12 Best Meeting Schedulers for the Maximum Productivity

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Edited by Ben Jacklin
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With many people having busy schedules with both in-person and online meetings, having a meeting scheduler can help to ensure that you never miss one. In this guide, we run down the best meeting schedulers on the market today and the features and functions they offer.

Quick summary

Best tool to help find preferred meeting times: SavvyCal

Best meeting scheduler with a virtual assistant: Clara

Special pick: Movavi Screen Recorder

Movavi Screen Recorder provides an excellent option for those who want to record meetings. When you schedule meetings, the recorder can be set to automatically record them at a specific time. This means that you never have to miss a meeting, and even if meetings are happening at the same time, you have an option to record and review what happened. You can easily set your recording up beforehand with the meeting time scheduler, so the recording will get underway exactly when it is needed.

Features

  • Schedule recording of must-attend meetings, late-night webinars, or live events even when you’re away
  • Grab webcam footage or the audio, then create training videos or interactive instructions
  • Button clicks and cursor movement capture
  • HD and 4K recording
  • Drawing right on your videos while recording live
  • Save your recordings in any popular file format
  • Share links to your videos or upload them directly to the cloud

Our goal is to provide you with only verified information. To ensure this, Movavi Content Team does the following:

  • When selecting products to include in our reviews, we research both demand and popularity.

  • The team tests all the products mentioned in this article.

  • When testing, we compare the key characteristics of the products, which include selecting capture area, schedule recording, showing keystrokes and mouse, and other significant features.

  • We study user reviews from popular review platforms and make use of this information when writing our product reviews.

  • We collect feedback from our users and analyze their opinions of Movavi software as well as products from other companies.

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Best programs to schedule meetings

Best free meeting scheduler

  • Best for:

    free scheduling

  • OS:

    Windows, macOS, iOS, Android

  • Price:

    free plan, paid plans from $9.99/month

  • GetApp rating:

    4.7 out of 5, 75 reviews

SimplyMeet.me has all the functionality you are looking for when it comes to a group meeting scheduler, and even has a free plan for those who don’t want to part with money for their software, or those who just want to work out whether SimplyMeet.me is the right choice for them.

With a set of robust meeting booking features, including the option to take payments, or to suggest times when all of the participants are free, SimplyMeet.me is also great for large businesses, though it does require the payment in this scenario. The free meeting scheduler also has apps for both Android and iOS devices, with a meeting scheduler app allowing you to book and plan your meetings on the go.

Key features:

  • Customizable booking page

  • Rescheduling options

  • Embed bookings on a web page

  • Integration with Outlook and other software

Pros:

  • Easy to schedule, move, and reschedule meetings

  • Reverse availability lookup, allowing you to find the best times for meetings

  • Free for individuals

Cons:

  • Free plan means you have to keep the SimplyMeet.me branding on your marketing materials

Meeting scheduling tool for the calendar integrations

  • Best for:

    calendar integrations

  • OS:

    Windows, macOS, iOS, Android

  • Price:

    free plan, paid plans from $8/month

  • G2 rating:

    4.7 out of 5, 1,886 reviews

Calendly is a top calendar meeting scheduler free for individual users who just want to integrate with one specific calendar. However, if you want to use this as a team or integrate with a variety of calendars, then you do need a paid membership.

This functions as an online meeting planner, as it can be installed as a Firefox or Chrome add-on for web-based meeting scheduling, as well as having Android and iOS apps maximizing the compatibility of Calendly.

Key features:

  • Connect to Google Meet, Microsoft Teams, Zoom, Slack, and others

  • Customize your booking link

  • Connect to Slack and HubSpot using paid memberships

  • Connect and integrate multiple calendars

Pros:

  • 24/7 support

  • Use on a variety of devices and with a variety of integrations

  • Simple interface

Cons:

  • Free plan only links to one calendar

  • No analytics on the cheaper membership plans

Best tool to book a meeting at preferred meeting times

  • Best for:

    finding a mutual meeting time

  • OS:

    any, web-based

  • Price:

    free plan, paid plans from $12/month

  • Product Hunt rating:

    4.7 out of 5, 119 reviews

SavvyCal is a meeting scheduling website that has a lot of the same features as other competing software, but it also has the potential to help people find an adequate time to meet. Everybody can put their preferred meeting times in, providing an easy way to please everyone.

It works online and uses a Chrome extension, as well as giving a calendar overlay so that users are presented with a proper calendar to use rather than just see time slots. SavvyCal also allows you to link popular calendar apps to feed into the meeting scheduling software, such as Outlook and iCloud Calendar.

Key features:

  • Numerous integrations, including Zoom, Google Calendar, and more

  • Set up polls

  • Unique links and meeting availability settings

Pros:

  • Includes a free plan

  • Excellent to find times that are convenient to meet

Cons:

  • The premium plan is one of the more expensive out there

  • Free features are slightly limited

Best calendar scheduling tool available online

  • Best for:

    web-based scheduling

  • OS:

    any, web-based

  • Price:

    free plan, paid plans from $20/month

  • G2 rating:

    4.7 out of 5, 62 reviews

Calendar works as a sort of website to schedule meetings, but does have an iOS and Android app as well. This meeting scheduling tool, like a lot of the others out there, allows users to connect their other calendars, but this is very limited on the free version where users can only connect one calendar.

For those looking for group scheduling apps, Calendar is only really an option if you pay for the premium versions, which allows you to plan a meeting with more users (you can only have up to five on the free plan). The coordinator provides a simple way to track meetings for everyone, and you don’t need to download any software as it can all function within your web browser.

Key features:

  • Integrations with some calendars, including Outlook

  • Personalized calendar link

  • Up to 50 guests per meeting booking on the Pro plan

Pros:

  • Doesn’t require any apps to be installed

  • Different plans for each type of user, from a free to enterprise level

Cons:

  • Doesn’t integrate with as many calendars, including Apple’s iCloud Calendar

  • Not much support on the free version

Free online meeting scheduler for multiple team calendars

  • Best for:

    creating multiple color-coded calendars

  • OS:

    any, web-based

  • Price:

    free

  • GetApp rating:

    4.8 out of 5, 2.9K reviews

Those who use Google’s suite of tools will feel at home with their calendar and meeting scheduling tool. This is a great tool for multiple people to use and collaborate on, as the schedule maker can color code different calendars, so you can have work meetings and personal commitments easily tracked on all of your devices. The tool can also automatically add meetings from your email invitations.

Key features:

  • Alerts for meetings

  • Totally free for Google users

  • Room bookings

  • Contact management system included

Pros:

  • A simple layout that existing Google users will find simple

  • Totally free to use

Cons:

  • Doesn’t integrate with other tools

  • Doesn’t directly facilitate meetings

Meeting scheduling software for reducing meeting times

  • Best for:

    reducing meeting times

  • OS:

    Windows, macOS, iOS, Android

  • Price:

    free trial, paid plans from $12/month

  • G2 rating:

    4.3 out of 5, 68 reviews

Motion is an app that has been designed to use smart modern technology when you schedule meetings, including AI. This is one of the best calendar scheduling tools for teams that are stacked with a lot of different meetings. The schedule maker functionality can help to reduce unwanted meetings and save you time every single week. Users can set their meeting availability and use the assistant in the program to schedule prompt meetings with task management included to keep people on track.

Key features:

  • Task manager assisting with keeping meetings on track

  • Connect with Outlook, Zoom, Google Calendar, and more

Pros:

  • Automates a lot of the task of scheduling meetings

  • Great for keeping big teams on task

  • API means the software can be expanded and customized

Cons:

  • One of the more expensive options, especially for individuals

Meeting scheduler app with a virtual assistant

  • Best for:

    automatic scheduling with a virtual assistant

  • OS:

    any, web-based

  • Price:

    free trial, paid plans from $99/month

  • G2 rating:

    4.5 out of 5, 2 reviews

Clara is a little bit different from the other options on this list. It is mainly aimed at business users rather than personal users, and instead of functioning as an app or website to schedule meetings, this is an automatic model that will provide you with a way to schedule meetings by emailing “Clara”, designed to function as a member of your business team.

For instance, to schedule meeting times, you can CC Clara into an email and ask her to find a time for you to meet. She will automatically schedule this at a convenient time.

All plans provide follow-ups and reminders, as well as real-time reporting on meetings.

Key features:

  • Automatically schedules meetings through emails

  • Meeting preferences dashboard

  • Automatic follow-ups

Pros:

  • Automated scheduling with an AI assistant

  • 24/7 access

  • Simple to use and integrate into your team’s workflow

Cons:

  • A very expensive option compared to many others

  • Not really suitable for individual calendar management

Best affordable group scheduling app

  • Best for:

    individual users and small businesses

  • OS:

    any, web-based

  • Price:

    free plan, paid plans from $5/month

  • G2 rating:

    4.9 out of 5, 24 reviews

Those who are looking for an affordable scheduling tool can try Sidekick, which has one of the best free online meeting scheduler functions as well as an affordable premium plan, too. It is one of the cheaper options on the market, but it doesn’t compromise that many functions and features. This means it is a good choice for small businesses or even for individuals.

Users can customize by adding their own logo and create unlimited groups and contacts. On top of this, the tool connects excellently to many others, integrating with Teams, Google Meet, Zoom, and more.

Key features:

  • Three scheduling pages

  • Connects to Google, Outlook, and Microsoft 365

  • Unlimited meetings and contacts

  • Some AI functions on the Superhero plan

Pros:

  • Extremely simple interface

  • Unlimited groups and contacts as well as unlimited meetings

  • Some basic AI functions on the Superhero plan to schedule automatically

Cons:

  • The calendar layout isn’t as good as some other options

  • Support is limited

Meeting time scheduler for paid appointments

  • Best for:

    scheduling paid appointments

  • OS:

    any, web-based

  • Price:

    free plan, paid plans from $6/month

  • G2 rating:

    3.7 out of 5, 17 reviews

This is one of the best scheduling tools that allows users the best way to set up their daily schedule. The system can be integrated with payment systems too, so people can take payments for their time. For instance, if somebody is offering online lessons or coaching, the Zoho Bookings platform is a great way to facilitate this. It has a tracker and a reminder system to ensure that there are fewer missed appointments. For users who need a meeting scheduler as part of their business, and to try and boost revenue, it can be a great tool.

Key features:

  • Personalized booking page

  • Integrates with the Zoho suite of tools

  • Also integrates with Microsoft, Google, Slack, and Salesforce

Pros:

  • Great for taking payments for services

  • Automatically sends reminders to customers and cuts down missed appointments

  • Facilitates online and offline meetings

Cons:

  • Not as good for team scheduling

Group meeting scheduler for large teams

  • Best for:

    managing meetings for large teams

  • OS:

    any, web-based

  • Price:

    free plan, paid plans from €6.95/month

  • G2 rating:

    4.4 out of 5, 2,062 reviews

Doodle is a tool for scheduling meetings that is largely based on working out the best way to get large groups of people to agree upon a time. The organizer of the meeting can send out a poll, which provides users with the chance to tick certain times when they are available and synchronize diaries.

The free plan has very basic functionality, but on the paid plan there are no ads, unlimited group polling, booking pages, and email invitations. The app doesn’t have the fullest set of functions in terms of sending out invitations or scheduling repeated meetings.

Key features:

  • Integrates with Microsoft Teams, Webex, and Zoom

  • Activity reports on the Team platform

  • Email support

  • Booking templates

Pros:

  • An easy way to find meeting times for large teams

  • Incorporate your own custom branding

  • Unlimited booking pages on the paid plans

Cons:

  • Ads on the free platform

  • Very limited free functionality

Online meeting planner for qualifying new leads and sales calls

  • Best for:

    sales calls

  • OS:

    any, web-based

  • Price:

    from $15/month

  • G2 rating:

    4.6 out of 5, 677 reviews

Chili Piper is not just a tool to schedule and book a meeting, it is a way for customers to book sales calls and meetings. For example, if you have a sales team providing advice meetings or initial consultations.

Chili Piper can route potential sales to the right team and individuals within the team, as well as showing free time slots on a booking website for people to automatically schedule their calls. On top of this, the software can integrate with a variety of different tools, such as Salesforce. If you use a CRM to run the day-to-day of your business, then this can be one of the smoothest ways to onboard new customers and make sales.

Key features:

  • CRM integrations

  • Email & SMS reminders

  • Instant lead qualifying

Pros:

  • Can streamline business processes and boost sales

  • Customizable, so you can route the calls to the right members of staff

Cons:

  • Not as effective for team meetings

  • Quite an expensive option for individuals, more suited to sales teams

Schedule maker for simple website integration

  • Best for:

    simple website integration

  • OS:

    any, web-based

  • Price:

    from $15/month

  • Capterra rating:

    4.5 out of 5, 24 reviews

CozyCal is a tool that integrates brilliantly with websites, allowing you to schedule a meeting and integrate perfectly with a website via a widget. So, if you have a website and you are looking to book sales calls, CozyCal will allow people to simply book a meeting with you. It can be used for paid sessions, such as tutoring, or it can be used for managing your internal team.

CozyCal has a wide range of integrations, including Basecamp, Google Calendar, and Microsoft Office 365. It can easily become part of your business workflow. The software doesn’t have a free version so companies need to pay by the user, which can add up if you have a lot of different members.

Key features:

  • Integrations with Basecamp, Google Calendar, and Microsoft Office 365

  • Automated email notifications

  • Includes analytics

  • Widget for the website integration

Pros:

  • Automates email notifications and sends SMS reminders

  • Integrates with Zoom and a variety of other tools

  • Unlimited event types and booking pages

Cons:

  • No free version

  • Doesn’t send reminder SMS outside the US and Canada

How to choose a meeting scheduler

The needs you may have from a meeting scheduler can vary depending on your own circumstances. Whether you are a freelancer, a part of a big business, or you are just looking to better manage work and life commitments. For some people, a free online meeting scheduler may be enough, but big businesses may need an option that they can build a big part of their business around.

So, how can you choose the ideal option for you?

  • Price. Some people don’t want to spend a lot of money on the software, but others will need advanced functionality and be happy to pay for it. Some software has low membership costs of around $5-10 per month, but some are much more expensive, especially if you need a lot of functionality and a number of users within a business. Another price consideration is whether you need to pay a one-off fee or you need to pay monthly, which can work out a lot more expensive overall.

  • Integrations. The software stack is a huge part of many businesses, and they rely on CRMs and other software in order to run their business efficiently. This means that when you subscribe to a meeting scheduler for business, it is important to ensure that it can integrate with other software and tools you use. On top of that, it should also integrate with other calendar apps so that you can still use your preferred app, such as Microsoft 365 or Apple iCloud Calendar.

  • Functions. As well as providing you with a way to schedule meetings and work out the right times for your team members to get together, you may need other functionality. For instance, a video scheduler is a way to record the meeting regardless of whether you can attend or not. Other functions may include note-taking options, booking options, and payment methods.

  • Customization and preferences. It is important that you have options when you sign up for a meeting scheduler. For instance, some of the software options allow you to set preferences regarding the length of meetings, certain teams, routing, and how the meetings take place. Some also have specific task managers within.

  • Scheduling tools. Scheduling is one of the biggest challenges within businesses, and this is one of the problems that the meeting schedulers on the market set out to solve. They provide you with a method of aligning team members to find a time suitable for everybody in a meeting. With busy teams and busy lives, this is a huge challenge that scheduling tools can fix.

  • Compatibility. A lot of meeting schedulers run as a program or an app on your computer or on your mobile device, but a lot of them also function online, meaning that they can be accessed from pretty much any device.

Summary

The world of booking meetings has definitely changed with the advent of technology, AI assistant technology, and the fact that so many meetings now take place online rather than in-person. Whether you need to meet with a customer to qualify a sales lead or you need to have a team catch up, using a program to schedule your meetings makes all the difference and simplifies your workflow.

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Frequently asked questions

What is a meeting scheduler?

A meeting scheduler is a program that allows people to schedule and organize meetings online and offline. It may have extra functions like recording and numerous integrations.

What is the most efficient way to schedule meetings?

Scheduling a meeting isn’t always easy, but here are some tips for efficiently scheduling a time:

  • Provide thorough details of the meeting, why it is important, and the timing

  • Consider time zones before inviting people around the world

  • Don’t schedule a meeting if an email is enough, this will often lead to people skipping the meeting

  • Give people plenty of warning that the meeting will be taking place

  • Explain the type of meeting, how people can attend, and make it simple for them to do so

  • Block time with no meetings within your workplace so staff get a break

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