Both Calendly and YouCanBookMe have powerful scheduling features that will meet the needs of most businesses… Yet their design philosophy, pricing structure, and supporting features are what make them better for different audiences.
We've compared the tools in five dimensions, crucial for scheduling software:
1. Ease of use
2. Scheduling features
3. Customization options
Here's how they measure up: Calendly vs YouCanBookMe (YCBM).
Comparison Summary: Calendly vs YouCanBookMe
Calendly is a scheduling tool with enough features to satisfy varied and complex scheduling requirements. It’s made for enterprises that schedule a lot of external and internal meetings between departments. Funnily enough, the pricing system also makes Calendly ideal for individuals that want to connect more calendars.
YouCanBookMe (aka YCBM), on the other hand, is a customer-focused scheduling platform for small-to-medium teams - especially for international teams that work in a language other than English. Despite being super convenient to use, it packs a lot of powerful features into a hassle-free scheduling solution for creating booking pages quickly and easily.
Offers a free plan. Paid plans are $10/mo, $15/mo, and $20/mo charged per user.
Offers 2 plans — free and paid at $12/mo per calendar. Paid plan unlocks all features.
Great for managing many large departments. Offers analytics features.
Fast setup, all tools easily available within the booking page editor.
Offers pooled availability and routing forms to optimize client bookings.
Form prefilling and conditional statements; configurable confirmation, email reminders and follow-up notifications for no-shows across both SMS & Email.
Offers 99 native integrations, including CRM software, Google Calendar, Microsoft Outlook, iCloud, and Zapier.
Can connect to 4000 tools with Zapier, 9 native integrations including Google calendar, Microsoft outlook, Zoom, MS teams and Stripe.
Decent customization on higher plans.
Booking pages can be translated into 44 languages, including right-to-left scripts; rich customization options for booking and confirmation pages, including custom colors, branding and messaging.
Complex and varied meeting scheduling needs for enterprises.
Hassle-free scheduling for small-to-medium and international teams.
What is Calendly?
"Simple scheduling for complex workflows" 😵➡️😎
Calendly started out as a simple scheduling link in 2013.
Today, it has grown into a comprehensive scheduling platform that manages scheduling for over 10 million businesses. Calendly places focus on teamwork, with features like pooled availability and the ability to create booking pages for team meetings, webinars, and online classes. It also offers 99 native integrations, which once again highlights its focus on large teams and complex workflows. Of course, these powerful features come at a cost: making Calendly a relatively expensive scheduling tool.
Calendly’s latest feature is Analytics, and it seems the company is now focusing on helping teams turn online scheduling into a precise, data-driven art.
What is YouCanBookMe?
"Reliable booking on steroids" 💪😉
YouCanBookMe was born in 2011 with the main goal of being customer-focused.
Given its attention to customer experience and a user-friendly interface, it has been meeting this goal ever since. It offers a simple pricing structure, with a free option and a simple, single-tiered paid plan that unlocks all advanced features. YouCanBookMe is ideal for small- to medium-sized teams looking to create booking pages on the fly, offering powerful team features like pooled availability and admin access controls. YCBM also offers first-class support to all paid users, regardless of size, and extensive customer success and onboarding help for large teams. In addition, you get flexible customization options, such as creating booking pages in more than 40 different languages (including right-to-left scripts), custom colors to match your branding, and a fully-customizable footer for your booking page that can display your company information.
YCBM serves 22,000 customers which include household names like Randstad, Techstars & Shopify. And given its focus on user experience, customer support, and customer success, it will undoubtedly continue to attract small- to medium-sized teams in the future.
YouCanBookMe vs Calendly: Pricing
YCBM has single-tier pricing that unlocks all features immediately, while Calendly has a three-tier pricing with the premium plan being twice as expensive as YCBM's plan.
Both Calendly and YouCanBookMe have free plans.
Calendly offers one booking page, YouCanBookMe offers 10 booking pages, and both offer one calendar integration, and basic scheduling features on their free plans. If you're new to scheduling and have very light scheduling needs, either of the free plans will serve your needs.
Calendly charges per team member, YCBM per linked calendar. In practice, these things are the same.
Before we explore the paid plans, one of the biggest differences is that Calendly charges per user seat, while YCBM per linked calendar.
In practice, there is very little difference.
Every person in a company who needs to book meetings will only use one calendar anyway, making one user seat equal to one linked calendar. In case you need to connect multiple calendars (like one calendar for work, one calendar for home, one calendar for the kung-fu club, etc.) then you'll have to buy multiple calendars connections with YCBM, while you'll be able to connect multiple calendars on one Calendly plan.
Again, in practice, this rarely happens.
Most people use one calendar inside and outside of work.
So whenever I mention that a plan is $10 or $12/month, I mean it's $10/month per user for Calendly and $12/month per linked calendar for YCBM.
Note: a calendar connection is NOT a booking page!
A calendar is an app for managing your appointments, events, and tasks (like Google Calendar, Microsoft Outlook Calendar, FastMail Calendar, etc.)
A booking page is a page provided by your online scheduling tool that lets users add appointments to your calendar, based on the rules you've defined (meeting length, time slots, and descriptions). Scheduling software like YCBM or Calendly require you to link your calendar and booking page together so they can automatically add new appointments to your calendar.
For individuals, the pricing is the same. For teams, Calendly is twice as expensive as YCBM.
YouCanBookMe has only one plan: $12 per month for one calendar connection (aka. one user). This plan comes with all functionality unlocked, including team collaboration, excellent customization options, and first-class customer support. Larger teams also get dedicated customer success reps while Calendly is reserving those for truly enterprise-level clients.
Calendly’s basic plan, on the other hand, starts at $10 per month per user, but with limited functionality. Many advanced features like email notifications, form redirects, payment collection, Zapier integrations, and analytics are reserved for the $15 per month plan, and advanced team collaboration features are reserved for the $20 per month plan.
1 booking page, 1 linked calendar integration
10 booking pages, 1 linked calendar integration
$10/seat/mo, 2 linked calendars, Advanced features locked
$12/linked calendar/mo, All features unlocked
$15/seat/mo, 6 linked calendars, All advanced features
$20/seat/mo, 6 linked calendars, All features unlocked
If you're an individual that only needs basic scheduling features, both YCBM and Calendly will give you the same value. But if you're a team, YCBM unlocks all the features that Calendly offers in its more expensive plans, all for just $12 per team member. Calendly will be up to two times as expensive as YCBM depending on which plan you pick.
Individuals who just need one linked calendar will have all advanced features unlocked for $12/month, while Calendly offers only the essentials at that price point. Also, small-to-medium teams will find YCBM up to 100% cheaper than Calendly Team plans with the same set of features.
Calendly vs YouCanBookMe: Internal Setup and Collaboration
YouCanBookMe is easier to use, while Calendly offers more enterprise value with its analytics and internal management.
YCBM’s booking page editor makes it easier to set up and manage booking pages, while Calendly uses different tools for managing events, workflows, and routing.
When creating booking pages in YCBM, all workflows and routing tools are in the left menu (1). It also has a live preview of what the booking page will look like (3), which Calendly doesn’t have.
You can add team members and assign them to the booking page (2). Notification flows, forms, availability, and customization are also accessible in each page-specific editor (1).
In YCBM, every booking page is completely separate so different pages can have different images, booking links and team information as needed.
Meanwhile, Calendly has a completely decentralized system:
You can create new events in the dashboard (2). But notifications (they call them workflows) and forms are accessible in separate tabs (1). So setting everything up the way you want isn’t as straightforward and takes some tinkering. Things like branding and your booking link are set at the top level so you have less flexibility between booking pages.
You'll love Calendly's structure if you're an enterprise company working on a massive scale and would benefit from rigorous "module-to-module" work. But if you're a small-to-medium-sized team and you want to quickly configure what you need and spin up new booking pages, you'll love YCBM's workflow.
Calendly has booking analytics, YCBM has booking data that you can export.
Analytics is the latest addition to Calendly's feature set. They'll help you find out the most popular meeting days as well as top-performing meeting types and team members. YCBM, on the other hand, also has booking data that you can export as CSV and analyze in Google Sheets or any other data processing tool to slice and dice the data just how you need it.
If you’re a small-to-medium team the all-in-one booking page editor will make your life considerably easier. If you’re an enterprise company, Calendly's analytics and decentralized system will come in handy at scale.
Calendly vs YouCanBookMe: External Scheduling Workflow
Calendly has a straightforward scheduling workflow, while YCBM is more flexible with its form pre-filling and coding features.
YouCanBookMe uses appointment types, while Calendly has event types.
If you offer multiple services, you can create different online appointment types on the same booking page with YouCanBookMe. Meanwhile, Calendly offers different event types, where you can create different booking pages for one-on-one, group, collective, and round robin meetings.
Both tools offer pooled availability on booking pages but approach it differently.
Pooled availability allows clients to schedule with multiple assigned team members on a single booking page.
With YouCanBookMe, you can have multiple team members show up on a booking page and bookers can choose one according to their availability and specialization. You can also set the page up so the client gets automatically assigned to a user based on priority or a round robin system.
This is valuable for teams that route a lot of clients to a booking page for customer service or sales demos since they don’t need to worry about overlaps and availability.
On the other hand, Calendly uses "shared event types". You can create:
- Group events, useful for webinars and classes with one host and multiple invitees.
- Collective events, useful for group sales calls with multiple hosts and one invitee.
- Round robin events, useful for distributing incoming leads with rotating hosts and one invitee.
Calendly’s round robin system works the same as YCBM’s, but there’s no way to let clients pick who they want to talk to: you only have the round robin option.
Calendly uses “routing forms” for simple routing.
You can use them to automatically prequalify clients and route them to specific calendars or other resources like help pages. In Calendly, the forms aren’t booking page specific. Instead, you can link calendars to their outcomes and share them with links.
If you want a booking form before your calendar, simply set it up so the calendar is one of the route options and share it on your page like you would a calendar.
YouCanBookMe lets you prefill forms and "code" events with form data.
You can create links that pass customer data to YCBM, or even direct clients straight to certain users using form prefilling. It’s useful if you already have customer data because you can decrease booking friction.
YCBM also has simple conditional statements for the automation of personalized notifications and calendar events, based on the form data.
Additionally, YCBM offers similar functionality to Calendly to handle group (such as webinars) and collective events.
Winner: YouCanBookMeBecause of the advanced client data management features that help businesses automate workflows and decrease booking resistance, such as pre-filling form data through URL parameters, setting up conditionals based on form data, and forwarding it to other systems.
Calendly vs YouCanBookMe: Integrations
Calendly has 99 native integrations, while YCBM has 9 native and +4000 Zapier integrations.
Calendly offers 99 native integrations, while YCBM has 9.
Calendly is more flexible if your team uses an elaborate tech stack. But YouCanBookMe won’t feel restrictive either thanks to its 4000 Zapier integrations.
Calendly has a native Salesforce integration, while YouCanBookMe offers it via Zapier.
You can save time and directly connect Calendly with Salesforce to update client information in real time as clients book appointments.
Meanwhile, YCBM does this via Zapier because its native Salesforce integration is still in beta. You can apply for the beta if you manage more than 100 calendars.
Both Calendly and YouCanBookMe offer Stripe for customers to take payments for bookings.
Calendly does also allow you to connect Paypal, but YouCanBookMe offers more flexibility relating to the messaging and workflow you can set up with regards taking payments for bookings and specific services.
Winner: CalendlyCalendly takes the lead here because it offers more native integrations than YouCanBookMe. Though small- to medium-sized teams won't feel constrained even with YCBM as it can be integrated with Zapier.
YouCanBookMe vs Calendly: Customization
YouCanBookMe is much more customizable than Calendly when comparing entry level paid plans - Calendly customization is reserved for higher tier plans.
YCBM lets you create booking pages in 44 languages and the dialects of 100 countries. Calendly offers 9 options for invitee language.
You can create booking pages in multiple languages with both YCBM and Calendly. YCBM supports almost 6 times more languages, including right-to-left scripts like Hebrew and Arabic. And, because you can customize the text in so many areas of YCBM’s booking pages,you can create a different language experience on different booking pages.
YCBM offers custom colors for booking pages, Calendly does not.
Both tools offer basic customization features, which include the ability to customize the booking page URL, booking page color, the message your customers see, and even the follow-ups. But YouCanBookMe also offers custom colors, while Calendly has limited options.
Add your own branding to the booking page with YCBM.
You can take booking page personalization up a notch by adding a footer to the page. It can have your contact details, website URL, or social media accounts.
Calendly has more customization options when it comes to embedding booking pages.
Calendly has inline embeds, popup widgets, and popup hyperlink options, while YCBM only has inline embeds out of the box, although modals and hyperlink options are something you can configure yourself on your website. On top of that, when copying the embed code, Calendly gives you options to hide event type and cookie banner, as well as text color and button color changes without having to tinker with the code.
Winner: YouCanBookMeAlthough you can customize the look of your booking page with both YCBM and Calendly, YCBM takes the win here because of its variety of language options, the fully customizable colors, and the footer and messaging options.
YouCanBookMe vs Calendly: Pros & Cons
Final Verdict: YouCanBookMe vs Calendly
Small to medium teams will love YCBM, while enterprise departments with complex internal structures will love Calendly.
Small to medium teams that want accessible, automatable, and customizable scheduling
Enterprise businesses that need to manage many departments and integrate with their tech stack hassle-free
As you might have realized by now, YCBM and Calendly are very similar platforms, especially when it comes to scheduling features. But there’s a fundamental difference between the two that make them ideal for teams of different sizes.
Use Calendly if:
- You are an enterprise with many big departments each needing its own booking page
- You want to natively connect your appointment scheduling software with a wide range of other software
Use YCBM if:
- You are looking for advanced scheduling features at an affordable price
- You are a small or medium-sized team that needs an easy-to-manage online booking tool
- You want to create new booking pages fast, with a lot of independent control over branding and style.
If you're looking for a more comprehensive comparison of scheduling tools, take a look at: Calendly vs Google Calendar.