12 Best Meeting Scheduling Tools & Software

Whether you’re closing a deal with a client or taking some time off to attend a gig, when everything is mapped out, you waste no time. 

But wait a minute, do you still rely on to-do lists for that? It’s about time you do yourself a favor and switch to a Meeting Scheduling app. 

These tools blend into your workflow, so you don’t have to worry about manual work or missing deadlines. And, features like automation, time zone adjustments, AI-powered scheduling, and organizing meetings made time management a whole lot easier for me.

The internet is full of such tools, but you don’t have to be overwhelmed. Here are 12 of the best meeting scheduling tools I tested over 2 weeks to find their best fits.  

What is a Meeting Scheduling tool?

A meeting scheduling tool acts as your personal assistant. It finds the best time for team meetings by checking everyone’s availability. Just pick possible dates and times, share a link with participants, and let them choose what works for them. 

It can also handle recurring meetings, send reminders, and even automate workflows to save you even more time. 

Whether you’re managing a busy team or juggling multiple schedules, these tools can be a lifesaver.  You can even use it to keep your daily tasks on track and work smarter, not harder.

1. Sunsama

Consider Sunsama if you want a straightforward meeting scheduler. The setup is super simple,  just sign up with your email, and you’re good to go.

What I love is how it integrates with so many popular tools like Asana, Jira, and Slack. This makes it incredibly easy to sync your meetings across different platforms without any hassle.

The Meeting Import feature automatically pulls all your calendar events into your task list. You can choose to have them added daily or review them first before importing. And if there are certain events you don’t want imported, like lunch breaks or personal appointments, you can easily exclude them.

Plus, Sunsama auto-completes meetings once they’re done, keeping your schedule clean and up-to-date. Even the dashboard is beautifully designed with a Board View. It lets you switch between daily, weekly, or monthly views in a few clicks.

Need to reschedule something? Just drag-and-drop tasks to a new time or day. There’s also a Pomodoro timer built-in for those who like focused work sessions.

Pricing

Sunsama comes with subscriptions.

• Monthly Subscription:$20/month
• Yearly Subscription:$16/month

Pros

• The minimalistic interface compliments its beginner-friendly tools
• Keyboard shortcuts to access tools quickly
• Sunsama comes with a 14-day free trial
• Smart features like Daily Shutdow, Timeboxing, and Email Forwarding

Cons

• Not the best fit for large teams
• Focus mode lacks customization

2. Google Calendar

If you’re looking for a reliable and familiar scheduling tool, Google Calendar is a great choice.

With its appointment scheduling feature, you can set your availability, create a booking page, and let clients, colleagues, or friends book meetings with you.

But it’s more than just scheduling. 

People working in the Google ecosystem can pair it with Gmail and Google Meet. This saves you a lot of time. Emails about flight bookings and reservations are automatically added to your calendar. With Google Meet, you can easily see who was invited to a meeting and check if they’ve joined or not. 

Plus, with both desktop and mobile apps, you’re always in sync.

For hybrid or remote workers, Google Calendar has some handy extras, like location tracking and split work hours, so your schedule stays flexible.

And now, with Gemini in the mix, things get even better. You can check your schedule hands-free using voice or text prompts like “Show me my calendar” or “Do I have any upcoming events?”.  

The same goes for events. Ask Gemini something like “Add an event to my calendar” and it’ll add new events to your calendar. 

Pricing

Google Calendar is free with a Google account. 

For more premium features, go with the Business Starter plan. It includes tools from the Google Workspace, starting at $6/user/month (annual plan).

Pros

• Comes with a free introductory course to master the tools 
• Easy to use and widely adopted
• Google Calendar stops double-booking and sets a daily appointment limit.
• Lets you respond to meeting invitations with a location-specific RSVP
• Google experts offer quick live support 

Cons

• Limited scheduling features for external guests
• Requires a Google Workspace subscription for full functionality

3. Cal.com

Cal.com integrates with CRMs like Salesforce and routes bookings to the right sales reps. And you can stay updated about it. Just head to the Insights tab to track metrics and fine-tune routing. 

You also get adjustable queues, so you can manually reassign or reroute bookings, even after a host is set.

With its smart routing forms, it’s good for everything from quick huddles to regular meetings. It’s the go-to tool for teams looking to simplify their scheduling without the hassle.

To stay focused or take breaks, you can set limits with daily, weekly, or monthly caps, and add buffers around meetings.  

For a smoother experience, automated reminders handle SMS and email notifications. Plus, Cal.com has follow-ups to collect any key details before the meeting.

You can also customize your booking link to make it short and simple. For example cal.com/SqueezeGrowth. 

Not to mention, you get perks like unlimited calendar connections, unlimited event types, free automated workflows, dynamic group links and more.

Pricing

 Cal.com has two modules you can choose from. Each has four plans including a free plan.

• Individuals: Free
• Teams: $15/month
• Organizations:$37/month
• Enterprise: Contact sales

Now, if you choose to build with Cal.com API, here are your options:

• Starter API: Free
• Essentials API: $299/month
• Scale API: $2499/month
• Custom Plan: Contact sales

Pros

• SOC2 and HIPAA compliant for top-tier security
• Cal.ai lets you schedule calls with Enterprise Voice AI
• Choose from eight different plans to fit your needs
• Supports 65+ languages for a global experience
• Stripe integration makes it easy to monetize bookings

Cons

• Limited collaborative features on the free plan
• May require technical knowledge for full customization

4. Motion

Motion brings all your schedules under one roof. It syncs seamlessly with Google, Outlook, and Apple calendars. As an all-round project management and scheduling tool, it gives you a single, organized view of your day. 

What truly sets Motion apart is its AI-driven scheduling features.

Like when you jot down your tasks, priorities, and deadlines, Motion organizes them into an optimized daily plan. It even adjusts your schedule dynamically if unexpected meetings or tasks arise. This ensures you stay on top of your commitments without losing track. The AI also helps set realistic deadlines, preventing you from taking on too much work.

Motion’s meeting scheduler makes passive booking effortless. It lets your guests pick a time or suggest slots manually, so there is no more endless back-and-forth miscommunication.  

Using Motion’s calendar, you can check statuses, start timers, or mark tasks as in progress or complete without opening them.

With smart integrations, you can automatically convert Slack messages, emails, and other work tools into actionable tasks.

Pricing

For teams of 3 to 15, Motion is nearly 40% cheaper. But if you’re going solo, you can start with a single seat at this price:

• Basic:$19/month
• Pro:$41/month
• Enterprise: Contact sales

Pros

• Combines task management, calendars, and scheduling
• AI-powered optimization for personalized daily schedules
• Motion supports Siri to quickly create tasks hands-free
• Tracks workload by showing the total hours each person has scheduled
• The Happiness Algorithm to automate scheduling

Cons

• Can be overwhelming for new users due to its extensive features
• No free plan is available

5. SimplyMeet.me

With a handy free plan, SimplyMeet.me keeps scheduling simple yet flexible. This makes it a solid pick for students, freelancers, and small businesses.

It supports up to three calendar integrations for free, including Google, Outlook, and iCloud, and offers unlimited meeting types. For video conferencing connect it with tools like MS Teams, Zoom, and Google Meet.

You can set intake questions, fine-tune availability, and even accept payments directly with SBpay.me integration. The booking pages are clean and professional and automatically adjust to invitees’ time zones to avoid confusion. 

Plus, with CalDAV and Zapier integrations, you can automate follow-ups, update customer databases, and more.

SimplyMeet.me’s most unique feature is reverse calendar sync. It lets you block specific times in an external calendar while making them available for bookings. For webinars, team scheduling, or one-on-one appointments, there are tools for group bookings and poll meetings.  

The SimplyMeet.me Admin app lets you manage bookings on the go. Check your schedule, track new meetings, contact clients, or create new bookings, all in one place.

Pricing

SimplyMeet.me’s plan is free forever.

The Professional plan comes at $9.99/month for each team member, while the Enterprise plan has custom pricing. If you go with the annual billing option, you can save up to 15% on the total bill. 

Pros

• Feature-rich free plan suitable for individuals and small teams
• QR code to invite to book a meeting via Admin App
• Facebook Pixel & Google Analytics to track your business 
• Customizable booking pages and integration with various calendars
• Clean interface and granular customization options

Cons

• Support can be improved. No phone support for the Professional plan
• Team plans can be expensive for larger organizations

6. Sidekick

Sidekick uses AI to make scheduling effortless for individuals and businesses. 

For starters, with synced calendars, your team members can easily find shared availability for client calls, interviews, or casual meetings. It even connects with popular tools like Google Calendar,  Gmail, Outlook, Office 365, and Thunderbird. 

The “Forward to Schedule” feature takes automation a bit further. It scans emails, checks your availability, and books meetings for you. Plus, with built-in meeting stats, you get insights into your scheduling habits.  

Sidekick lets you schedule meetings your way.

Your guests can choose in-person, video, or phone meetings, with support for Zoom, Google Meet, and Teams. You can even save go-to meeting spots, like cafés or office addresses, for quick scheduling.

The interface is clean and customizable. For a more personalized layout, you can brand your scheduling pages too. While the free tier covers the basics, paid plans have more advanced features like automated email responses, unlimited calendars, and scheduling pages. 

Pricing

For unlimited scheduled meetings and 3 scheduling pages, there is Sidekick’s Hero Plan. It’s completely free.

The Superhero plan just costs $5/month and is more suitable for teams that actively need scheduling services.

Pros

• Ideal for scheduling in-person meetings with saved favorite locations
• Sends prior reminders before a meeting starts 
• Minimalist design for easy navigation
• Quickly upgrades from the Hero to the Superhero plan
• Sidekick Business BETA to add your business logo

Cons

• The free plan comes with Sidekick Ai branding Lack of premium integration and automated workflows  

7. Clockwise

Think of Clockwise as a smart calendar assistant that manages your schedule as well as coordinates meetings. 

Clockwise uses AI to analyze your calendar, reschedule meetings, and find the best times for group events. So, whether you need to book a last-minute meeting or adjust your day, you can count on Clockwise. I like how Clockwise factors in focus time, preferred hours, lunch breaks, and travel time before finalizing your schedule.

A key feature is its ability to manage multiple calendars at once, making it great for teams.

It can shift flexible meetings, create prep blocks for important tasks, and turn your to-do list into a calendar that updates as your schedule changes. This keeps everything on track, even during busy weeks.  

Clockwise also gives proactive insights, like alerts when you’re low on focus time and weekly reports to help you plan better. Its AI chatbot makes scheduling easy with simple commands to create or reschedule meetings. 

With smart automation and helpful insights, Clockwise turns a messy calendar into a well-organized plan, making your day smoother and more productive.

Pricing

Unlike most of its alternatives, Clockwise’s Free plan is not only limited to individuals. Your can team can join in at no extra cost. Aside from that, there are three paid plans.

• Teams:$6.75/month
• Business:$11.50/month
• Enterprise: Custom pricing

Pros

• Automatically rearranges meetings to provide uninterrupted work time
• Basic scheduling features are available for free
• Advanced billing management and admin controls
• All plans come with Google SSO, AI calendar, and smart meeting breaks
• Balanced meeting distribution with round-robin scheduling logic

Cons

• Integrations are limited to apps like Slack and Zoom
• Paid plans can be expensive for larger teams

8. Calendly

Calendly keeps your availability up to date by syncing with your calendar in real time, so you never have to worry about double bookings. Just share your booking link via email, LinkedIn, or any other platform, and let invitees pick a time that works for them.

A big plus is its flexibility. 

With meeting polls, up to 40 people can vote on the best time, which is best for one-off events. For teams, Calendly makes group scheduling easy with collective and round-robin meetings. That means demos, interviews, and webinars happen without the usual hassle. 

Plus, lead routing ensures the right person meets the right client.

Calendly also takes care of the small stuff with automation. You can send reminders, thank-you emails, and follow-ups without lifting a finger. It even lets you block holidays, add buffers, and customize schedules to keep things under control.

With browser extensions for Chrome, Firefox, and LinkedIn, plus mobile apps for iOS and Android, Calendly fits right into your workflow. 

Pricing

Calendly comes with a free plan and three paid plans:

• Standard:$10/month
• Teams:$16/month
• Enterprise: Starts at $15k/year

If you bill yearly, you can save up to 20% on your total bill. 

Pros

• Over 100 integrations including calendars, CRMs, and collaboration tools
• Calendly offers 24/7 live chat support
• Custom webhooks to access Calendly meeting information in real-time
• Extensive customization for the booking page 
• Comes with a 14-day free trial to try Teams plan

Cons

• Phone support only for the Enterprise plan
• Navigating can be complex for newbies

9. BeforeSunset

BeforeSunset is perfect if you’re looking for a more automated and flexible scheduling solution. It’s like having a smart assistant who helps you plan your day based on your priorities and deadlines. 

The “Plan My Day” feature is particularly useful with options like Eat the Frog (tackling tough tasks first) or Quick Wins (getting small tasks done quickly).

What stands out is how it handles large projects. BeforeSunset breaks them down into manageable, time-bound subtasks. This makes it easy to focus on what needs to be done. 

To keep your schedule uncluttered, the Smart Calendar clearing feature automatically frees up a time slot when a task is done. 

If you have a clue about your upcoming workflow, you can visualize your week and month at a glance. The calendar view is pretty intuitive. In a nutshell, you can distinguish your scheduled events and todos by icons.  

While it doesn’t integrate with Jira or Notion out of the box (you’ll need to request access), it makes up for it with its dedicated focus mode called Oasis. This feature offers customizable timers, music, and ambient sounds to help you stay focused. 

Pricing

 BeforeSunset comes with two paid plans. 

• Pro:$8/month
• Team Pro:$12/month per member

These plans come with a 7-day money-back guarantee. Go with the annual billing to save up to 55% on the total bill. 

Pros

• Tasks and schedules are accessible anytime via web and mobile apps
• A 30-day to-do history helps track progress over time
• Incomplete tasks automatically roll over to the next day
• Custom ambiance generator for focus mode
• AI-powered organization makes it easy to manage notes and task details

Cons

• Not ideal for those who just want a simple scheduling tool
• BeforeSunset isn’t transparent about its free plan

10. Calendar

Calendar assembles your different calendars like Gmail, Office 365, and Outlook into a single dashboard. Plus, its Chrome extension helps you access all your meeting links and schedule events without switching tabs.

For scheduling meetings and events, it simply goes to the connected calendars and hunts any open event that needs to be scheduled. You get the liberty to customize things like time, and meeting length, and add a location or a meeting link to the scheduled event.

And you can keep others connected too. Simply save your preferences, and with a click, Calendar will send an email to the meeting attendees about your availability. Likewise, you can reschedule a meeting with a click.

Now, let’s cover the Team scheduling options.

The Group Scheduling feature gives your different team members access to book a meeting.

For team collaboration, there’s a Multiple Hosts option. It’s designed for discussion and brainstorming sessions, where different hosts can take the lead and move the meeting forward.

And with Admin Management, everything stays in sync. It centralizes user control and scheduling in one place.

Pricing

Calendar has a handy free forever plan that is best suited for freelancers and students.

• Standard: $10/month
• Pro: $12/month
• Enterprise: Custom

Pros

• The Find a Time feature checks everyone’s availability before a meeting
• Over 2000 apps with Zapier Integration
• Calendar makes sure everyone has RSVP’d to meet invites
• Mobile apps for iOS and Android
• Calendar integrates with tools like Meet, Zoom, Teams, Zapier, and more

Cons

• Lacks Apple Calendar integration

11. Akiflow

Akiflow has a straightforward interface that’s easy to navigate, making it a breeze to set up and manage your meetings. 

One of Akiflow’s strengths is its flexibility. 

You can tweak your calendar to start the week on any day, set your working hours, and even choose a default conference tool. This level of customization is great for teams that need to adapt their schedules to different time zones or work styles. 

Scheduling is quick with the Ctrl + R shortcut. Plus, your calendar syncs directly from the dashboard. You can even drag and drop tasks anywhere on your calendar and schedule them.

Akiflow integrates with Google Calendar, Outlook, Teams, Notion, Slack, Trello, Jira, and Zoom. It also connects with Zapier and IFTTT, allowing automation with apps like Google Tasks, GitLab, Discord, and Evernote.

A standout feature is the “Universal Inbox,” which consolidates tasks from over 3,000 tools into one place. Not to mention, that you can also share your availability with a simple booking link, without the hassle of back-and-forth scheduling.

Pricing

Akiflow just has a Pro plan with monthly and yearly subscriptions. 

• Pro Monthly:$34/month
• Pro Yearly:$9.5/month

Pros

• Easy to use and handy for employee scheduling
• Offers unlimited integrations, task creation, and scheduled meeting 
• Exclusive discount for university students and researchers
• Smart time management features like time blocking and daily ritual
• The support team is responsive and quickly addresses any issue

Cons

• The free trial lasts only a week
• Can be expensive for freelancers or students

12. SavvyCal

SavvyCal gives you a minimalist yet powerful solution for managing meetings. Whether you’re coordinating with a single person or a group, SavvyCal adapts to your needs.

You can create custom scheduling links with meeting lengths of your choice, and add locations, and availability hours. This makes it perfect for both one-off events and recurring meetings. 

SavvyCal also supports collective scheduling links and combines the availability of multiple teammates to find the best meeting time for everyone.

Want to add your brand’s essence? With SavvyCal you can change colors, banners, and avatars to match your style. You can even host scheduling links on a custom domain for a clean, professional look.

Integration with Zapier adds functionality, automating tasks like updating to-do lists or sending text alerts for new meeting requests.

Pricing

• SavvyCal Basic:$12/month
• SavvyCal Premium:$20/month

These plans cost each team member the same amount. Also, if you don’t find it useful, there’s a 30-day money-back guarantee.

Pros

• Supports APIs, Webhooks, and CRM integration
• All plans offer unlimited scheduling links, meeting polls, and calendars
• Browser extension for on-the-go 
• SavvyCal supports multiple schedules and paid booking
• The affiliate program gives you a 25% commission on each referral 

Cons

• You can remove SavvyCal’s branding with the Basic plan
• Lacks a free plan

Final Words

The right meeting scheduler can make a big difference in how you manage time and collaborate. 

Whether it’s Clockwise for its AI-powered scheduling magic, SimplyMeet.me for its no-fuss simplicity, or Calendly for its smooth booking experience, there’s something for everyone. 

For smart features like daily planning, and focus modes go with tools like BeforeSunset, Sunsama, Akiflow, and  Motion.

Trust me, the right choice will save you hours, cut the chaos, and let you focus on what matters.