There are few tasks in the professional life as tedious as scheduling meetings. Finding a time that works for everyone can be a losing battle of long email strings and accidental double-bookings.
Scheduling a meeting time shouldn't be hard. Fortunately, there are dozens of online meeting scheduler apps available—each with pros and cons— and while some work with a range of calendar applications, others are narrowly focused to just one or two. What they all have in common is that they're a lot easier than playing email tag.
Ideally, a meeting scheduler works with a range of calendar apps, such as Google Calendar, Outlook and iCal, but those full-featured schedulers are few and far between.
The best app, then, is the one that's compatible with your calendar, but doesn’t limit your guests, either— you can't control which calendar service your guests are using, so it's better if your meeting scheduler doesn’t assume invitees are using a specific calendar app. Bearing this in mind, many of the scheduling apps that we discuss will be dependent on a specific calendar service, but your guests will have more options when responding to your requests and adding your events to their own calendars.
When choosing apps, we looked for a range of meeting schedulers that provide extra functionality beyond just creating event invites. While many of the apps double as conversion tools that set appointments with potential clients or manage online registrations for things like workshops and classes, the focus of this list is on schedulers that make easier to connect with your colleagues.
|Assistant.to||Individuals using Google apps||Free|
|Boomerang Calendar||Groups using Google Apps||Free; Beta|
|Doodle||Deciding on a meeting time||Free with ads, premium features from $39/year|
|Calendly||Recurring appointments||Free; Premium features from $8/month|
|Vyte.in||Hands-off Google Calendar scheduling||Free; Beta|
|Meet-O-Matic||Coordinating large teams||Free; Advanced Edition for individuals from $19.99/year; Workgroup Package for 10 users $99/year|
|Meetin.gs||Meeting preparation||Free 30-day trial; Pro subscription $12/month, $129/year|
|ScheduleOnce||Link-based group scheduling||From $5 per user per month|
|YouCanBook.me||Accepting appointments with Google Calendar||Free for an individual account, from $16 per month for premium-level accounts|
|Appointlet||Seamless Google and Office 365 Calendar scheduling||From $15 per month for one user, from $45 per month for shared accounts|
|Congregar||Guests with flexible schedules||Free|
|Google Calendar||Businesses using Google apps||From $5 per user per month|
|X.ai||Personal assistant with artificial intelligence (Coming Soon!)||Currently in private beta|
|World Clock Meeting Planner||International teleconferences||Free|
|Pick||Comparing Google Calendars||Free|
|Rally||Voting on meeting times||Free|
|Meet by Sunrise||Super-Fast Scheduling In Any Mobile App||Free|
|Xoyondo||Polling your Attendees||Free|
|Meekan||Scheduling with Slack||Free|
|WhenIsGood||Signup-Free Scheduling||Free, $20/year for ad-free invites|
|World Meeting Time||Visualizing timezones||Free, $5/mo. for saving meetings and contact info|
|SuperSaaS||Meeting signup workflow||Free; $8/mo. for ad free|
Once installed, Assistant.to adds a widget to all "Compose New Message" windows in Gmail. Simply choose meeting times that work for you, and Assistant.to will add them to your email with a note asking the recipient to choose one of the meeting options. Assistant.to runs via a Google Chrome extension, so it won’t work in Firefox or any other browser. The extension is only compatible with Gmail, but the developer is looking to add support for Outlook.
Assistant.to works best for people who already use Google Calendar, since the extension uses data from Google Calendar to flag potential time conflicts, but your recipient can accept your invite using any calendar app. While Assistant.to is compatible with both personal- and business-grade Google accounts, it only works for one-on-one meetings and can’t schedule meetings with more than one guest. So the app works best for individuals, but may have limited use for larger businesses that schedule team meetings more often.
Assitant.to Pricing: Free
Boomerang Calendar is another browser extension that relies on Gmail and Google Calendar to function, but this one is compatible with both Google Chrome and Firefox. This option supports group meetings of several people on its website, making it perfect for coordinating groups, and because it accesses your Google Calendar account, Boomerang Calendar will let you know when potential meeting times overlap.
You can also use Boomerang Calendar to share your availability for the next several days with a single click, without sharing access to your calendar. This preserves your privacy while simplifying scheduling.
Boomerang Calendar Pricing: Free; Beta
Scheduling app Doodle can put your meeting time to a vote with a few clicks. Simply input information like location, potential meeting dates, and time options, and Doodle will create a sharable poll that you can send out to your team. From there, each team member enters his or her email address, and votes on a time slot. It's a straightforward, democratic way to coordinate.
Doodle's scheduling feature is free—and ad supported—but if you upgrade to the premium version you can integrate Google and iCloud calendars (plus Outlook, with a little jerry-rigging), send automatic reminders to participants, and request additional info in your poll.
Doodle Pricing: Free with ads, premium features from $39/year
TimeBridge is a web app that can coordinate your meetings for you. It's compatible with Outlook, Google Calendar, and iCloud, and syncs your calendars with its scheduling app. With a TimeBridge account, you can set a few default meeting options and black-out times when you’re never available, but you’ll be limited to five suggested timeslots per meeting.
There are some pretty great reminder features included in TimeBridge, too. With a mobile number saved in your TimeBridge account, you have the option to receive an SMS notification five minutes before a planned meeting. Plus, TimeBridge's Daily Brief email can provide you with a few details about your day, including maps, directions, and weather forecast for your meetings.
TimeBridge Pricing: Free
Calendly is another app that relies almost exclusively on Google—the sign-in process requires a Google account, and Calendly syncs with Google Calendar. Once an invitee has accepted a meeting invitation, though, it will add the appointment to your guest’s Google, iCloud, or Outlook calendar.
Calendly saves multiple meeting types, so you can clone weekly or monthly meetings, keeping your preferences for length of meeting and available time-slots intact without affecting your default settings for new meetings. While Calendly works well for scheduling meeting with individuals or team members within an organization, its custom events links work well for sharing events with clients and customers, too.
Calendly Pricing: Free; Premium features from $8/month
See Calendly integrations on Zapier
Vyte.in requires a Google login for the event organizer, but your guests can use any calendar app. Once logged in, Vyte.in will show you any conflicts on your schedule so that you don't accidentally double-book yourself, and it blocks off potential time slots in Google Calendar as they're proposed. Your invitees can vote via email for the most convenient meeting times, and Vyte.in will track who chooses which time without requiring a login for your guests.
Vyte.in works well for organizers wrangling several schedules—it will even send the meeting invitations and schedule the meeting on your Google Calendar once a firm time is chosen.
Vyte.in Pricing: Free; Beta
The Meet-O-Matic web app lets you set up meeting windows with lots of people, giving you a meeting link to monitor responses to your invitation. Meet-O-Matic doesn't sync with your calendar, but the premium plan allows you to export meeting info to an Excel or CSV spreadsheet.
Because it doesn't sync with your calendar, Meet-O-Matic won't prompt you about potential conflicts. But that also means it's not reliant on any particular application, so it's a better bet for folks without a Google account.
Meet-O-Matic is also undergoing a big redesign, which is launching soon.
Meet-O-Matic Pricing: Free; Advanced Edition for individuals from $19.99/year; Workgroup Package for 10 users $99/year
NeedToMeet creates a meeting event page to share with your invitees, and from there they can register for any of your open slots. What sets NeedToMeet apart, though, is that everyone visiting the registration page can see everyone else's availability. If most of the guests who have already RSVP'd are only free for a limited span of time, all guests following will see that and can potentially adjust their own schedules to suit the group. This limits the back and forth and removes you as schedule moderator.
The Outlook add-in means that you can create events from the Outlook application without visiting the NeedToMeet web app. There are also iOS and Android apps for creating and managing events. Though it won’t sync automatically with Google or iCloud calendars, NeedToMeet will add events to your calendar with a click from the web app.
NeedToMeet Pricing: Free
Meetin.gs doesn't allow users the option to set several potential or tentative meeting times, so this web app will work better if you already know your guests’ schedules. What Meetin.gs can do, though, is give you a good space to distribute any meeting materials collaboratively: create an agenda or attach files to the meeting’s page, and participants can update or share information as the meeting date approaches.
The timeline feature in Meetin.gs also sorts your upcoming appointments, giving you a fresh way to look at how your time is being spent. Meetin.gs synchronizes with Google Calendar from the web app, but its iOS and Android mobile apps help everything sync up with nearly any calendar, including Outlook, Yahoo, and AOL.
Pricing: Free 30-day trial; Pro subscription $12/month, $129/year
ScheduleOnce is a big player in the appointment-booking game—it helps real estate agents, photographers, coaches, and everyone in between accept meeting requests from their clients. The framework is based on a personal booking page that users can send to their customers, which shows the user’s availability and gives the visitor options for meeting times.
But ScheduleOnce isn’t just for individual appointments: it also handles group meetings with ease. Using the app, you can highlight times that work best for you, create a unique link that shows your availability, and send it off to your invitees. From there each person enters his or her email address and votes on a time slot. ScheduleOnce can even pull in your Google and Outlook calendars, so it knows your availability instantly.
ScheduleOnce pricing: From $5 per user per month
See ScheduleOnce integrations on Zapier
If you’re a Google Calendar user, YouCanBook.me is a seamless way to let individuals schedule appointments with you. Simply connect your Google account, tell YCBM a bit about yourself, and the app will create a personalized webpage where you can accept meetings based on your calendar. You can link to that webpage from your social media accounts, feature it on your business website, or send it to customers directly.
There are also lots of advanced features that you can set up, like HTML-formatted booking pages, meetings of varying lengths, and recurring meetings. But while YCBM works well for one-on-one meetings and inbound scheduling, it doesn’t have a feature that can coordinate groups to find an agreeable time, and it’s not ideal for sending invitations.
YouCanBook.me pricing: Free for an individual account, from $16 per month for premium-level accounts
For a deeper look at YouCanBook.me's features and pricing, see our Youcanbook.me review .
See YouCanBook.me integrations on Zapier
Appointlet is a personal meeting scheduler that integrates with Google Calendar and Office 365 calendar so it automatically knows when you're free and when you're not. Simply set your meeting types and work hours then Appointlet provides you with a personal booking page where invitees will be able to pick an available time and have the meeting added to both your calendar and theirs.
Since Appointlet also integrates with Zapier, it lets you automatically perform administrative tasks after a meeting is scheduled—queue SMS reminders, make a note or add the invitee to your email list.
While Appointlet works well for scheduling meetings (not ideal for group scheduling), its seamless integration with websites, emails and conversion funnels makes it a great tool for scheduling customers and prospects.
Appointlet Pricing: From $15/month for one user, from $45/month for shared accounts
See Appointlet integrations on Zapier
There's no sign up with Congregar, so it's a convenient way to set up meetings on the fly: With minimal effort, you create a poll to gather information on what times work best for anyone. Rather than a straight up or down vote, Congregar lets your guests indicate which times aren’t great but may work in a pinch, giving you more leeway when finding a convenient, or at least workable, time to meet.
Congregar still won’t schedule your meeting or invite your guests, so your invitees may see their calendars filling up with conflicts before you’ve had a chance to send out the invites from your preferred calendar app. But it's still a nice alternative to more complex, registration-required options..
Congregar Pricing: Free
If you’re using Google Calendar and just need to schedule meetings with colleagues in your organization, that functionality is built into the app.
The "Find a Time" tab on the "Edit Event" screen allows you to view your guests’ calendars as you invite them to the meeting. If your guests have shared their calendars with you, Google Calendar will show you when your guests are busy, and when they’re free. Because most users don’t share their calendars publicly, this is going to be a good option for businesses running Google Apps and already sharing their calendars internally.
For a deeper look at Google Calendar's features and pricing, see our Google Calendar review .
See Google Calendar integrations on Zapier
Ok, x.ai isn't out yet, but it could be a game-changer in the meeting software space. Basically, to use x.ai, just CC firstname.lastname@example.org (your virtual assistant) on any email and she'll handle the "tedious email ping pong" that happens whenever you try to coordinate a meeting time.
Amy knows your appointments, phone number, Skype username, and everything else that a colleague might need to schedule some time with you. She uses that information to correspond with other meeting attendees via email, and when a date and time are set, she adds the appointment to your calendar.
x.ai Pricing: Currently in private beta
World Clock Meeting Planner isn’t really a meeting scheduler, and it can’t invite your guests to an event, but it's useful for planning meetings across time zones so it an honorable mention. List a location for each colleague, choosing the closest city within the same time zone, and World Clock Meeting Planner will spit out a list of times when everyone participating is likely to be awake and in the office. Pick the best time for everyone, and use it as a starting point when scheduling with one of the other apps in this list.
You could also give Every Time Zone or World Time Buddy a shot—both sites track time zones in an easy-to-read interface, so you can quickly compare your waking hours to those of your international colleagues. Or, if you want to do a quick time zone conversion using your iPhone, try Miranda.
World Clock Meeting Planner Pricing: Free
Sometimes the effort spent on choosing a meeting time eclipses the meeting itself. Pick allows for simple scheduling among a group of Google Calendar users, either via browser or mobile app.
Pick automatically finds and books meeting times by tapping into your contacts and calendar in Google. Choose someone to meet with, suggest a time from your own schedule, and the app allows them to do the same. Pick arrives at an agreeable time without the obnoxious back-and-forth, and you can save your energy for the actual meeting itself.
Pick Pricing: Free
Show of hands: who can meet at 1:30 p.m.? That's the mechnic behind Rally, which helps you virtually vote on times, start discussions, and build landing pages for your events. Instead of hunting around for agreeable times and hoping that attendees come with an agenda, Rally lets you deal with everything in one place.
Rally Pricing: Free
"Elegant" is a good way to describe Sunrise: it's a fast, charming, and powerful way to manage your calendar from your phone or computer. But it didn't solve the back-and-forth frustration of agreeing on a meeting time.
That's why they created Meet. It's not a standalone app, but rather a 3rd-party keyboard that you can access from any iOS or Android app (like you can with emojis). Meet is packaged with Sunrise, so once you install the app and set up the keyboard, you can pull up your calendar as you're typing a message and suggest meeting times to the recipient.
Meet shows you upcoming events, and you can tap blocks of time that work best for your planned appointment. From there, the app generates a link that you can send to the other party; they select the time that fits with their schedule, and Meet sends a confirmation email.
Meet by Sunrise Pricing: Free
Xoyondo must roughly translate to: find meeting times fast. It's a browser-based app that lets the meeting organizer suggest times to get together, then generates a page where attendees can vote on which time works best.
But the democratic process doesn't stop there. Xoyondo also gives meeting organizers the tools to poll their attendees with customizable, multiple-choice surveys. Now you won't need to guess if chocolate chip or blueberry muffins are more likely to coax your co-workers into the conference room—just ask the crowd.
Xoyondo Pricing: Free
Many teams use Slack as central command for communication, file sharing, and alerts. Meekan makes it possible to schedule meetings from Slack, too: after installing Meekan's Scheduling Robot, you can direct it to set appointments for you by starting a message in any channel with "Meekan."
It understands human-readable requests—like "Meekan, we want to have lunch next Wednesday"—and analyzes each party's calendar to find the ideal meeting time. Then, attendees can vote on which time works best.
Meekan also offers scheduling apps for iOS, Android, and Outlook, so it can help you organize appointments from anywhere.
Meekan Pricing: Free
Scheduling doesn't get much simpler than this: WhenIsGood starts the process by asking you to click on some times and dates that fit into your workday. Then, you send your WhenIsGood link to a few colleagues, they click the times that work for them, and you're left with the ideal meeting slot. If you want bells and whistles, search elsewhere, but WhenIsGood gets the job done.
WhenIsGood Pricing: Free, $20/year for ad-free invites
You know where the people in your meeting are located, but aren't sure which timezones each city is. World Meeting Time lets you just drag a small tag with each contact's name to their general location on a world map. Set the time when you want the meeting to start, add everyone's email addresses, and World Meeting Time will send an invite to everyone.
If you want a bit more, the new World Meeting Time Pro lets you import your contacts and save your most common meetings, to easily create a new meeting without having to move people around on a map each time. It'll also sync to Google Calendar to keep one less invite message out of your inbox.
World Meeting Time Pricing: Free; Pro version $5/month for saving meetings and contacts
SuperSaaS helps you add customized meeting scheduling workflows to your website, for an easy way to book appointments with customers, partners, and your own team. You can tweak the calendar style to fit your site, show as much or little detail about your schedule as you'd like, and even accept payments for paid events.
Then, you can create a workflow for what happens whenever someone visits your site to make an appointment. SuperSaaS will show the workflow a visitor will go through, and you can tweak any step to show more details, send notifications, and more. It's a simple way to manage even the most complicated appointment schedule.
SuperSaaS Pricing: Free for up to 50 upcoming appointments, with ads; from $8/month Package A for ad-free experience with unlimited users
See SuperSaaS integrations on Zapier
Now that you've found a better way to schedule a meeting with your colleagues, take this one step further and set up an easy way to remember each one. To do this, use app automation tool Zapier, which will trigger a notification in the app of your liking—Zapier integrates with over 300 apps—when a meeting is approaching. So, 10 minutes before your weekly team meeting, for example, you could automatically post a reminder for your co-workers in Slack or HipChat.
To get started setting up a meeting reminder notification, just click on an automation below or visit the Google Calendar integrations page on Zapier.
The back-and-forth headache of scheduling will never disappear completely, but these tools will help you decide on a meeting time and iron out the details in a much more efficient fashion. Give these apps a try, and opt out of email tag once and for all.
What does your scheduling process look like for meetings? Let us know in the comments.
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