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.

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

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.