It is no secret that in today's world, the topic of the scheduling process is one of the most topical. And this is not by chance. When we have a clear idea of what meetings await us, we can effectively plan our actions and prevent ourselves from getting busy with things and deadlines. Thus, meeting scheduling helps to effectively distribute your commitments and avoid being overwhelmed. Moreover, quality management of your time allows you to prioritize and focus on the tasks that matter most and to create a balance between work and personal life.
Who should use online meeting scheduling tools?
Who is this type of software actually designed for? In fact, it can be used by a multitude of different businesses.
Gyms and individual coaching
Typically, scheduling apps are used to organize group sports sessions.
In the sporting context, sessions are often multi-daily, repetitive, and include several customers who sometimes number in the dozens. Accepting as many people as possible without exceeding your facility's capacity is a real challenge. Only scheduling apps can meet this challenge so effectively.
Doctors and healthcare practitioners
Doctors, too, have to deal with multiple appointments every day. What's more, due to the vagaries of each patient's health, cancellations are commonplace, and booking requests are sometimes urgent.
Scheduling apps represent viable solutions for optimizing the distribution of care, and keeping your patients informed in real time of your availability.
With appointments sometimes lasting less than 30 minutes (especially for male customers), hairdressers have to manage a large number of bookings every day.
Few hairdressers can afford to employ someone dedicated exclusively to this task. They have to handle the scissors at the same time as the telephone, with all the distraction and frustration this entails for your customers. Scheduling apps can relieve some of the mental workload.
Finally, business service freelancers are typical customers of meeting scheduling tools. They may be chartered accountants, marketing consultants, lawyers, etc.
Generally, small businesses and the self-employed benefit from meeting scheduling tools. In fact, they often have to support a large customer base without having the budget to delegate the management of their bookings to a secretary or a platform.
It's also worth noting that the use of meeting scheduling apps requires a customer base that's young enough to be useful. Older people have more difficulty with the web.
Now let`s discuss the 10 best meeting scheduling tools that will help you to efficiently schedule meetings.
Sprintful is a popular meeting scheduling tool for sales teams of all sizes in various industries, including education, banking, healthcare, and recruiting. It supports one-on-one meetings, group meetings, multiple round-robin assignment strategies for teams, and panel meetings.
Sprintful is the most flexible, comprehensive meeting scheduling software for professionals, SMEs, and enterprises. It supports many essential integrations, including Google Calendar, Outlook, MS Teams, Zoom, and Zapier.
The main features of Sprintful:
- Calendar scheduling
- Calendar management
- Automated scheduling
- Appointment scheduling
- Real-time calendar sync
- Custom branding
- Automated appointment reminders and alerts
- Custom notifications
- Calendar embedding
- Custom CSS
- Team collaboration
- Third-party integrations
- Google Calendar
- Outlook Calendar
- Google Meet
- Microsoft Teams
- Custom Domain
No wonder Sprintful is the best meeting scheduler.
This meeting scheduling software offers the following paid plans:
- Basic - $9/month
- Professional - $19/month
- Business - $49/month
- Enterprise - (100+ users) at request
This best meeting scheduler also offers a 7-day free trial.
HubSpot Free Meeting Scheduler
HubSpot offers a free online appointment booking tool integrated with its CRM software Sales HubSpot. In other words, the booking tool is included in the CRM, enabling you to manage your customer files simultaneously with your appointments.
HubSpot offers several advantages. It can be connected to Google Calendar and Office 365 to synchronize your calendar with your appointment bookings. HubSpot also offers a calendar widget.
You can integrate it into your pages on your website so that every visitor knows your availability in real-time. The software offers the classic functions of email and SMS appointment reminders and enables simultaneous notifications to be sent. This function is useful for organizing a meeting or a group call.
Please note, however, that the tool is only free in its single-user version. If you have colleagues with whom you want to share the tool, you'll need to buy the paid plan.
Highlights of HubSpot Free Meeting Scheduler
- It can be synchronized with Google Calendar and Office 365
- Free version available (one-person use only)
- Calendar can be integrated into a web page
- It allows you to organize meetings
Areas for improvement of HubSpot Free Meeting Scheduler
- No integrated payment solution
- No collaboration features with the free version
- No automated appointment scheduling from social networks
HubSpot Free Meeting Scheduler pricing
It is a free meeting scheduling tool inside the HubSpot product.
SimpleBookMe is a full-featured, web-based meeting scheduling software focused on commercial services. Its main asset is that it includes payment management in addition to booking management.
This means you can accept payments for your consultation before each appointment, thus avoiding unpaid bills. The software integrates with Stripe (one of the main credit card payment tools) and/or PayPal.
What's more, SimpleBookMe is packed with marketing tools. For example, you can personalize your automated emails or the look and feel of your calendar. You can match their design to that of your company. SimpleBookMe also offers performance reports, coupon management, and a loyalty system. SimpleBookMe offers a global approach to customer relations based on appointment management, which is useful for business development.
Customers can interact with SimpleBookMe in several ways. SimpleBookMe gives you the choice between a mobile application, a customized website, or direct integration with your corporate website.
SimpleBookMe is available as a free version. Not all features are available, and the number of reservations managed per month is limited to 50. Three other packages are also available, costing between €8/month and €49.9/month, excluding special offers.
Highlights of SimpleBookMe
- Payment management at the time of booking
- Customer interaction via mobile app, dedicated website, or corporate website
- Integrated marketing tools built around reservation management
- Personalization of calendar, emails, and online appointment forms
Areas for improvement of SimpleBookMe
- No notable points for improvement to date
This scheduling app offers the following paid plans:
- Free - €0/month
- Basic - €8.25/month
- Standard - €24.9/month
- Premium - €49.9/month
- Premium plus - €82.5/month
SimpleBookMe is great for virtual meetings.
Timify is a team-oriented online scheduling tool. It features an integrated resource planning tool. For example, a team can allocate a limited quantity of equipment (computer, sports machine, etc.) or a room for an appointment.
A system of room and resource management further enhances resource management. It allows you to manage the rights of each employee to use company resources.
In addition, Timify allows you to consider each team member's sick leave so that appointments can be redistributed to others. It is also possible to monitor attendance rates at a venue, such as a gym, to adapt a team's availability accordingly. Similarly, real-time reports can be used to monitor the occupancy rate of individual employees. This enables online appointment scheduling to be directed at the least overworked among them.
Timify is available in a free version and two paid packages at €25/month and €42/month.
Highlights of Timify
- Team-oriented solution
- Integrated resource planning tool
- Reports better distribute workloads among collaborators
Areas for improvement of Timify
- No integrated payment solution
- No automated appointment scheduling from social networks
Paid plans of Timify:
- Classic - €0.00/month
- Premium - €25.00/month
- Enterprise - €42.00/month
This appointment scheduling app is worth your attention.
Calendly is an online meeting scheduling tool. It includes a series of useful features for qualifying your customers. For example, it allows you to program routing forms before any appointment.
This means you'll have all the information you need for your appointments at your fingertips, so you don't waste any time. Moreover, if you're an organization with several employees, the routing form can be used to direct each customer to the employee best suited to his or her needs.
In addition, Calendly allows you to create meeting polls to ask your staff about their preferred times before a forthcoming meeting. Calendly also lets you declare your preferences for future appointment times and indicate your availability.
Calendly software comes in an unlimited free version and three packages priced from $8/user/month to $16/user/month.
Highlights of Calendly
- Meeting polls
- Availability preferences
- Routing forms
Areas for improvement of Calendly
- Free version lacks an integrated payment solution
- No automated appointment scheduling from social networks
- No loyalty program management
Calendly offers the following pricing plans:
- Essentials - $8/seat/month
- Professional - $12/seat/month
- Teams - $16/seat/month
Calendly is one of the best meeting scheduler apps but it has many good alternatives.
Reservio is an online scheduling app with an international reputation. On the market for several years, Reservio boasts 150,000 users in over 35 countries.
Reservio's integrated calendar app boasts a neat, modern, ergonomic design, allowing you to consult all your bookings and availability at a glance. In addition, Reservio can be integrated with Facebook and Instagram for appointment scheduling and with some other applications such as Shopify and WooCommerce.
Reservio is a comprehensive tool with features to help you better manage your customer relationships. In particular, you can create exclusive passes to certain activities or manage a loyalty program. Automation can also be set up to remind customers of appointments or generate attendance reports.
Reservio is an online appointment scheduling app available free of charge. 3 paid plans are also available. Prices range from $9.23 to $36.92 per month.
Highlights of Reservio
- Loyalty program management
- Editing of attendance reports
- Automated email and SMS reminders
- Appointment scheduling from Facebook and Instagram
Areas for improvement of Reservio
- Limited number of reservations per month up to and including in the standard package
Paid plans of Reservio:
- Free - $0/month
- Starter - $9.23/month
- Standard - $18.46/month
- Pro - $36.92/month
It is a great recurring appointment.
Voxiplan is a software package that automates both online and telephone appointment scheduling. Voxiplan takes care of online appointments through several calendars if you wish. Voxiplan also features a tool for sending reminders to your customers by email and/or SMS. The software also integrates with PayPal and Stripe to accept payments at the time of booking.
For telephone reservations, Voxiplan provides a virtual assistant. The assistant can announce your availability to customers who call you and autonomously manage appointments. Each reservation is recorded in the same calendar used for online bookings.
Voxiplan's free version is limited to 50 appointments per month.
Highlights of Voxiplan
- It is combined with an automated telephone booking tool
- Integrated resource planning
- Integration with Stripe and Paypal to collect payment during booking
Areas for improvement of Voxiplan
- No integrated payment solution
- Aging interface design
There is no information about the pricing policy on the Voxiplan website.
The ClicRDV solution has been developed by Solocal, the French company best known for creating PagesJaunes. ClicRDV enables your customers to book appointments online from several platforms.
In particular, online appointments can be booked from PagesJaunes.fr. In addition to PagesJaunes.fr, ClicRDV lets you book appointments online from Facebook or directly from your company's website.
What's more, ClicRDV boasts many features that revolve around online appointment booking and enable you to better supervise your customer relations. That's why major companies such as Yves Rocher, Acadomia, and Axa Banque have placed their trust in ClicRDV.
ClicRDV lets you allocate your company's resources to each appointment. ClicRDV also enables you to take notes on your customers for CRM.
A free demonstration of the software is available on request.
Highlights of ClicRDV
- It makes your booking calendar available on PagesJaunes
- Highly customizable schedule based on your activity
- Resource planning via the dashboard
Areas for improvement of ClicRDV
- No integrated payment solution
There is no information about the pricing policy on the Solocal website.
CalendarHero offers an all-in-one solution tailored to diverse industries such as sales, recruitment, marketing, HR, and IT. Utilizing advanced AI technology, this software empowers you to effortlessly oversee your appointments, optimize your daily agenda, process credit card payments, and gain valuable insights about your meeting participants.
Furthermore, CalendarHero seamlessly integrates with a range of ATS and CRM platforms, expanding its functionality. For a budget-friendly monthly subscription, you can schedule an unlimited number of meetings and personalize your booking page with your company's branding. It's worth noting that CalendarHero does not provide in-built point-of-sale (POS) or inventory management capabilities, which are available in some of its competitive counterparts.
Highlights of CalendarHero
- AI scheduling assistant
- Automatic time zone detection
- Customizable branding of booking page (personalized booking page)
Areas for improvement of CalendarHero
- The audio gets distorted a lot
CalendarHero paid plans:
- Basic - $0
- Professional - $8/month
- Team - $12/user/month
This meeting scheduler is great for planning multiple meetings.
Square Appointments lets clients book meetings online, offering a convenient and hassle-free experience. Businesses using Square Appointments can customize their booking pages, set service durations, and specify availability to ensure accurate scheduling.
Square Appointments integrates with other Square products, allowing payment processing features and financial management within the same ecosystem.
Highlights of Square Appointments
- Point of sale
- Easy client management
- Retail and inventory management
Areas for improvement of Square Appointments
- Users must use its payment processing system, so they're stuck with flat-rate transaction fees
Square Appointments pricing
Square Appointments offers the following paid plans:
- Free - $0
- Plus - $29
- Premium - $69
With this meeting scheduler, you don't need to manually approve booked meetings.
Why is everyone trying to learn how to excel at time management?
The importance of this topic is not justified. Many recognized experts and scientists have taken a special interest in time management:
- Economist and publicist Peter Ferdinand Drucker has conducted several studies in management and work efficiency, including time management.
- David Allen developed the Getting Things Done methodology, which contains time management principles, and wrote the book "Getting Things Done: The Art of Stress-Free Productivity."
- Stephen Covey expressed his thoughts on this topic in his book "The 7 Habits of Highly Effective People", where he described the principles of planning and time management in detail.
- Laura Vanderkam is the author of the book "168 Hours: You Have More Time Than You Think", in which the journalist explores the effective use of time and planning methods.
Even the famous physicist Albert Einstein allocated time for work and rest, realizing the importance of effective scheduling.
How to improve your time management skills?
Interestingly, first of all, the techniques of proper time planning include goal setting: define what goals you want to achieve in a certain period of time. For example, you can categorize your goals into long-term, medium-term, and short-term goals.
Next, develop an action plan that will help you achieve your goals. Allocate each task to a specific period and determine what steps you need to take to accomplish them.
The next step is task prioritization: determine which tasks are the most important and focus on completing them first. An equally important aspect is creating a schedule (manually or through scheduling software that can help you plan your time). Assign tasks to specific time slots and follow that schedule.
If you can, delegate some tasks to free up time for more important tasks. Allocating responsibilities can reduce workload and improve efficiency. Don't forget flexibility and adaptability: be prepared for changes and surprises during the planning process. Learn to adapt to new situations and revise plans when necessary.
What about rest?
Rest deserves special attention when it comes to time management and how to keep up with everything without getting tired. Scientists have studied this topic and concluded that without rest, productivity decreases.
Plan your time so that you have enough time for rest. Carve out at least one day a week when you can completely relax and do enjoyable things like walking in nature, reading a book, exercising, or spending time with friends and family.
Be mindful of distractions such as the TV or smartphone that can seriously affect your productivity. Time management researchers recommend eliminating them completely: turn off the TV, put away your smartphone, and focus only on the tasks you need to accomplish.
Finally, don't forget about motivation through rewards: it plays an important role in time management. Reward yourself for achievements in your work. After completing a big task or reaching a goal, reward yourself with something nice, such as a delicious meal, buying a coveted item, or relaxing before watching your favorite TV show. This will help keep you on track to realize your goals.
How meeting scheduling tools can help to improve time management skills?
Meeting scheduling apps can significantly improve your time management skills in several ways:
Efficient scheduling meetings
Any online meeting scheduler it easy to find suitable meeting time slots for all participants. Instead of back-and-forth communication, you can quickly see everyone's availability in one place, reducing the time spent on scheduling.
Time block planning
Using meeting schedulers, you can block off specific times for meetings and other tasks. This helps you create a structured daily or weekly schedule, making it easier to allocate time for important activities and avoid overloading your calendar.
Meeting schedulers can prevent double bookings and ensure that you don't schedule too many meetings in one day. This helps you maintain a balanced workload and avoid feeling overwhelmed.
Many meeting scheduling apps automatically remind you and your meeting participants. This reduces the likelihood of forgetting about meetings and helps you stay punctual.
Meeting schedulers can help you prioritize meetings and tasks based on their importance and urgency. You can color-code or categorize meetings to distinguish between essential, optional, and low-priority events.
Some meeting scheduling apps can automatically handle time-zone conversions, reducing confusion and scheduling errors if you work with people in different time zones.
Optimal meeting length
Some meeting scheduling apps allow for custom meeting lengths based on the agenda or the number of participants. This helps you allocate the right amount of time for each meeting, preventing unnecessary delays or rushed discussions.
Many scheduling tools offer analytics features that show you how you spend your time. This data can help you identify patterns, such as which days or times are most productive for you, allowing you to optimize your schedule accordingly.
If you have an assistant or team member who helps manage your calendar, any scheduling tool makes it easy to delegate scheduling tasks while maintaining control over your schedule.
Tools for scheduling appointments often allow for flexibility in case you need to reschedule or cancel a meeting. They can handle the communication with participants and help you find alternative times.
Tools for scheduling meetings can integrate with other productivity and time management apps, such as calendars, to-do lists, and project management tools. This streamlines your workflow and ensures that all your tasks and appointments are in sync.
With a well-organized schedule, you can allocate specific blocks of time for focused work, reducing interruptions and distractions during those periods.
In summary, tools for scheduling meetings can enhance your time management skills by streamlining the scheduling process, providing organization and structure to your calendar, and offering insights into how you use your time. Using scheduling tools effectively can help you make better use of your time, be more punctual, and ultimately increase your productivity.
In conclusion, meeting scheduling tools have evolved significantly, offering many options to cater to the diverse needs of group and team meetings. Whether you prioritize seamless integration with your calendar, advanced features for collaboration, or user-friendly interfaces, there is a meeting scheduler that can streamline your meeting scheduling process.
Each meeting scheduler mentioned in this article has its own strengths and unique selling points. The best choice for your sales team ultimately depends on your specific requirements, budget constraints, and team size.
In today's fast-paced business world, efficient and effective scheduling of meetings is paramount. By harnessing these tools' power, you can save valuable time and enhance productivity and collaboration within your team. So, select the one that aligns best with your needs, and watch your meetings become more organized, streamlined, and productive than ever before.