Whether you’re a team leader trying to schedule a meeting or an owner of a beauty salon trying to juggle multiple services and providers, you’ll probably sometimes find yourself overwhelmed with booking meetings and appointments.
A meeting scheduler app may be just what you need to simplify this process and make it easier for you and the people you’re meeting with. But, how do you choose the right one?
I’ve tried and tested 9 different meeting scheduler apps to find the best ones that fit various needs — so, you’ll surely find the right one for you on my list.
Let’s get started!
Table of Contents
The best meeting scheduler apps: An overview
Before we get into the details of our meeting scheduler app review, let’s look at their standout features and what they’re best used for. I’ve also listed prices for each app so you can compare them and pick the ones within your budget.
| Meeting scheduler app | Best for | Best feature | Pricing |
|---|---|---|---|
| Calendly | Individuals or teams that need a simple app that integrates with many tools | Customizable meeting types | – Free plan – Paid plans start at $12 per user per month |
| Cal.com | Individuals or teams that need advanced features in a simple app | Simplicity combined with flexibility | – Free plan – Paid plans start at $15 per user per month |
| Google Calendar | Businesses and teams that already use Google services | Accessible and easy to use | Plans start at $12 per user per month (Business Standard Google plan) |
| Calrik | Individuals and teams that need a more affordable option | Integrations with over 5,000 apps via Zapier | – Free plan – Paid plans start at $6.99 per user per month |
| HubSpot | Businesses scheduling prospecting meetings at scale | Plenty of sales-specific features | – Free plan – Paid plans start at $15 per user per month |
| Zoho Bookings | Small businesses and service providers | Business management features | – Free plan – Paid plans start at $8 per user per month |
| Zeeg | Individual service providers or small teams | Feature-rich, yet simple | – Free plan – Paid plans start at $8 per user per month |
| SimplyMeet.me | Businesses that want a customizable experience | Generous free plan | – Free plan – Paid plans start at $11.99 per user per month |
| Square Appointments | Big teams or organizations that need more management features | Comprehensive business management tool | – Free plan – Paid plans start at $29 per user per month |
Best meeting scheduler apps: Tried & Tested
After going through the main differences and features of these meeting scheduler apps, let’s take a deeper look at each of them individually.
I’ve tried and thoroughly tested these meeting scheduling apps, and I’m bringing you a detailed analysis of the features and pros and cons of each.
#1: Calendly — Best for integrating with other apps
Calendly is one of the most popular meeting scheduler apps. It offers a clean and simple interface and plenty of features, such as:
- Team scheduling,
- Calendar connection,
- Meeting polls, and
- Account analytics.
Calendly then adds the appointment to your calendar and sends out reminders to all participants.
When you synchronize your calendar with Calendly, it automatically blocks off times when you’re unavailable, preventing double-booking. Also, you can manually select when you are available for meetings.
Calendly Pros:
- Seamless integration with many popular calendar platforms, such as Google Calendar, Outlook, and Apple Calendar, and video conferencing apps, such as Zoom, Google Meet, and Microsoft Teams
- I found it simple and easy to use.
Calendly Cons:
- Calendly can be pricey — if you want to upgrade your experience with Calendly, the cheapest option is their Standard plan, which starts at $12 per user per month.
What’s new in Calendly:
In the past few months, Calendly has rolled out a refreshed look, with a new and improved sidebar to make managing meetings easier. They’ve also added more intuitive meeting types and availability settings.
Available for:
iOS, Android, Web; Chrome, Firefox, and Edge extension
Pricing:
Free plan available; Paid plans start at $12 per user per month
💡 Pumble Pro Tip
Calendly offers many useful integrations, among which we’ll soon see Pumble. Pumble is a team communication tool designed to encompass all areas of team communication, from chatting in channels and threads to video conferencing. Check out why teams use Pumble:
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#2: Cal.com — Best if you need a simple and flexible tool
Cal.com is an open-source meeting scheduling tool that simplifies the process of arranging meetings.
After easily setting up an account, I had many options for customizing my experience in Cal.com. You can choose the available days and times and set your time zone.
When you’ve entered your availability, you can create different types of events that can be scheduled.
When someone wants to schedule a meeting with you, they get to choose from the set types of events and then select the time and date that works best for both of you.
Cal.com integrates with many calendar platforms, such as:
- Google Calendar,
- Outlook, and
- Apple Calendar.
It also supports integrations with many conferencing, automation, and analytics apps.
Cal.com Pros:
- Cal.com offers a wide range of integrations with many different types of apps, and the option to access Cal.com’s API and build your own integrations.
- Cal.com offers a free individual plan.
Cal.com Cons:
- Although the integrations offer a lot of flexibility, Cal.com’s design customization is very limited — you can only choose between a light and dark theme.
- The cheapest paid plan starts at $15 per user per month.
What’s new in Cal.com:
Cal.com has rolled out its round-robin feature that enables better booking distribution among available team members.
Available for:
Web app, Desktop app for Mac, Windows, Linux
Pricing:
Free plan available; Paid plans start at $12 per user per month
#3: Google Calendar — Best for teams that use Google Workspace
If you have a Google account, it doesn’t get any simpler than scheduling appointments via Google Calendar.
Google Calendar is a shareable online calendar that lets you:
- Create tasks and events,
- Layer multiple calendars to check availability, and
- Have an insight into how you spend your time.
Google Calendar also allows you to schedule appointments. You can:
- Block off times when you’re unavailable,
- Set a scheduling window (from 60 days in advance to 4 hours before),
- Add co-hosts,
- Set appointment duration, and
- Adjust availability for specific dates.
Google Calendar also integrates with plenty of video conferencing tools to make organizing and joining meetings seamless.
However, in my opinion, the biggest drawback of using Google Calendar for scheduling meetings is that this feature is only available if you use Google Workspace.
Google Calendar Pros:
- Simple and easy to use
- Interconnected with other Google services
Google Calendar Cons:
- Only available in paid plans and with Google Workspace accounts
- Few customization options
What’s new in Google Calendar:
Google Calendar has recently added the ability to co-host with up to 20 people. Also, you can now allow for double-booking if you want to prioritize incoming bookings over existing meetings by toggling the “Check calendars for availability” option.
Available for:
iOS, Android; Mac, Windows, Linux; Web
Pricing:
Business Standard Plan starts at $12 per user per month
💡 Pumble Pro Tip
Google Calendar offers many add-ons, one of which is Pumble. Pumble integrates with your Google Calendar to help teams plan, schedule, and meet in the Pumble app. To find out more about Pumble and how it integrates with Google Calendar, check out the link below:
#4: Calrik — Best if you need an affordable option
Calrik is a new meeting scheduler app that promises to make you more productive and your business more client-oriented.
It follows the same principle as most other meeting scheduling software — you get a personalized link through which people can schedule meetings with you.
In the free plan, you can create one-on-one meetings or group meeting polls. However, for group events and booking pages, you need to upgrade to paid plans.
That being said, Calrik does offer slightly more affordable paid plans, starting at $6.99 per user per month.
Calrik also integrates with many calendars and video conferencing tools.
Overall, using Calrik is a straightforward experience with the help of an intuitive and very simple interface.
Calrik pros:
- Simple and easy to use
- Affordable paid plan
Calrik cons:
- Slightly outdated design
- Few customization options
What’s new in Calrik:
Calrik is continuously adding new integrations.
Available for:
Android; Web
Pricing:
Free plan available; Paid plans start at $6.99 per user per month
#5 HubSpot — Best for scheduling prospecting meetings at scale
HubSpot’s meeting scheduler is part of the Sales Hub, meaning that you also have access to dozens of sales-specific features like deal pipeline management, sales email automation and tracking, and so on.
But the platform’s calendar also works well as a standalone tool. The interface is clean and comes with many handy features. For example, I loved that I could set up a quick form to ask prospects for their details.
You can also let prospects add up to ten meeting guests on their own, which is ideal for large-scale sales meetings involving multiple decision-makers. The CAPTCHA integration is also a nice touch.
Aside from that, HubSpot’s meeting scheduler also lets you:
- Collect payments after prospects pick their times — great for consultation calls,
- Set up customized email reminders,
- Set up round-robin links,
- Sync the platform with Google Calendar and Office 365 Calendar,
- Embed your calendar on site pages to let prospects easily schedule meetings.
Overall, I found the platform packed with useful functionalities — all easily accessible via a clean and intuitive interface.
HubSpot Pros:
- The embeddable calendar makes scheduling meetings highly convenient
- The option to access extra free sales features through the Sales Hub
- Access to plenty of customization options
HubSpot Cons:
- Rather limited integration options — you can only link the platform with Microsoft and G Suite products
- Some handy features are hidden behind a paywall, like customizable email reminders
What’s new in HubSpot:
HubSpot continuously develops new AI-powered tools designed to help businesses streamline operations across all departments. For sales teams, that translates to automated email follow-ups, prospect conversation summaries, AI suggestions to close more deals, and so on.
Available for:
Android, iOS; Web app
Pricing:
Free plan available; Paid packages are available in Sales Hub — plans start at $15 per seat per month
#6: Zoho Bookings — Best for overall business management
Zoho Bookings is an online appointment scheduling app that lets customers book appointments at available times.
Setting up an account on Zoho Bookings was easy; however, it took 2 tries. The first time I tried to open an account, I was, for some reason, denied. After a couple of hours, I tried again and had no problems.
After the initial hiccup, everything else went smoothly. The user experience was nice and navigating the different features was easy.
With Zoho Bookings, customers can book appointments via a personalized link. The booking page is simple, while still containing all the necessary information.
As a business, you have insight into:
- Clients who book meetings or services with you,
- Staff who take bookings, and
- Services that are booked.
Zoho Bookings lets you define services that can be booked by adding:
- Name of the service and service type,
- Workspace,
- Duration,
- Price, and
- Date and time.
On your dashboard, you can see the calendar of your events, which can also be integrated with your calendar apps to prevent double booking.
Zoho Bookings also has integrations with video conferencing tools to make meetings easier.
Zoho Bookings Pros:
- A comprehensive set of features
- Easy to use on both ends
Zoho Bookings Cons:
- Many features are available only in paid plans.
- The dashboard could be better organized.
What’s new in Zoho Bookings:
In 2024, Zoho Bookings has added appointment title customization and an enriched help widget.
Available for:
Android, iOS; Web
Pricing:
Free plan available; Paid plans start at $8 per user per month
💡 Pumble Pro Tip
If you want to take your business to the next level and up your productivity, consider using technology to your advantage. To see which apps might help you, read our blog post:
#7: Zeeg — Best for a simple, yet feature-rich experience
Zeeg is a meeting scheduler with workflows that simplify your appointment bookings.
When you sign up, you get to connect your calendar and set availability. The default available time is every weekday from 9 a.m. to 5 p.m.
The interface of the app is very intuitive and aesthetically pleasing.
As with other meeting scheduling apps, you get your link to share with anyone who wants to schedule a meeting with you.
An interesting feature Zeeg offers is its’ Link-in-Bio feature. You can create a scheduling page containing all your relevant information, with links to other important pages. What’s more, aside from links, you can also add images, GIFs, and text.
This feature basically serves as a digital business card.
Zeeg also supports automated workflows, which send out automated:
- Reminders,
- Follow-up emails,
- Thank you emails, and
- Surveys.
However, this feature is only available in paid plans.
Overall, using Zeeg was a seamless and pleasant experience.
Zeeg Pros:
- User-friendly interface with a pleasant design
- Useful Link-in-Bio feature
- You get 14 days free trial of the Business plan
Zeeg Cons:
- Customization and personalization
- Team meeting scheduling and business integrations only available in paid plans
What’s new in Zeeg:
As an app fully developed in Europe, Zeeg complies with the General Data Protection Regulation (GDPR). In 2023, Zeeg updated its practices to minimize personal data collection and enable users to delete their data. This means that the data of customers and employees is protected.
Available for:
Web app
Pricing:
Free plan available; Paid plans start at $8 per user per month
#8: SimplyMeet.me — Best for maximum simplicity and customization
SImplyMeet.me is a simplified version of SimplyBook.me and it offers free meeting scheduling for individuals. You get your own link and QR code through which people can schedule meetings.
With SimplyMeet.me, you can:
- Sync your calendars,
- Add buffer times between meetings, and
- Add a booking widget to your website.
SimplyMeet.me allows you to schedule up to 500 meetings per month with the free and Professional plans.
Another useful feature in SimplyMeet.me is the ability to customize the appearance of your scheduling page. You can change the colors of the background, text, and header. Furthermore, you can add an avatar, a company logo, and a banner.
If you upgrade to paid plans, you can add your custom CSS.
SimplyMeet.me has plenty of integrations available in the free version, and even more with paid plans.
You also get a 14-day free trial of the Professional plan, which starts at $9.99 per month.
SimplyMeet.me Pros:
- Customizable, with plenty of settings and options
- Custom translations
- Payment processing integrations
SimplyMeet.me Cons:
- During testing, the app logged me out multiple times.
- The default view of events is the 2 weeks before the current date, rather than the upcoming events.
What’s new in SimplyMeet.me:
One of the newest features in SimplyMeet.me is the ability to view poll results in the admin app. They’ve also added a comment field when polling to elicit further discussions or clarify responses from participants.
Available for:
Android, iOS (for iPad); Web app
Pricing:
Free plan available; Paid plans start at $11.99 per user per month
#9: Square Appointments — Best for comprehensive business management needs
Square Appointments is a meeting scheduling app with booking and payment functionalities.
Setting up your account is simple. You enter your business information, including a phone number, the average yearly income of your business, and types of services you provide.
The interface is clean and user-friendly. The dashboard is oriented toward financial information, providing insight into:
- Net sales,
- Payment types,
- Customers, and
- Invoices.
Square Appointments allows you to:
- Create and send invoices,
- Ask for donations,
- Create reports about sales, taxes, fees, etc., and
- Create team schedules.
For booking appointments, you have multiple options. You can send a personalized link, but you can also:
- Add a booking button to your website,
- Embed the booking flow in your website,
- Add a ‘Book’ button to your Instagram, and
- Add a booking feature to your Google Maps page.
Square Appointments is a comprehensive solution for scheduling meetings along with managing your finances and staff.
As a meeting scheduling tool, it offers great capabilities, but scheduling meetings is not the main focus of the app.
Square Appointments Pros:
- Plenty of useful features for all business needs
- Although packed with options, it’s still easy to navigate.
Square Appointments Cons:
- If you’re looking for a simple meeting scheduling solution, Square Appointments may be too advanced for you.
- The starting price for their Plus plan is $29 per user per month.
What’s new in Square Appointments:
No major new updates
Available for:
Android, iOS; Web app
Pricing:
Free plan available; Paid plans start at $29 per user per month
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What makes a good meeting scheduler app?
A good meeting scheduler app is essential for a streamlined scheduling system, both for individuals and teams.
Here are some of the key features a good meeting scheduler app must have to ensure timely and error-free scheduling:
- Ease of use — An intuitive and user-friendly interface ensures that users can navigate the app without confusion or further instruction.
- Integrations — Integration with calendar and video conferencing apps lets users sync their information and easily attend meetings.
- Time zone calculator — A built-in time zone converter is a non-negotiable feature of any meeting scheduling app. It allows users to schedule meetings across different time zones without having to manually convert time differences.
- Customization — Flexibility is a necessity, as it allows you to tailor the scheduling process to specific preferences and requirements.
- Payment processing — For businesses offering paid services, integrated payment processing capabilities simplify the billing process.
- Affordability — Even if an app checks all the boxes, a steep price can be a dealbreaker. Many apps offer similar features in their free plans, but if you need advanced features, you’ll have to subscribe to a paid plan. The value you get should justify the pricing.
Finally, you’re the only one who knows what you need from a meeting scheduler app, so choose one that best fits your own needs and preferences.
After scheduling, hold your meetings with Pumble
After you’ve decided on your perfect meeting scheduler app, consider advancing your meeting process even more by upgrading your video conferencing app.
Pumble is an all-in-one team communication app that offers video conferencing without a time limit. You can schedule one-on-one or group meetings, and you can also invite external guests to join.
With Pumble’s video conferencing, you can:
- Share your screen,
- Record the meeting,
- Chat in the call, and
- Blur your background.
Pumble also supports asynchronous communication with the use of:
- Channels,
- Threads,
- File sharing, and
- Direct messages.
Pumble offers a free plan that includes all of the most important features:
- Unlimited users,
- Unlimited message history,
- Voice and video messages,
- Import from Slack, and
- 10 GB storage per workspace.
So, if you’re in the market for a reliable and accessible meeting solution, try out Pumble! Sign up for free today!
