10 Best Scheduling Apps in 2025: Direct Comparisons

Best Scheduling Apps

Know that feeling when you're staring at an endless sea of options and can't decide? That's the SaaS market for you, especially when it comes to appointment scheduling software. And every new tool just adds to the confusion…

But don't sweat it, we've got your back.

We hunkered down, sipped gallons of coffee, and sifted through the maze of appointment scheduling apps for you. So sit back, relax, and pick the best scheduling app for your business in minutes!

Let's dive in!

Best Scheduling Apps: Executive Summary

You’ll save the most time if you choose Clockwise.
You’ll get more features overall if you switch to Calendly.
You’ll get the most personalization power if you choose YouCanBookMe.

Buying Guide & How We Rate The Tools

Booking tools are like shoes: each one has a unique style that appeals to a specific audience. But fear not, we've done the legwork for you and curated a list of tools based on four common dimensions that matter to everyone. These are:

Ease of use: Because who has time for a clunky booking tool that takes ages to learn? We’ve rated each tool based on how quick and easy it is to use, so your team can hit the ground running and increase productivity in no time with no scheduling conflicts.

Integrations: We’ve evaluated how well each tool can integrate with other popular tools and online calendars, so you don't have to overhaul everything just to make a booking tool work.

Value for money: We all work hard for our money, so we've looked at the scheduling features and additional features each tool offers, compared them to the price tag, and evaluated what you get for the price you pay. Some tools offer a limited free plan which may come with significant restrictions.

Customization: We’ve rated each tool based on how much freedom they give you to customize your booking page according to your personal style or company branding.

Note: low scores aren’t always bad.

Remember, each online scheduling tool has its specialty. Whether you're a large enterprise or a one-person show, the key is to find the combination of features that work best for you. So without further ado, let's dive into our mini-reviews of each tool.

1. YouCanBookMe — Best Overall

YouCanBookMe Overview

Ever feel like you need a personal assistant just to manage your schedule? Bridget and Keith Harris certainly did, which is why they founded YouCanBookMe in 2011—to simplify the chaos and make scheduling a stress-free experience.

What truly sets YouCanBookMe apart from the many competing apps is the level of customization. Whether it's your brand or the tone of your email notifications, YCBM makes it easy to create the best and most personalized scheduling experience for your customers.

Whipping up a new booking page is easier than ever with YouCanBookMe’s pre built templates and non-modular workflow, which centralizes your front and back-end booking page configurations in one place.  

Make a great first impression

Get started with the most personalized meeting scheduler to build your business.

YCBM also supports translated scheduling pages in 44 languages (including Chinese and Arabic) and auto-detects local time. All these features make YCBM's scheduling software excellent for individuals and small businesses working across borders and in different time zones.

You don’t have to take our word. Check out this interactive tour to get a feel of our lighting-fast booking process.

YouCanBookMe Features

Let’s take a look at features that make YCBM stand out from other scheduling platforms on the market: 

Rich Booking Page Customization Options

With YouCanBookMe, you can customize your booking page to the fullest. You can choose a booking page color from a rainbow palette, add a custom background, add a footer with a website or social link, and use the Markdown toolbar to stylize your booking page text and insert a logo. 

Stay in Control of Your Time

YCBM puts you fully in the driver's seat of your schedule, making sure your calendar works for you—not the other way around. With YouCanBookMe's robust availability settings, you can keep your day flowing to your exact specifications:

• Minimum notice periods—Whether two hours or two days, set a required notice time to prevent last-minute bookings.
• Built-in buffer times—Add padding between meetings for preparation, travel, or a coffee break.
• Booking limit—Control the number of bookings per day to avoid meeting fatigue.
• Time-specific meetings—Set dedicated blocks for different meeting types. For example, Monday mornings for client onboarding, Tuesdays for team syncs, and Friday afternoons for product demos.

Automate and Customize Email and SMS Notifications

YCBM allows you to fully automate email and SMS notifications. This means you can set up events that trigger these notifications.

For example, you can automatically:

• Send a meeting confirmation email to your bookers after a booking is made.
• Send SMS reminder one hour before the meeting to avoid any possible no-shows. 
• Send a follow-up email 24 hours after to say thank you, outline next steps, encourage a repeat booking, or even ask a client for a review.

In addition, you can fully customize these notifications with block quotes, text style, hyperlinks, and images. You can also personalize them with mailmerge tags that insert meeting details based on what the booker chose.  

YouCanBookMe has the widest range of notification options, including no-show notifications and automated accept/reject emails.  

YCBM Pricing

YouCanBookMe offers a generous free plan with one booking page and one calendar connection.

The paid plans are affordable, starting at just $8.10/month. Your choice between the paid plans will depend on how many calendars you want to connect and how many booking pages you need.

Use YCBM if:

• You want to offer a completely personalized and branded booking experience that syncs with your favorite calendars (including Apple, Google, Microsoft, and Fastmail).
• You work with clients or teammates who speak different languages and could use automatically translated booking pages.
• You're looking for a tool with a rich set of features and a short learning curve that's super easy to get started with.
  

2. HubSpot Meeting Scheduler — Best for Sales Teams Using Other HubSpot Tools

HubSpot Meeting Scheduler Pricing

You can use HubSpot’s Meeting Scheduler completely for free. More advanced features are available in the premium versions of HubSpot’s Sales Hub, which includes numerous other sales-specific tools. Paid plans start at $15/user per month (billed annually). 

Use HubSpot Meeting Scheduler if:

• If you're a sales team looking to simplify scheduling for prospects.

• You're considering streamlining multiple aspects of sales activities through a dedicated sales platform. 
• You already use other HubSpot tools and now want to manage and book meetings at scale. 

3. Calendly — Best Alternative For Large Teams

Calendly Overview

Sales call scheduling can be a nightmare, especially when working with prospects in different US time zones. That’s exactly what inspired Tope Awotona to create Calendly in 2013 and save everyone the headache of endless back-and-forth.

Calendly's best features include workflow automation, 99+ native integrations, and the ability to remove Calendly branding from scheduling pages to make them look highly professional.

However, the scheduling software has a modular workflow, meaning it may be awkward to set up and use for individuals and small teams (but very useful for large ones).

Some other Calendly features include:

• Create multiple scheduling links for different appointment slots, types, and durations.
• Streamline meetings with automatic time zone detection, round-robin meetings, and reminders.

• Two-way sync with Google and Outlook Calendar.

Given Calendly’s range of impressive features and pricing, it’s a good option for large enterprises that rely heavily on scheduling and have a good budget.

Calendly Pricing

Calendly has a free plan plus three paid options, with each tier unlocking more features. They recommend the Teams plan, which costs $16/month when billed annually. That recommendation tracks—Calendly is built with bigger teams in mind, so it makes sense they'd point you there!

Use Calendly if:

• You're looking to build automated workflows for scheduling meetings.
• You want to integrate a scheduling tool into a CRM tool like Salesforce.
• Your team requires advanced security and booking controls, and budget is not a constraint.
  

If you're feeling conflicted on which scheduling software to choose, check out our in-depth analysis of Calendly vs. YouCanBookMe.

4. SimplyBook.me — Best for Medical Offices

SimplyBook.me Overview

SimplyBook.me was founded by Ingvar Gudmundsson in 2011 to create an online booking system for service-based enterprises like health organizations. The tool has specific pricing plans for businesses operating from a single location, making it ideal for small or individual establishments.

SimplyBook.me offers customizable intake forms, resource management, appointment tracking for clients, report generation, and mobile app access for on-the-go appointment management, all while keeping your accounting on track.

Some of its top features include:

• Ticket generation for medical testing
• Personalized, brand-specific booking pages

  with pre built templates

• Multi-language support for booking pages and emails using Google Translate
• Built-in CRM system to manage customer information and track booking history

SimplyBook.me Pricing

Compared to other automated scheduling apps, SimplyBook.me has a pretty complicated pricing structure. Most of its best features are considered “custom features,” and unless you’re on the highest-tier plan, you’re limited to using between 1 to 8 of them.

Keep in mind that all plans, including Premium, come with a cap on the number of bookings you can make.

Use SimplyBook.me if:

• You need to streamline the patient booking process for your medical enterprise and are willing to pay a bit more to do so.
• You handle sensitive patient data and need a scheduling tool that’s HIPAA-compliant.
• You want to save time by using one tool to keep track of scheduling, accounting, patient information, and resource management. 

Get unlimited bookings and features

Claim access to all scheduling features costs for only $14.40 with YouCanBookMe.

5. Square Appointments — Best for Multi-Location Service-Based Businesses 

Square Appointments Overview

Launched by Twitter’s co-founder Jack Dorsey in 2014, Square Appointments is aimed at service-based businesses like hair salons, personal trainers, and spas. 

Some of its features include:

• Free invoice generation capabilities
• An AI assistant that handles customer queries

• On-the-go access through the Square Appointments mobile app

• Automated appointment reminders via text message or email 
• A customer directory that helps you track client satisfaction and feedback
• Integrated payment processing with Square, Visa, Mastercard, and Discover

• Integration with POS hardware for seamless in-person payments

• Client management tools, such as tracking customer history, importing existing customer data, and auto-creating customer profiles using customer notes

Square Appointments Pricing

Square Appointment pricing is location-dependent, meaning you’ll have to sign up for at least the Plus plan if your business operates from multiple locations. It also charges processing fees on all transactions made through the app:

Use Square Appointments if:

• You’re looking for an all-in-one scheduling, customer management, and payment solution.
• You want to keep an eye on stock counts when making appointments.
• You're already using Square POS tech.

6. Doodle — Best Alternative for Group Meetings

Doodle Overview

Frustrated with his inability to coordinate schedules with his colleagues and clients, Michael Naf launched Doodle in 2007 to make booking appointments with clients easier. Within three years, Doodle was a go-to scheduling solution for over six million users.

Doodle enables you to:

• Meet on Google Meet and Zoom via native integrations
• Easily set up group polls to find a date and meeting time
• Use the admin console to book appointments on behalf of clients and ensure collaboration across the board
• Calendar syncing with Google, Microsoft Office 365, Outlook Add-in, and Microsoft Exchange

• Seamlessly add new meetings to users' calendars, streamlining the booking process and preventing scheduling conflicts

With its focus on group polls, Doodle is the best scheduling tool for teams that are always struggling to find a suitable time for internal meetings.

Doodle Pricing

Doodle’s pricing starts at $14.95/user per month for the “Pro” plan, which is steep compared to other options on the market. But Doodle’s advantage is that it has a very generous annual subscription (50% off!). 

Use Doodle if:

• You need an easy way to enable multiple people to co-host events.
• You regularly schedule recurring group meetings with your team or clients.
• Your team members live in different time zones and can benefit from automatic time-zone adjustment.

Easily schedule internal and external meetings

Set up and manage the exact types of meetings you need—whether it's paid consultations, team check-ins, or client onboarding calls.

7. OnceHub — Best for Lead Qualification

OnceHub Overview

Founded in 2006, OnceHub was created by Rami and Gilad Goraly to simplify scheduling and enable businesses to optimize their sales efforts.

Some of its features include:

• Workflow builder to create forms and chatbots
• Advanced reporting to refine the sales process
• White-label branding to personalize the booking experience
• Integration with CRM systems like Salesforce and HubSpot

• Integration with project management software for enhanced productivity

• A no-code journey builder to guide prospects down the sales funnel
• Chatbots to ask screening questions, answer FAQs, and gather contact details
• Call routing to the right individuals or teams based on real-time availability

OnceHub Pricing

OnceHub offers a free appointment scheduling plan and three paid plans, each charging a monthly fee per user.

If you're looking to use OnceHub for lead routing, you'll need to choose the Route plan at $19/seat/month. If you're interested in the conversational chatbot, the Engage plan for $39/seat/month will be the plan for you.

Use OnceHub if:

• You’re looking to automate scheduling, lead qualification, and customer engagement at once.
• You want to natively integrate scheduling with your CRM systems.
• You need advanced reporting to gain insights into your sales process and optimize performance.
  

8. Setmore — Best Tool for Online Classes and Webinars

Setmore Overview

Founded in 2011, Setmore was created with a simple goal: to provide an elegant and user-friendly solution for booking and scheduling appointments.  

Some of its features include:

• One-click appointment bookings
• Customer review streaming on scheduling pages
• Automatic confirmation, reminders, and appointment follow-ups
• Integrates with payment gateways such as Stripe, PayPal, and Square
• Calendar syncing with Google and Office 365 across multiple devices
• Appointment booking via social media, content management systems, and CRM software

• Native integrations with tools like Squarespace, Shopify, Zoom, QuickBooks, and Gmail, as well as 30+ other apps

• Manage an unlimited number of appointments

Setmore Pricing

While Setmore’s free plan offers some premium features, you’re limited to 200 appointments per month and don't have access to two-way calendar sync, which might cause scheduling conflicts.

Paid plans starts at $9/user per month but the annual subscription knocks that down to $5.

Use Setmore if:

• You're looking to automate and simplify scheduling but have budget constraints.

• You offer classes, webinars, and training sessions and need a tool that supports recurring appointments and group bookings.
• You work with clients in different time zones and want to offer them the ability to self-schedule at convenient times. 
  

9. Google Calendar — Best for Working within the Google Ecosystem

Google Calendar Overview

Google Calendar was launched in 2006 to make it easy for Google users to manage their schedules and keep track of important meetings. Google Appointment Scheduling was introduced recently, within the Google Workspace. 

Some of its features include:

• Seamless integration with other apps within Google, such as Gmail, Google Meet, and Google Drive
• Ability to create multiple calendars and share them with others
• Easy-to-use, intuitive interface with drag-and-drop functionality
• Different appointment types 
• Automatic email reminders
• Take payments for bookings

Pros	Cons
Integrates well with other Google tools Automatic device sync Collaborative calendar sharing  Automatic reminders and alerts	Limited branding and customization No good for Microsoft Services users Lacks handy features, like round-robin scheduling, analytics, and SMS notifications

Google Calendar Pricing

A limited version of Google Appointment Scheduler is included in all Google Calendars, letting you create a single booking page with one appointment type.

If you're looking for access to more features, you'll need to opt for a paid Google Workspace account, which starts at $6/user/month when paid annually.

Use Google Calendar if:

• You rely heavily on Google services like Gmail and Google Drive for your daily workflow.
• You need to integrate multiple Google Calendars from different sources, such as work and personal calendars, into one master calendar.
• You need a basic booking tool and can do without high-level features or robust integrations.

10. Clockwise — Best Alternative for Focused Work

Clockwise Overview

Founded in 2016 by Gary Lerhaupt and Matt Martin, Clockwise is built on the belief that time is our most precious resource. It is a scheduling AI assistant that helps you manage your time better, so you can focus on what matters most on your to do list.

Some of Clockwise's special features include:

• Calendar AI features that block off time for focused work and lunch breaks
• Automatic rescheduling of meetings to optimize your (and other participants’) schedules
• Insights and analytics on how you're spending your time
• Integration with Google Calendar, Microsoft Outlook, Slack, Zoom, and Asana

• Ability to manage your task list and adjust schedules based on the task's priority

These features make Clockwise ideal for professionals and teams looking to create more time for uninterrupted work, optimize their productivity, and coordinate seamlessly between multiple schedules.

Clockwise Pricing

With paid plans starting at $6.75/user per month (billed annually), Clockwise is one of the most affordable scheduling tools on this list. However, if you’re looking for advanced calendar controls and access to at-a-glance analytics, you’ll need to subscribe to high-tier plans.

Use Clockwise if:

• You're looking for a scheduling tool that prioritizes focus time by blocking off your calendar and minimizing meeting disruptions.
• You want to optimize your full schedule and to do list with automatic rescheduling and time-saving AI features.
• You want detailed insights and analytics on how to improve your productivity.

The Final Verdict

So, which is the best online scheduling app of 2025? Well, each tool we’ve discussed above is “the best” for its intended use case. 

Keep in mind that you can always take advantage of free trials and test all of them to figure out which one suits you best.

But based on my experience, here’s what I recommend:

• For individuals, small teams, and professional services business owners looking to create highly personalized, multilingual booking pages: YouCanBookMe
• For individuals looking for an app that helps with personal time and to do list management: Clockwise
• For large enterprises who can afford to pay a high price for complex features: Calendly