attendee you selected. It will email the scheduled meeting confirmation to all people you originally invited, even if they did not specifically select that time.
CalendarHero seems like the best option if you frequently meet with internal and external parties and want a hands-off approach to finding and booking the best time.
Calendly
Top Calendly Features
- Booking page link: This is the feature that everyone loves about Calendly. You can create an event type (like “Coaching Session”), select your available times, and share that link with anyone so they can schedule a one-on-one with you.
- Meeting poll: Similar to Doodle, now you can poll your invitees to find the meeting time that works for everyone (or most people).
- Calendar connections: Connect your calendar with Calendly so the app will know your availability for meetings. Calendly integrates with Google Calendar, Office 365, Exchange, Outlook Plug-In, and iCloud.
- Payment integrations: Accept payments via PayPal or Stripe.
Calendly Pricing
Calendly’s Basic plan is free and allows one active event type. For unlimited event types, metrics and reporting, and automated workflows, upgrade to a paid plan. These start at $8 per seat per month. Calendly offers a free 14-day trial.
Calendly Review
With more than 10 million users (including eBay, DropBox, and Twilio), Calendly is one of the most popular meeting scheduler apps out there.
When you sign up for Calendly, it’ll connect to your calendar, whether that’s Google Calendar, Outlook Desktop, Office 365, iCloud, or Microsoft Exchange. This is so it can automatically check your calendar for your availability and add new scheduled events to it.
You’ll then be asked to set your available hours and days (you can customize these further later). There’s a free 14-day trial of Calendly’s paid features. After that, it switches you to the free Basic subscription.
From there, you can set up different Event Types for people to book on your calendar. For example, if you’re a consultant, you might have one 15-minute free discovery call, another 30-minute coaching session, and yet another 60-minute deep-dive session.
Calendly is best known for being the go-to tool for scheduling one-on-one meetings. But it does have a Teams plan with features that help you plan group meetings. Recently, it released a “meeting poll” feature that allows attendees to vote on their preferred times for a meeting—making Calendly a viable alternative to Doodle.
Overall, Calendly is a great option if you want to quickly share a single link with any client or colleague so they can easily schedule a one-on-one with you. And at the end of the day, it takes up much of the meeting scheduler software market share, making it a familiar tool for anyone you might be coordinating a meeting with.
Cal
Top Cal Features
- Opt-In Bookings: Require manual confirmation of a booking before it gets added to your calendar.
- HIPAA compliant: For anyone dealing with protected health information, Cal’s website says that it is HIPAA compliant.
- Booking page link: Share a link to your calendar with available times and let the recipient pick a time to meet.
- Calendar connections: Connect your calendars from Google Calendar, Microsoft Outlook, or CalDAV.
- Payment integrations: Accept payments via PayPal or Stripe.
Cal Pricing
Cal offers a free plan that gives you one event type and a shareable booking link. For premium features, such as unlimited event types and team pages, upgrade to one of their paid plans, which start at $12 per month per user. Cal offers a free 14-day trial (no credit card required).
Cal Review
For users who want more control over their customization and privacy, Cal calls itself the “open-source Calendly alternative.” You can white-label this meeting scheduler (YourDomain.com), self-host it, and have full ownership over your data. And yes, Cal is HIPAA compliant.
You can even try to nab your first name as a username, though premium usernames like “Amy” come with a $29/month fee.
When signing up for Cal, you can import your data from Calendly with an access token. You’ll then be able to connect your calendar from Google Calendar, Office 365/Outlook.com, CalDav Server, or Apple Calendar. Then, you’ll select available days and times for meetings.
To me, Cal’s most exciting feature is Opt-in Bookings, where you must confirm a booking before it gets added to your calendar. This differentiates Cal from Calendly and most other meeting schedulers on this list. Why is this such a cool feature? There have been so many times when my clients have booked a slot via my Calendly link, but I forgot to update my calendar, so I wasn’t actually available during that time. When that happens, I have to awkwardly cancel and reschedule. With Cal, that wouldn’t happen because it would require my confirmation before the meeting gets scheduled.
Beyond that, Cal really does look like a grayscale version of Calendly, where you can create Event Types and then share a single link with someone to book a meeting with you. And like Calendly, Cal has a free plan that allows only one event type. Notably, unlike Calendly, Cal does not have the meeting poll feature where you can let people vote on the best time to meet.
SavvyCal
Top SavvyCal Features
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- Calendar overlay: Recipients can overlay their calendar on top of yours to quickly find a mutually convenient time to meet.
- Ranked availability: Not all open spots are created equal. With SavvyCal, you can rank your preferred meeting times.
- Meeting limits: Cap the number of meetings that can be scheduled per day.
- Personalized links: Instead of a set URL for each event type, you can customize your links to include, say, your client’s name for a more personalized experience.
- Calendar connections: Connect your calendars from Google Calendar, Microsoft Outlook, iCloud, and Fastmail.
- Payment integrations: Accept payments via Stripe.
SavvyCal Pricing
SavvyCal plans start at $12 per user per month and grant you access to unlimited links, calendars, and events. There’s no free plan, but SavvyCal does allow you to activate a free 7-day trial after you give your credit card details.
SavvyCal Review
SavvyCal swoops into the meeting scheduler scene with a big differentiator: Calendar Overlay, which lets other people sync their calendar with yours to automatically find a mutually convenient time to meet.
You can sign up for SavvyCal with your Google or Microsoft account. Connect your conferencing apps, including Zoom, Google Meet, Microsoft Teams, SquadCast, and Whereby. SavvyCal lets you set different kinds of available times (Work Hours vs. Personal Hours, for example). Plus, its Frequency Limits allow you to set a maximum number of meetings for a certain type of event per day, so you never feel overwhelmed.
Tip: To have more productive and noiseless meetings, try Krisp noise cancelling application. It works with any conferencing app of your choice and is easy to set up.
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Doodle
Top Doodle Features
- Poll: The feature that started it all. Doodle polls are an efficient way to find the best time to meet with a group of people. Simply send them a link, and each group member can select all of their available times, allowing the organizer to find the time slot that most people can make.
- Booking page link: Like Calendly, Doodle lets you create a meeting type and then share the link to that specific event so attendees can book a convenient time.
- 1:1 meeting: This allows you to create a custom event invite, add a note, and select some available times for one specific person. This would be useful if you’re meeting with a prospective client and want to add a more personalized touch and ensure they don’t book too far out in the future.
- Calendar connections: Connect your calendars from Google Calendar, Office 365, Outlook, and iCal, or add a calendar via ICS feed.
Doodle Pricing
Doodle’s best-known feature (polls) is free. But Doodle Premium adds the ability to create booking pages, 1:1 meetings, and more. Premium plans start at $6.95 per user per month (paid annually). There is a free 14-day trial of Doodle Premium.
Doodle Review
The beauty of Doodle has always been its simplicity, but it’s come a long way since the days it was a simple tool for finding mutual availability for group meetings. Today, Doodle does so much more, including allowing you to share your booking link so someone can schedule a call with you. That puts it almost on a level playing field with Calendly. However, one big drawback is that you cannot cancel a meeting inside Doodle. This can only be done from your and your recipient’s calendars.
You can sign up for Doodle with your email address or your existing account with Google, Facebook, or Microsoft.
Clockwise
Top Clockwise Features
- Calendar optimization: Connect your work and personal calendar, and Clockwise will create your perfect agenda, scheduling your lunchtime, Focus Time, and meetings for you. Clockwise’s AI finds the best time for you to meet with teammates (so long as they also have Clockwise installed).
- Focus Time: Clockwise optimizes your Focus Time, which is that uninterrupted stretch of time without any meetings. If it sees an opportunity to give you more Focus Time by rescheduling a meeting, it will do so automatically, but it will only do it for meetings that you’ve marked as flexible.
- Calendar connections: Connect your calendars from Google Calendar.
Clockwise Pricing
Clockwise offers a free plan that gives you 75 Schedule Assists per week. Upgrade to a paid plan at $5 per user per month (billed annually) to get unlimited Schedule Assists and advanced calendar controls. There is no trial of the paid plan.
Clockwise Review
Clockwise exists to optimize your calendars for peak productivity. When you sign up, Clockwise will ask you what kind of work you do, from accounting to recruiting to IT, and your position, such as C-level exec or manager. Next, you name your team and invite your teammates. It then learns more about your workday, such as when you start and stop work and when you take lunch.
Clockwise assumes that having longer stretches without meetings (Focus Time) is better than having your day broken up by meetings. So anytime it sees an opportunity to create longer stretches of time uninterrupted by meetings, it’ll reschedule a meeting for you. It will also give you the option to intentionally schedule Focus Time in your calendar.
You can also connect your personal calendar to give Clockwise greater insight into your true availability, but don’t worry; it’ll keep these personal events private by labeling them as “Busy (via Clockwise).”
Clockwise works best for internal teams that meet with each other often and where all members have Clockwise installed. It would not work well for someone who regularly meets with external parties, such as a consultant who needs their clients to book a time to meet. That’s because there is no way to send a link to your booking page to someone who does not use Clockwise, so you would only be able to assume that a time that works for you works for them too. Otherwise, you’d still have the email back-and-forth between you and the external party to find a good time to meet, defeating the purpose of a meeting scheduler.
Motion
Top Motion Features
- AI scheduling: Motion lets you assign priorities to meeting types, allowing its AI assistant to overwrite an existing meeting if the occasion is important enough for it.
- Booking page link: Share a link to your calendar with available times and let the recipient pick a time to meet.
- Email personalization: Instead of adding your booking link and asking someone to pick a time, your AI assistant will actually craft a template email for you, suggesting a few times for the recipient to meet with you.
- Calendar connections: Connect your calendars from Google or Microsoft.
Motion Pricing
Motion offers a free five-day trial after you enter your credit card details. After that, plans start at $34 per month (billed monthly).
Motion Review
Motion goes way beyond scheduling meetings. I was blown away by its features because it also helps you manage tasks, optimize your schedule, and maximize your productivity.
In terms of booking meetings, Motion stands out because it lets you create Templates (or meeting types) and define the priority of each type of meeting. Why does this matter? Let’s say you’re on the sales team and need to close a deal with a high-value customer. That’s a pretty high-priority meeting. If you tell Motion that sales calls are high priority, it’ll propose meeting times that overwrite every event, including existing meetings. But if you tell Motion that it’s a normal priority, then it’ll schedule it around every event, including tasks. Medium priority will overwrite tasks, but not meetings.
So if you have an internal meeting with your team at 9 a.m. tomorrow, but winning over this customer is more important, Motion will try to schedule your sales call at 9 a.m. tomorrow and reschedule your internal team meeting. Motion will also auto-generate text that you can copy and paste into an email. This gives your meeting scheduling a more personalized touch because you’re suggesting times (or rather, Motion’s AI is suggesting them) instead of merely sending a booking link and asking the recipient to pick from hundreds of time slots on your calendar in the next month.
Once you give credit card details and connect your Google or Microsoft account, Motion will ask you to connect all the calendars you use. You can then create different kinds of meeting types and add tasks to your calendar.
YouCanBook.me
Top YouCanBook.me Features
- Password-protected booking pages: Prevent unwanted bookings by requiring a password to access your booking pages.
- Tentative bookings: Have the power to accept or reject a booking before it is added to your calendar.
- Booking page style customization: Stand out by changing the color of your booking page, uploading a logo and photo, and adding custom text to the footer.
- Booking page link: Share a link to your calendar with available times and let the recipient pick a time to meet.
- Calendar connections: Connect your calendars from Google Calendar, Microsoft Calendar, Fruux, and CalDAV.
YouCanBook.me Pricing
YouCanBook.me has a free-forever plan, but it does not grant you access to password protection or tentative bookings. For premium plans, YouCanBook.me’s pricing is based on the number of calendars you use, starting at $10 per calendar per month (billed monthly). There is a free 14-day trial (no credit card required).
YouCanBook.me Review
I was really impressed with YouCanBook.me’s features, especially the ability to password protect your booking pages and accept or reject bookings before they’re added to your calendar. These two features make it stand out from most of the other meeting schedulers, especially Calendly. The reason password protection is useful is to prevent unwanted bookings from people. In theory, anyone who has a link to your calendar could book a spot, whether they’re a legitimate customer, client, or colleague. By password protecting your calendar, that won’t happen.
What Are You Waiting For? Meeting Scheduler Apps Are the Time-Saver We All Need
Before utilizing meeting schedule apps, consider meeting terms glossary which serves as a handy reference guide, clarifying the terminology and jargon associated with meeting scheduler apps. It ensures that users can easily understand and utilize the features and functionalities of these tools to streamline their meeting scheduling processes effectively.
With these meeting scheduler apps, you’ll never again waste time trying to book a call. These tools turn technology into your own personal assistant, making it quick and easy to schedule a time to meet—no matter how busy you are. It’s just one of the many ways you can optimize your virtual meetings.
