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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!
A scheduling app is a digital tool that helps you manage your time by making it easier to book, organize, and keep track of appointments, meetings, and other event types. Whether you're a busy professional, a freelancer juggling multiple clients, or someone just trying to stay on top of personal commitments, scheduling software can take a lot of the stress out of coordinating your work and personal calendar.
How does it work?
Instead of endless back-and-forth emails trying to find a time that works, you can simply share scheduling links and let bookers choose a slot that fits your availability.
Most scheduling tools also offer helpful features like automated email and SMS reminders, calendar integration, and even time zone detection—so you never miss a meeting or double-book yourself again.
In short, a good appointment scheduling app puts your calendar on autopilot, saving you time and helping you stay organized—whether you’re booking client sessions, team check-ins, or coffee with a friend.
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.
Best Overall |
Runner-Up |
Best for Enterprises |
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YouCanBookMe |
Clockwise |
Calendly |
| Best for small business owners who need a highly-customizable tool | Best for personal time management | Best for large teams with a good budget |
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.
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Pro tip: You can streamline your workflow by integrating social media scheduling tools with your appointment planner. These tools help automate posts, maintain consistency, and ensure you never miss an opportunity to engage with your audience. |
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.
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.
The 10 Best Scheduling Apps Of 2025 |
1. YouCanBookMe (YCBM)A scheduling platform that offers rich booking page customization options and auto-adjusts booking page language based on region, making it perfect for individuals and small teams who rely on client bookings and work across borders and time zones.Read more about YouCanBookMe |
2. HubSpot Meeting SchedulerA scheduling app specifically designed for sales teams that offers the features necessary to make it easy for both prospects and sales reps to schedule appointments. |
3. CalendlyPowerful scheduling software designed to simplify scheduling for large people-facing enterprises. Offers useful features like workflow automation, automatic time zone detection, and integrations with multiple online calendars. |
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Scheduling apps make it easier to manage meetings and schedule appointments by offering features that simplify scheduling.
Look for tools with booking links, automated reminders, and calendar app integration—these can help streamline your workflow, prevent double bookings and no-shows, and keep all scheduled events organized neatly in one place.
Here is a more in-depth look at the scheduling features that’ll come in handy:
Scheduling links: Allow others to book meetings or appointments with you by sharing a unique link.
Automated reminders: Send reminders to attendees before a meeting or appointment to reduce the risk of no-shows.
Integration with calendar apps: Ensure that all scheduled events are in one place by syncing with calendar apps like Google or Microsoft Calendar.
Recurring appointments: Schedule meetings or appointments that occur on a regular basis, such as weekly team meetings or monthly check-ins.
Meeting scheduler: Allow others to schedule meetings with you by selecting an available time slot on your calendar.
Online scheduling page: Create a page where others can book appointments with you, complete with customizable fields and branding.
Scheduling rules: Set rules for when and how others can schedule new meetings or appointments with you, such as minimum notice periods and buffer times.
Video conferencing tools: Integrate with video conferencing tools, such as Zoom or Google Meet, to hold virtual meetings.
With so many scheduling apps available—ranging from free tools to advanced subscription-based platforms—it’s important to narrow your focus before diving in. Some apps are built for specific industries like healthcare or finance, while others work well across a wide range of use cases.
Action step: Before exploring our list, take a moment to define what you need. Are you scheduling for personal use, managing a small business, or coordinating a large team? Knowing your main goal will help you quickly identify the scheduling app that best fits your needs.
Some scheduling apps offer a free plan, while others require a paid subscription. Remember:
Free plans may have limited features, such as a limited number of scheduling links or automated reminders.
Paid plans often include additional features, such as custom pricing models, unique capabilities, and integration with popular third-party apps.
When choosing the best scheduling app for you, it’s essential to consider the features and pricing model that best fit your needs. Some popular free scheduling apps include YouCanBookMe and Calendly, while paid options include OnceHub and Setmore.
Ultimately, the best scheduling app for you will depend on your specific needs and preferences.
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.
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.
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Let’s take a look at features that make YCBM stand out from other scheduling platforms on the market:
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.
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:
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:
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.
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:
HubSpot Meeting Scheduler Overview
HubSpot offers a meeting scheduler designed to help sales teams make the booking process as convenient as possible. The platform lets sales reps embed their calendars onto their emails and web pages so prospects can easily pick a time that’s most convenient for them.
Plus, HubSpot’s Meeting Scheduler also comes with an ample selection of advanced features, some of which include the following:
Overall, HubSpot’s feature set makes it a strong option for sales teams seeking to streamline and simplify scheduling processes, especially if they're already using other tools in the HubSpot suite.
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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.
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:
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.
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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:
If you're feeling conflicted on which scheduling software to choose, check out our in-depth analysis of Calendly vs. YouCanBookMe.
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:
with pre built templates
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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:
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:
On-the-go access through the Square Appointments mobile app
Integration with POS hardware for seamless in-person payments
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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:
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:
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.
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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:
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:
Integration with project management software for enhanced productivity
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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:
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:
Native integrations with tools like Squarespace, Shopify, Zoom, QuickBooks, and Gmail, as well as 30+ other apps
Manage an unlimited number of appointments
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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.
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:
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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:
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:
Ability to manage your task list and adjust schedules based on the task's priority
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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:
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: