The Ultimate Guide to the 9 Best Meeting Schedulers

Let’s face it—between emails, phone calls, and those “let’s circle back on that” conversations, scheduling meetings can feel like the bane of our existence. 

Whether you’re a business owner juggling client appointments or just trying to schedule a team sync, managing your calendar can quickly become overwhelming and way too time-consuming. 

Luckily, there are some amazing tools out there to keep your day (and calendar) under control. In this guide, we’ve put together a list of the nine best meeting schedulers for you to try in 2024.

Keep reading to find the right tool for your team—we’re positive it’s in here!

Best meeting schedulers—The top of the top

Pressed for time? Here’s a quick rundown to make your decision easier: 

You’ll get advanced customization if you pick YouCanBookMe.

You’ll get AI insights into the best meeting times using CalendarHero.

You’ll get the most lead qualification tools with Chili Piper.

Best overall	Best for AI scheduling insights	Best for sales teams
YouCanBookMe	CalendarHero	Chili Piper
YCBM offers excellent customization and flexibility, and is feature-rich for individuals and teams alike.	CalendarHero employs AI to analyze past scheduling behavior and predict optimal meeting times.	Chili Piper features scheduling as well as lead routing, qualification, and management.

Our ratings and buying guide

When it comes to choosing the right meeting scheduler, not all apps are created equal. To make sure we gathered the best options for you to consider, we explored:

• Ease of use—A meeting scheduler should simplify your life, not add complexity. The best tools should have intuitive interfaces, minimal setup time, and an overall user experience that makes scheduling effortless.
• Customization and branding—Can you make the scheduler reflect your brand, or does it scream "template"? The best meeting schedulers let you customize booking pages, emails, and links so every interaction with your clients looks polished and professional.
• Appointment reminders and follow-ups—Does the tool help you avoid no-shows and keep communication clear? Does it offer automated email and SMS notifications? Can you customize them to match your brand and tone?
• Integrations—From Zoom to Google Calendar, seamless integrations can make or break your experience. The best tools should work effortlessly with the apps you already use, reducing manual data entry and ensuring smooth workflows from scheduling to meetings.

Remember that not all apps are built with the same target audience in mind—what’s right for you, may not be right for someone else. Our advice? Take your time exploring the options below to pick the best one for your business. 

1. YouCanBookMe (YCBM)—Best overall

If you’re on the hunt for a highly customizable meeting scheduler that your clients will love, YouCanBookMe is just the tool for you. With YCBM, clients, customers, and team members can book meetings with you in seconds through a simple, intuitive booking page.

Setting up is a breeze—just create your booking page, specify your availability, and you’re all set. YouCanBookMe syncs with your favorite calendars to ensure you’re never double-booked. Plus, it automates all notifications, including confirmations, reminders, and follow-ups, which helps reduce no-shows and keeps everyone informed.

All in all, YouCanBookMe is like the Swiss Army knife of meeting schedulers. Whether you're booking client appointments or managing internal team syncs, it offers a seamless experience that saves you hours of back-and-forth emails.

Key YouCanBookMe features

• Schedule group, one-on-one, and round robin meetings
• Customizable confirmation, reminder, and follow-up messages
• Brand your booking page with your colors, logos, text, and photos
• Set prices, accept payments, and create promo codes for bookings
• Set different appointment types, locations, and durations
• Embed your booking page directly on your website or add a “Book now” button

Create your free booking page

Get started with a free, 14-day trial of YouCanBookMe's highly customizable meeting scheduler. Then, you can upgrade or stay on the free plan forever.

Let’s dive deeper into the features that make YouCanBookMe the go-to scheduling software for small businesses. 👇

Take control of your schedule

Are you tired of back-to-back meetings with no breathing room? YouCanBookMe’s meeting scheduler puts you back in control, allowing your calendar to flow smoothly with your workflow and lifestyle:

• Set minimum notice periods to prevent last-minute bookings
• Automatically add padding between appointments for prep time, travel, or a quick coffee break
• Limit the number of bookings per day to avoid burnout and meeting fatigue
• Designate specific blocks of time for different types of meetings, such as Monday afternoons for product demos, Wednesdays for new client onboarding, and Friday mornings for internal catch-ups

Let bookers overlay their calendars

Your scheduling tool shouldn't just be easy for you, but also user-friendly for those booking appointments with you.

With YCBM, your bookers can simply click the “Overlay your availability” button instead of toggling between your booking page and their calendar.

This feature quickly shows when both you and the booker are available to meet, simplifying the process of finding a suitable time for everyone!

YouCanBookMe pricing and plans

YouCanBookMe offers a powerful free meeting scheduler, along with three paid plans. Your choice will depend on how many calendars and booking pages you need. 

Plus, all paid plans include a free 14-day trial (no credit card required).

2. Doodle—Best for group meetings

Doodle is the tool you reach for when you're organizing a meeting with a lot of people. Its poll-based group meeting scheduler makes it easy to gather availability from groups without the need for endless email chains. 

Whether you're scheduling a family reunion or a business meeting across various time zones, Doodle's simple and effective interface lets everyone vote on the best time that works for them. 

It's particularly useful for anyone who wants a quick and easy way to schedule a group meeting without the need for users to sign up for an account. However, if you're looking for a more advanced meeting scheduler, Doodle may feel limited.

Key Doodle features

• Group polling for large meetings
• Scheduling one-on-one and group meetings
• Automatic meeting reminders and invites
• Survey builder to collect insights and feedback
• Integration with Google Calendar, Zoom, Microsoft Teams, Google Meet, and Zapier

Doodle pricing and plans

You can choose between three plans: free, Pro, and Team. The monthly price is pretty steep compared to Doodle competitors, so you might want to opt for yearly billing, which’ll save you 55%. 

Unlike most other meeting schedulers, Doodle doesn’t offer a free trial.

3. Zoom Scheduler—Best for scheduling Zoom meetings

If Zoom is your go-to for virtual meetings, then Zoom Scheduler is the perfect companion! Rather than being a standalone tool, Zoom Scheduler is a part of the larger Zoom suite, meaning you don’t need to create any new accounts.

Zoom Scheduler automatically generates Zoom links for your meetings and auto-syncs with your Google or Outlook calendar so you never miss a beat. It's perfect for remote teams who rely on Zoom meetings and need a streamlined solution for managing their schedules.

However, if you want to schedule a meeting via any other video chat tool, such as MS Teams or Google Meet, you’re out of luck!

Key Zoom Scheduler features

• Schedule one-on-one, group, and round-robin meetings
• Automatic confirmation, reminder, and meeting follow-up emails
• Auto-generated Zoom links for every meeting
• Meeting polls (to vote on a time to meet)
• Shareable booking links

Zoom Scheduler pricing and plans

Zoom Scheduler is included in Zoom’s Business and Business Plus plans. 

If you want to use Zoom Scheduler on a Free or Pro plan, you’ll have to pay an additional $5.99/month. You can test it out first with a 14-day trial.

4. Time and Date—Best for time zone management

Scheduling international meetings? Time and Date might come in handy. While not the flashiest tool, this meeting scheduler helps you quickly find a time to meet across multiple time zones. 

Just enter the cities where your participants are located, and Time and Date will color-code the best meeting times for each location. You can then download an event.ics file to add to your calendar and invite others. 

While it doesn’t offer all the bells and whistles of other tools on this list, it’s useful for global scheduling, making sure you never accidentally book a meeting at 2 AM for a colleague across the world.

Key Time and Date features

• Time zone maps
• Time zone converters
• Calendar invites
• World clock
• Color-coded meeting planner

Time and Date pricing and plans

Time and Date’s timezone meeting scheduler is completely free to use. 

5. When2meet—Best for simplicity

When2meet is the minimalist of scheduling apps—bare-bones but still effective. It’s perfect for those who need to quickly gather availability from multiple participants without dealing with the fluff of complex features. 

There’s no need to sign up or make any accounts. You essentially create an event and send participants a link so they can vote on a meeting time, and that’s it! 

The downside? If you’re looking for fancy integrations or branded booking forms, When2meet probably isn’t for you. But it's an easy, no-fuss option for quick scheduling, especially for small groups or events.

Pros ✅	Cons ❌
Completely free No account or sign-up required Simple and easy to use	Outdated interface No advanced features or integrations

Key When2meet features

• Drag-and-drop availability selection
• Quick polls to find the best time
• Group availability sharing in real-time
• Time zone support
• Automatic email template and Facebook message with your event link

When2meet pricing and plans

When2meet is yet another free meeting scheduler, so there’s no harm in quickly testing it out to see if it meets your needs. 

6. HubSpot Meeting Scheduler—Best for HubSpot CRM users

HubSpot Meeting Scheduler is a handy tool built right into HubSpot’s CRM, making it easy for businesses to book appointments while keeping all meeting info connected with customer data. 

It’s designed for sales, marketing, and service teams who want more than just a basic scheduler—they need something that works seamlessly with their CRM.

Since the scheduler is part of HubSpot’s CRM, it automatically logs meeting details, notes, and follow-ups in customer profiles, so teams can easily stay on top of every interaction. If you use any other CRM, this tool probably won’t be the right choice for you.

Pros ✅	Cons ❌
Fully integrates with HubSpot CRM Offers a completely free meeting scheduler Automatically syncs meeting info to contact records	Not ideal for non-Hubspot users Limited customization and integrations compared to standalone meeting scheduler software

Key HubSpot features

• Schedule one-on-one, group, and round-robin meetings
• Embed your calendar on your website
• Deeply integrates with HubSpot CRM
• Auto-updates contact records with meeting data
• Shareable booking link

HubSpot pricing and plans

HubSpot Meeting Scheduler is completely free! It’s readily available in all HubSpot CRM plans, even the free one.  

So many clients. So little time.

Say goodbye to the back-and-forth emails to schedule appointments, and say hello to your 24/7 virtual scheduling assistant.

7. Cal.com—Best for developers and tech-savvy users

Cal.com’s meeting scheduler app stands out in three areas—transparency, privacy, and customization.

With its open-source nature, you can edit everything—from the design of your booking page to integrations with niche apps. This is perfect for teams that have specific requirements that off-the-shelf solutions just can't meet.

If you're tech-savvy or have a dedicated developer on your team, Cal.com is a powerful platform that lets you brand your scheduling experience completely and even build in unique workflows. 

However, with greater power comes a greater learning curve—if you're not comfortable getting technical, you may want to stick with a simpler scheduling solution.

Pros ✅	Cons ❌
Its open-source nature makes it highly customizable 65+ native integrations Strong focus on data privacy and transparency Frequent updates	Requires technical expertise to fully customize  Can get expensive if you need extensive customization

Key Cal.com features

• Scheduling one-on-one, group, round-robin, and recurring meetings
• Unlimited calendar connections
• Open-source flexibility for full customization
• Privacy-focused with user-owned data 
• Advanced developer API for integrations

Cal.com pricing and plans

Cal.com offers two separate pricing structures:

• One for users who want to use Cal.com (shown above)
• One for users who are looking to build with Cal.com, with prices starting at $99/month

Unfortunately, there's no free trial available.

8. CalendarHero—Best for AI-powered scheduling

If you’re looking for meeting scheduler software that’ll give you insights into your meeting patterns, try CalendarHero. This app uses AI to predict the best meeting times based on your past scheduling behavior and availability.

It integrates seamlessly with various calendars and apps, making it ideal for team collaboration. With features like automated follow-ups and smart reminders, it ensures everything stays on track without needing your constant attention.

That being said, while the AI features are impressive, some users might find the tool limiting when it comes to customizing meeting types or setting up workflows for specific situations.

Pros ✅	Cons ❌
AI-powered scheduling for efficiency Provides insights for optimized scheduling Integrates with 60+ tools	Customization options are somewhat limited AI meeting assistant’s language can feel robotic and unnatural

Key CalendarHero features

• Schedule one-on-one, group, and round-robin meetings
• AI model that predicts the best times for meetings
• 60+ integrations
• Shareable scheduling links
• Payment processing

CalendarHero pricing and plans

CalendarHero offers three plans: Basic, Professional, and Team. Users can test out the Professional plan with a free, 14-day trial. 

9. Chili Piper—Best for capturing leads

Meet ChiliCal—a meeting scheduler that’s part of Chili Piper, specifically designed to make it easy for sales teams to book meetings with prospects instantly. 

With ChiliCal, leads can schedule meetings directly from web forms, emails, or landing pages, eliminating the hassle of back-and-forth communication. 

Chili Piper as a whole goes beyond scheduling—it’s a complete platform for lead qualification, lead routing, calendar automation, and meeting management tailored to sales teams. Overall, Chili Piper will be a good choice if you’re looking for a platform that combines scheduling with demand conversion. 

Pros ✅	Cons ❌
Built for sales teams, with instant booking for prospects Fully integrated with Chili Piper’s lead routing  Deeply integrates with Salesforce	Not built for teams outside of sales More expensive than competitors

Key Chili Piper features

• One-on-one, group, and round-robin scheduling
• Prioritize meetings for quicker scheduling
• AI Co-Pilot to help you book meetings
• Instant scheduling embedded in web forms or email links
• Integrates well with Salesforce and other CRMs

Chili Piper pricing and plans

The pricing shown above is just for Chili Piper’s ChiliCal meeting scheduler. 

If you’re interested in using Chili Piper’s demand conversion platform, you’ll have to select one of the following plans (all include ChiliCal Teams): 

• Concierge ($45/user/month + $225-$1,500/month platform fee, depending on the number of leads)
• Chat ($45/user/month + $1,500/month platform fee)
• Distro ($45/user/month + $225/month platform fee)
• Handoff ($45/user/month + $225/month platform fee)

Or you can choose a combination of products for varying prices. Chili Piper doesn’t offer a free trial.

🤑 Bonus—Free meeting schedulers

If you're just dipping your toes into the world of meeting schedulers or working with a tight budget, there is plenty of great free scheduling software available! 

Many of the tools we’ve mentioned offer free versions with essential features, making it easy to get started without spending a dime. 

Here’s a quick rundown of what you can expect from the free plans of each tool:

• YouCanBookMe’s (YCBM) free plan lets you connect a calendar and create one booking page with your own logo and text. You can book unlimited meetings, take payments, customize your booking form, instantly generate video chat links via Zoom, MS Teams, or Google Meet, and send automated confirmation emails and calendar events.

• Doodle’s free plan allows you to create one booking page with unlimited group meetings but only one 1:1 meeting. You can connect your calendar, sync with Google Meet and Zoom, and ask participants questions before meetings.

• Time and Date is 100% free and lets you find a good time to meet with participants in multiple time zones. However, it lacks advanced scheduling features that many other tools offer.

• When2meet is 100% free and focuses on group scheduling. It allows you to create a scheduling link where people can input their availability. However, it doesn’t really offer any features besides that.

• HubSpot Meeting Scheduler is 100% free and lets you schedule one-on-one, group, and round-robin meetings. You can embed the scheduler on your website and sync it to your calendar. It’s best for those who already use HubSpot’s CRM.
• Cal.com’s free plan includes unlimited bookings and calendar connections. You can plan recurring events, create different event types, take payments for meetings, connect Zoom and Google Meet, and easily share your booking link.
• CalendarHero’s free plan is pretty limited, as it only lets you schedule five meetings per month. However, the free plan still has handy features such as AI insights, automatic video chat links, meeting notifications, website embedding, as well as one-on-one and group meeting scheduling.
• Chili Piper’s free ChiliCal plan features smart scheduling links with AI Co-Pilot, time zone detection, meeting reminders, follow-ups, calendar invites, booking forms, and automatic meeting rescheduling. 

P.S. Did you notice that Zoom Scheduler is missing? That’s because it’s the only app on our list that doesn’t offer a free plan!

Take control of your schedule

We've all been there—scrambling to fit last-minute meetings into an already jam-packed day, juggling time zones, or playing email tag just to find a time that works for everyone. It’s easy to feel overwhelmed when your calendar runs the show instead of the other way around. 

But with the right meeting scheduler, you can finally put an end to the chaos.

Ready to finally make that change? Try YouCanBookMe for free for 14 days (no credit card required) and see how hassle-free scheduling can boost your productivity and your peace of mind.

FAQ

What is a meeting scheduler?

A meeting scheduler is a tool designed to help individuals and teams coordinate meeting times more efficiently, without all the back-and-forth emails or messages. With a meeting scheduler, you can share your availability, send out invites, and keep track of appointments all in one place. They often come with features like calendar sync and automatic reminders, making the booking process smoother and hassle-free. 

Does Google have a free meeting scheduler?

Yes, but only if you’re using Google Calendar with a personal account! If so, you can set up a single booking page to schedule unlimited free appointments. However, if you have a business account or want access to more advanced features—like integrating multiple calendars, sending email reminders, and creating additional booking pages—you’ll need to opt for a paid plan.

What is the best way to schedule a meeting?

The best way to schedule a meeting really depends on what you and your team prefer. However, using a dedicated meeting scheduler is often the easiest route. By sharing a link to your booking page, everyone can pick a time that works for them, which saves you from endless email chains. Plus, automated reminders help cut down on no-shows. 

Does Office 365 have a meeting scheduler?

Yep, Microsoft 365 has a meeting scheduler called Microsoft Bookings, or MS Bookings. Rather than being a standalone tool, it’s part of the larger Microsoft Suite. The scheduler lets you create events, set reminders, and invite attendees. Plus, it offers advanced integration with other Microsoft Tools, such as Outlook and MS Teams. However, if you use other calendars, video chat software, or apps outside of Microsoft, MS Bookings unfortunately will not sync with them.