Are you looking for meeting scheduling software that simplifies the process of booking product demos and coordinating meetings across multiple time zones?
If you're working with clients and agencies from all over the world and have team members and advisors scattered across the globe, you are probably familiar with the challenges of scheduling.
Scheduling meetings can be time-consuming and frustrating as well, especially when it involves finding a suitable time that works for everyone involved. Going through countless emails just to find a suitable meeting time can be a real headache, and it can feel like a major time-waster.
Your time is valuable, and juggling between various email and software options may not provide you with the ideal solution to your scheduling needs.
In this blog, I'm going to introduce you to the 11 best meeting scheduler software tools that can make your meeting bookings super easy. In addition to this, we'll also dive into their features, limitations, and pricing to help you choose the one that suits your requirements.
But before we dive into that, let's start with the basics.
A meeting scheduling software is an online tool that lets you book a meeting with your prospects and customers. This software helps you set the time and location for meetings and appointments.
You can also create time slots for your meeting and let your clients choose the one that works best for them. If you're not sure about the best time, you can even run a poll to determine the time that works best for everyone.
Moreover, it can automate essential tasks such as synchronizing your calendar, sending reminders to ensure that no one forgets the meeting, and sharing necessary information like the meeting agenda and location.
A good meeting scheduling software can simplify your sales process by automating appointment booking, save you time, and ensure that meetings are well-organized. However, with a ton of options available, it is essential to choose the right meeting scheduling software that fits your needs. Here, I narrow down some important factors to consider:
User-friendliness is the most important thing that you should consider while choosing a meeting scheduling software. So, look for software that can make your schedule, reschedule, and manage meetings, easily without any technical hiccups.
The software should be compatible with your existing apps or services system such as Google Calendar, Outlook Calendars, email, or any other tools you rely on. So, you do not need to juggle between a bunch of apps to set up a meeting.
“Branding is what people say about you when you are not in the room.” ~ Jeff Bezos, founder and CEO of Amazon
Branding is crucial for your business because it reflects your identity to the customers. That’s why most businesses put their brand logo everywhere, no matter whether it is a website, pamphlet, or even a carry bag. This is applicable for scheduling also.
Choosing software that enables you to customize your booking pages with your company logo, colors, and styles. It also helps you customize meeting types, meeting durations, and meeting settings. This helps your business look professional and also enhances your brand identity.
We all want to get the best deals in exchange for our money. Same here as well and it is essential to measure the features and benefits against the cost. So, look for software that offers the features you need without emptying your pocket.
Before moving further, let's first understand about no-shows.
No-show means a person who has made a reservation, booking, or appointment but neither keeps nor cancels it. For example, suppose you make a reservation for the train but at the time of the journey, you cancel the plan but not cancel your ticket. Now, here you neither cancel your ticket nor use it, then it's a no-show.
In business meetings, this no-show occurs frequently. It can happen in various scenarios, including client meetings, customer appointments, effective sales meetings which are planned for online, or any other planned interaction. This unavailability can disturb your schedules, waste your time, and result in revenue losses for your business.
To overcome this, include a meeting scheduling software like Zixflow meeting scheduler in your business. It can automate appointment reminders, send follow-up emails, or even send cancellation notifications to ensure that your meetings are productive and well-attended.
Tip- While choosing a meeting scheduling software, remember that it should make your life easier, not more complicated otherwise you’ll be spending more time trying to understand the tool than booking meets!
Now that we know the basics, let’s get right into the scheduling software.
Calendly is one of the best meeting schedulers designed to streamline appointment coordination with your customers so that you can smoothly apply your emotional intelligence to increase sales in direct interaction. With its extended capabilities for teams, it offers additional collaborative functionality and administration controls. It helps you reduce the time spent setting up meetings and allows guests to meet with you in just a few clicks.
Calendly allows you to assign one team member to handle a group meeting, let invitees book a meeting with multiple team members, and assign incoming meetings to your team in a round-robin manner.
👉 It offers a free plan that allows you to book unlimited meetings with one event type.
👉 It provides integration with multiple platforms, including Zoom, Typeform, WEbex, Slack, Microsoft Teams, Stripe, and GoToMeeting.
👉 Its custom event and outgoing links help you to connect with external clients and customers.
👉 Calendly provides polling functionality for the date and time of the meeting with your guests and converts the highest-voted time slot into a meeting with a single click.
➤ Free users can create one event type for a 1:1 meeting.
➤ Some users reported that Calendly is not mobile-friendly.
➤ To get full benefits and integration with different platforms you must have a paid plan of Calendly.
4.7 out of 5 (2041 reviews) by G2.
4.7 out of 5 (3287 reviews) by Capterra.
YouCanBookMe is an easy-to-use and flexible meeting scheduling software. It supports more than 25 languages. One great feature of YouCanBookMe is that it automatically detects the visitor's native language and displays your booking page according to their language.
It provides automation in scheduling activities and streamlining the confirmation process through automatic email notification which enhances efficiency and improves communication.
👉 With YouCanBookMe you can book prospects for demos and improve your sales by acquiring more leads.
👉 It allows your prospect to choose a flexible time to meet.
👉 Saves you a lot of time as compared to following up with a phone.
👉 It provides multiple display options and customizable notifications so your clients have the best scheduling experience.
👉 It provides integration with powerful services like Zoom, Zapier, Stripe, and Gmail.
➤ In the free version, you won't have access to all the fancy features that the paid plans offer.
➤ It has no dedicated mobile app, so using it on your phone's web browser might not be as smooth as using an app.
➤ If you have complex scheduling needs or need to manage a lot of people using the tool, YouCanBookMe might not be the best fit for you.
4.7 out of 5 (1191 reviews) by G2.
4.6 out of 5 (328 reviews) by Capterra.
Zoho Bookings is a versatile online meeting scheduler that simplifies the process of setting up and booking meetings. It offers scheduling for classes, workshops, meetings, and team management with round-robin scheduling.
It allows you to add background images, choose themes, and personalize the page with text and your logo. You can also sync your appointments with calendar apps like Zoho Calendar, Google Calendar, and Outlook Calendar, ensuring that your schedule remains organized and clashes are avoided.
👉 You can easily customize your booking page to make it look and feel like your brand.
👉 It helps you organize your team by allowing you to add team members, give them roles, and assign them to specific tasks.
👉 You can view your booked appointments on the calendar dashboard and access them easily.
👉 You can integrate Zoho Bookings with email marketing platforms to send different types of emails for sales engagement, automated follow-up emails or set email marketing campaigns for your customers.
👉 It enables you to collect payments at the time of booking, making it suitable for services that require payments, such as consultations or classes.
➤ Some users might find that it takes time to learn and fully utilize all the features and customization options offered by Zoho Bookings.
➤ It offers a limited free plan, and some advanced features may only be available in paid plans.
➤ If you're not very tech-savvy, customizing your booking page or managing your team members can be complex for you.
3.7 out of 5 (17 reviews) by G2.
4.5 out of 5 (26 reviews) by Capterra.
Doodle is one of the best meeting scheduling software where you can create meetings without the hassle of email chains. It finds the best time based on votes and updates your calendar. You can also make a customized booking page for your business to enhance your brand impression. Doodle helps you save time and easily organize your meetings, so you can focus on the core operations of your business.
👉 Doodle lets you create simple polls to find the best meeting time. Your prospects or clients can easily vote when they're available.
👉 It also helps you conduct surveys and collect feedback from your participants.
👉 It easily connects with platforms like Google Meet and Zoom for online meetings, so you can meet virtually and expedite your effective sales networking process while building fruitful relationships to drive sales.
👉 It provides integration with popular tools like Slack, Microsoft Teams, and Zapier, making it easy to automate your scheduling process.
➤ It is user-friendly but may not offer extensive options to customize how your scheduling page looks as compared to other tools.
➤ If you have highly complex scheduling requirements or special meeting scenarios, Doodle might not be the best choice.
➤ It works through web browsers and doesn't have a dedicated mobile app, which might be less convenient for some users.
4.4 out of 5 (2062 reviews) by G2.
4.6 out of 5 (1756 reviews) by Capterra.
If you have a Google account, you already have a meeting scheduler that is waiting for you to be used. It helps you to manage your time and schedule. It’s a digital partner where you can easily set up meetings, events, or appointments.
You can create different calendars for different types of activities and color-code them for quick identification. Moreover, you can add your own notes to events and connect them to other apps you use. It provides a better way to manage your schedule effectively.
Now, you might be wondering why you should explore another meeting scheduler when Google Calendar is already available for free.
Well, the reason is other scheduling tools have some extra features that can make your scheduling easier. While Google Calendar is great for basic scheduling, meeting scheduler tools like Zixflow meeting scheduler have special features such as automated reminders and follow-ups to automate your lead generation process, customizable scheduling forms, and much more.
👉 Google Calendar is easy to use and helps you manage your schedule effortlessly.
👉 You can color-code events to categorize and distinguish them easily.
👉 You can easily connect it with other Google services, such as Gmail and Google Meet, making it convenient to schedule and join meetings.
👉 It provides customizable event notifications and reminders, helping you stay on top of your schedule and deadlines.
➤ If you have highly complex scheduling needs or businesses with extensive team scheduling requirements, Google Calendar might not offer all the necessary advanced features.
➤ Some advanced features, such as advanced meeting scheduling or resource management, may require a G Suite subscription or payment in certain cases.
➤ Some users report that it integrates well with Google services but might not work as smoothly with non-Google apps.
4.8 out of 5 (3067 reviews) by Capterra.
OnceHub (formerly ScheduleOnce) is an appointment scheduling software that makes scheduling meetings and appointments easy for you. It gives you a simple way to set up your availability and share it with others, so they can pick a time that suits them.
You can connect it to your Google Calendar or Outlook to keep your schedule up to date and avoid double bookings. It helps businesses of various sizes to schedule and manage online interactions with their customers and prospects so that they can smoothly engage customers to boost sales.
👉 You can set your availability, and people can book appointments with you at times that work for both of you.
👉 It supports integration with other calendars like Google Calendar and Outlook, so you don't double-book yourself.
👉 You can send automatic reminders and follow-ups to increase your lead generation.
👉 In some plans, you can collect payments when clients book appointments with you.
👉 You can customize your booking page and make it look the way you want.
➤ Some features, like payment processing or group scheduling, might not be available in the cheaper plans.
➤ It works on web browsers and does not have a dedicated mobile app.
➤ If you want to schedule a meeting on the basis of a group poll, OnceHub fails to provide it.
4.3 out of 5 (52 reviews) by G2.
4.6 out of 5 (127 reviews) by Capterra.
HubSpot is one of the best meeting scheduler tools that streamlines the process of setting up appointments and keeping track of your schedule, so that you never miss the chance to impress your sales prospects . With this tool, you can create personalized booking links that you can share with your clients, prospects, or colleagues.
It works seamlessly with your Google Calendar or Office 365 calendar to make sure you don't accidentally double-book. Also, you have the flexibility to set your availability and add breaks between meetings, giving you better control over your schedule. Moreover, you can arrange group meetings and easily add booking links to your website or emails.
👉 You can create personalized booking pages with your brand name.
👉 It sends email confirmations and reminders to all participants, reducing no-shows.
👉 It can connect with your Google Calendar or Office 365 Calendar and shows only those times when you're available, so you don't get double-booked.
👉 It automatically detects the timezone of the participants and sets up meetings accordingly, reducing scheduling errors.
➤ If you're on the free plan, you might not have all the advanced features.
➤ If you're using the free version, you might not be able to make your booking page look exactly how you want.
➤ You can use video calls with this tool, but it might not have as many choices as other scheduling tools.
4.4 out of 5 (10950 reviews) by G2.
4.5 out of 5 (3954 reviews) by Capterra.
Chili Piper is one of the best scheduling software designed to streamline the appointment booking process for your business. It offers a range of features to enhance your business efficiency, such as the ability to schedule and confirm meetings instantly with your sales qualified leads, eliminating the need for back-and-forth email exchanges.
Chili Piper integrates seamlessly with various calendar apps like Google Calendar, Outlook Calendar, and Zoom, enabling you to display real-time availability and set specific rules for meeting scheduling.
👉 It helps you easily set up appointments and meetings with clients or partners.
👉 You can create customized booking pages that match your brand's look and feel, so your clients get a familiar and professional experience.
👉 Chili Piper can connect with your CRM system so your data stays in synchronization.
👉 It provides insights and reports, so you can keep track of your scheduling performance.
👉 It sends reminders and notifications automatically to everyone involved in the meeting, reducing the chances of no-shows.
➤ There's no free version available, just a trial. The full set of features is available only in the paid plans.
➤ Setting up lead routing can be a bit complex and you may need some technical skills.
4.6 out of 5 (682 reviews) by G2.
4.4 out of 5 (118 reviews) by Capterra.
SavvyCal is one of the best meeting scheduling software that helps you to find a time to meet instantly with different types of leads in sales so that you can easily convert them into your paying consumers. SavvyCal makes scheduling easy for both parties, your colleagues, and clients. It also provides advanced features to take control of your calendar and provide integration with different platforms like Google Calendar, and Meet.
👉 It provides an easy-to-use interface that simplifies the scheduling process for you and your clients.
👉 It allows you to schedule group meetings or events by offering options for attendees to choose from available time slots.
👉 SavvyCal syncs with your regular calendar to prevent scheduling conflicts.
👉 It connects with video conferencing tools like Zoom or Google Meet for online meetings.
➤ SavvyCal has limited features in the free version. To get advanced features, you might need to go for a paid plan.
➤ If you have very specialized scheduling requirements or need specific features such as recurring appointments, or high-volume scheduling, SavvyCal might not cover everything you need.
4.9 out of 5 (9 reviews) by G2.
5 out of 5 (1 review) by Capterra.
SimplyBook.me is an appointment booking software specializing in both attracting and retaining customers to increase sales across a whole range of industries. It lets you create powerful booking forms, use them on your website and social channels, create analytics, collect payments, request reviews, and more.
👉 You can easily let your clients book appointments and services online at any time.
👉 With SimplyBook.me, you can create a customized booking website that matches your brand.
👉 It's available in multiple languages, so it can serve a diverse range of clients.
👉 It provides integration with popular calendars like Google Calendar, Outlook, and others.
👉 It has built-in payment processing, so your clients can pay for services or products during the booking process.
➤ The free plan may have limited customization options compared to paid plans.
➤ SimplyBook.me is mainly for service-based businesses and might not be the best choice for more complex booking or e-commerce needs.
4.4 out of 5 (103 reviews) by G2.
4.6 out of 5 (1140 reviews) by Capterra.
Meetings can take up a lot of your work hours. Going through multiple people's emails to find a time that works for everyone can be a waste of your precious time. That's where meeting scheduler software comes in.
This software helps reduce friction by tracking your calendar's availability and integrating with different platforms like Zoom, Google Calendar, Outlook, and Slack.
However, finding the right meeting scheduler software can be frustrating. Each software has its unique features. Some stand out with their competitive pricing, while others excel with their endless features and flexibility. And some win with their simplicity.
But is scheduling meetings with prospects everything? Not exactly. It's only the first step in the sales funnel, where you need to identify eligible prospects. Once you've identified them, you need to connect with them more and more to convert them into paying customers.
For this, you need CRM software like Zixflow CRM, which can guide you through the other stages of the sales pipeline, such as lead qualification, proposal making, negotiation, closing the deal, and post-sales activities. This can help you generate better revenue that grows over time.
So why wait? Get your personalized demo today!