Yes, we all have too many let's at least stay organized! → Discover ZipDo

The 10 Best Meeting Coordination Software Tools

The 10 best meeting coordination software tools are those that offer comprehensive scheduling features, easy integration with other platforms, and efficient management of appointments, designed to enhance productivity and collaboration within an organization.

Learn more about our top picks for: Meeting Coordination Software

Meeting Coordination Software is a type of application or platform designed to streamline and simplify the process of scheduling and managing meetings. Its functionalities often include calendar integration, room and resource reservation, sending out email invitations, setting reminders, and creating agendas. Moreover, it can help to avoid scheduling conflicts, allow multi-user access, and provide features such as video conferencing and file sharing. This software is critical in improving communication, enhancing collaboration, and increasing productivity within an organization.

The Best Products

Our Recommendations: Meeting Coordination Software

Pick #1


Zoom is a leading cloud-based video conferencing platform that allows people to virtually interact with each other through video, audio, and chat when in-person meetings are not possible. Useful for businesses, educational institutions, and personal use, it offers high-quality video and audio, screen sharing, collaboration tools, and the ability to host or join meetings from any device, enabling seamless coordination and communication. Its comprehensive suite of features including recording capabilities, whiteboard functionality, breakout rooms, and calendar integration make Zoom a versatile and effective tool for meeting coordination in both professional and personal settings.

Scalability and Large Meeting Capacity - Zoom offers support for up to 1,000 video participants and 49 videos on screen, making it a suitable solution for large scale meetings and webinars.
Integrations and Compatibility - Zoom integrates flawlessly with popular applications like Outlook, Gmail, and iCal. It also supports a wide range of platforms including Windows, Mac, iOS, Android, and Linux, allowing seamless meeting coordination across devices and systems.
Advanced Control Features – The host has a multitude of control options like muting participants, recording meetings, participant spotlight, breakout rooms, and assigning co-hosts, which enhances the meeting coordination.
Virtual Background and Touch Up Feature - Zoom offers features like virtual backgrounds, and touch up my appearance, this helps maintain a professional environment irrespective of the participant's location.
Simultaneous Screen Sharing - Zoom allows multiple participants to share their screens simultaneously, thereby facilitating effective communication, collaboration, and decision-making during meetings.
Dependence on Internet Connection: One of the main issues with Zoom is its reliance on a strong and stable internet connection. Any instability or low bandwidth in the internet connection can adversely affect the quality of the video and audio during a meeting.
Limited Free Version: The free version of Zoom limits calls to 40 minutes. This means that meetings have to be carefully timed or else the call will end abruptly. This can disrupt the flow of a meeting, and confuses participants, especially if they are not familiar with the limitations of the free version.
Difficulty in Managing Large Meetings: For very large meetings, it can be difficult to manage all participants in Zoom. For instance, it's challenging to monitor who is raising their hand or asking questions, causing potential disruption to the meeting's flow.
Screen Sharing Interruptions: Screen sharing, though a very useful feature, can occasionally be disruptive in meetings. If a participant inadvertently starts a screen share, it can cause disturbance and divert attention from the agenda.
Limited Customizability: Zoom lacks a few customizability options as compared to other similar platforms. The user interface and the way meetings are organized cannot be customized to a great extent, limiting the user's ability to tailor the software to specific needs.

Pick #2

Google Meet

Google Meet is a versatile meeting coordination software developed by Google as part of its Google Workspace product suite. Offering seamless and secure video conferencing, Google Meet allows individuals and organizations to arrange or join high-quality virtual meetings. It supports screen sharing, real-time captions, and can host large meetings with up to 250 participants simultaneously. Users can schedule meetings in advance or start one instantly, with unique joining codes provided for access. Also, integration with Google Calendar facilitates easy tracking and management of meetings. Its robust performance, ease of accessibility from various devices including web and mobile, and high-security standards make it a popular choice for personal, professional, or educational use.

Easy Integration with Google Workspace: Google Meet seamlessly integrates with other Google Workspace apps such as Calendar, Gmail, Slides, and Drive, making it easy to schedule, participate in, and follow up on meetings.
Live Captions Capabilities: Google Meet has an inbuilt feature for real-time captions. This makes it easier for participants who may have a hearing impairment or are participating in a noisy environment.
Adjustable Layouts and Screen Options: Google Meet gives users options to customise their viewing area. They can choose to focus on the presenter, pin a participant, or view in a tiled layout, making the meeting experience more personalised. Record Meetings and Save on Google Drive: Google Meet provides the facility to record meetings. These recorded meetings are automatically saved to Google Drive, alleviating concerns about local storage limitations and offer easy access for future reference.
Attendees Join from Any Device: Google Meet can be used on a variety of devices (computer, phone, tablet) with the same account, offering flexibility to join the meetings from anywhere. It also extends support for participants to join via a phone call.
Limited free version features: Google Meet's basic version offers limited features such as shorter meeting duration, and lack of recording and saving functionality for sessions.
Stability and performance issues: Google Meet can sometimes lag or have performance issues, particularly when dealing with large groups. This could be due to insufficient server capacity especially during peak hours.
Interface simplicity: Though this can be considered an advantage for some users, many power users might find Google Meet's interface overly simple and lacking in advanced features. There are restrictions specifically for Host controls compared to its rivals.
Integration limitations: While Google Meet integrates well with other Google services, it does not offer the same level of seamless integration with many external calendar, email, and productivity tools, which may affect scheduling and coordination capabilities.
Lack of Teleconferencing Features: Compared to some competitors, Google Meet lacks a few professional video conferencing features such as breakout rooms, whiteboards, and advanced meeting analytics, which restricts it usability in more complex professional remote work settings.

Pick #3

Microsoft Teams

Microsoft Teams is a communication, collaboration, and meeting coordination software that supports businesses to stay organized and get work done. As part of Microsoft’s suite of Office 365 interface tools, Microsoft Teams affords users the ability to schedule and join video conferences, share presentations, chat, collaborate on documents in real-time, and integrate with other applications. Its central aim is to enhance efficiency by creating a virtual workspace, where teams can collaborate, communicate and coordinate projects effectively and cohesively irrespective of geographic location.

Comprehensive Integration: Microsoft Teams is seamlessly integrated with Office365 tools like Outlook, Calendar, SharePoint, and OneDrive. This makes it easier for users to schedule, coordinate meetings, share documents, and follow up on tasks without having to switch between different applications.
Real-Time Collaboration: Microsoft Teams offers real-time collaboration which is beneficial during meetings. Participants can share their screen, make real-time edits on documents, and use the whiteboard for brainstorms all while the meeting is ongoing.
Advanced Meeting Options: Features like 'Together mode' and 'Custom Backgrounds' improve the meeting experience. The 'Together mode' makes it appear as if all the participants are sitting in the same room. Custom backgrounds help in maintaining privacy and professionalism.
Cross-Platform Availability: Microsoft Teams is available across multiple platforms including iOS, Android, Mac, Windows, and web browsers. This means that meetings can be joined from anywhere, on any device, increasing availability and flexibility for all participants.
Microsoft Teams Rooms: For organisations having modern meeting rooms, Microsoft Teams provides the Teams Rooms system which facilitates an enriched meeting experience with audio and video devices integration. These are built for seamless coordination of meetings with functionalities like one-touch join, content sharing, and center-stage.
Microsoft Teams is deeply integrated with Office 365, which can be a downside for companies not using this set of tools. If your company relies heavily on non-Microsoft products like Google for Business, Dropbox or other software, you may struggle to incorporate Teams smoothly into your workflow.
Teams can only report meeting attendance for meetings of 250 participants or fewer. This can be a huge disadvantage for enterprise-scale organizations or educational institutions trying to manage large-scale conferences or webinars.
Microsoft Teams is not the most intuitive when it comes to setting up and managing multiple channels or teams. Larger organizations may have trouble navigating and efficiently streamlining communications across different teams.
Scheduling meetings across different time zones is not as seamless as on other platforms. Teams does not automatically sync up the meeting time according to the respective time zones of the attendees. This could lead to confusion and scheduling mishaps.
The application has limited functionality on mobile devices. Some features that are present in the desktop or web version may not be fully usable or available on mobile devices. This may hinder the participation of attendees who prefer to use their smartphones or tablets for meetings.

Pick #4


Slack is a cloud-based team collaboration tool designed to streamline communication and boost productivity within organizational structures. As a meeting coordination software, Slack facilitates effective team coordination with features like instant messaging, file sharing, direct and group messaging, threaded conversations, and video calls. It allows scheduling and coordination of meetings with its built-in reminder and calendar integrations such as Outlook and Google Calendar, alerting team members about upcoming events or deadlines, ultimately promoting efficiency in organizing tasks and managing team workflows.

Simplified Scheduling - Slack integrates well with various calendar applications like Google Calendar and Outlook, making the process of creating and managing meetings seamless. You can schedule, reschedule, and even cancel meetings without leaving the platform
Real-Time Communication - It provides an exceptional real-time communication platform where team members can interact via text, audio, or video. This promotes quick decision-making and meeting coordination.
Transparency and Accessibility - Slack allows every conversation related to meeting specifics to be easily visible and tracked. The search functionality allows you to find past decision threads, minutes of the meeting, or action points quickly.
Integration with Project Management Tools - Slack can be integrated with project management tools like Asana, Jira, or Trello. This means that discussions about the meeting can tie directly back to tasks, making it easier to track the progress of different agenda items.
Collaboration and File Sharing - It has excellent file sharing features, allowing you to upload and share documents, images, and videos relevant to the meeting. All shared files and links are searchable and stored, ensuring information is always at your fingertips.
Absence of Central Calendar - Unlike other meeting coordination software, Slack lacks a built-in, centralized calendar feature, which makes scheduling and tracking meetings across different channels quite challenging.
Limited Meeting Tools - Slack lacks some advanced tools like agenda planners, time trackers or action item assignments that you can find in other dedicated meeting software.
Overwhelm with Notifications - Slack's model of constant communication can create distraction and overwhelm, which can be a detraction from productive meetings especially if there's a lack of discipline about 'quiet periods'.
Difficulties with Large Teams - For large teams, it might be difficult to coordinate meetings in Slack as not everyone in a large team might see the meeting invite if it is not sent through a direct message.
Dependency on Third-Party Integrations - To effectively use Slack as a meeting coordination software, one often requires third-party integrations like Zoom or Google Calendar. If these services experience downtime or disruptions, it can cripple meeting coordination.

Pick #5


GoToMeeting is a robust and user-friendly meeting coordination software that enables remote collaboration by facilitating virtual meetings, webinars, and video conferencing. The software is designed to accommodate both small and large groups with features such as screen sharing, recording capabilities, meeting scheduling, and seamless integrations with various productivity tools. The aim of GoToMeeting is to deliver high-quality audio and video that ensures efficient communication among remote teams or groups in different locations, hence enhancing productivity, reducing travel costs, and fostering a flexible work environment.

High-Quality Video and Audio - GoToMeeting ensures unparalleled audio and video quality during online meetings, which significantly enhances communication and collaborative efficiency.
Integration Capability - GoToMeeting offers powerful integrations with popular platforms like Office 365, Google Calendar, and Salesforce, which facilitates seamless meeting scheduling, management, and invites.
Mobile-Friendly - With a dedicated mobile application, GoToMeeting ensures you can host or attend meetings on the go, which adds flexibility and facilitates the involvement of remote teams.
Personal Meeting Room - GoToMeeting offers a unique feature of a personal meeting room, which can be customized with a specific URL. This way, employees or clients can directly access the meeting room without needing a different meeting ID every time.
HD Faces - A feature called 'HD Faces' allows up to 6 high-resolution video conferencing feeds per session. This provides a real-life meeting experience, promoting engaged and interconnected teamwork.
Limited Meeting Tools - GoToMeeting lacks some advanced meeting coordination features, such as scheduling and task assignment, which may limit the software's effectiveness in larger team collaborations.
Limited Integration - While it can integrate with some calendar systems, GoToMeeting does not offer wider integrations with project management or customer relationship management (CRM) software. This could mean extra manual work for users tracking projects or assisting clients across different platforms.
Usability Issues - Some users report GoToMeeting to have a steep learning curve with an interface that is less user-friendly compared to other platforms. This can be particularly challenging for less tech-savvy participants.
Performance Degradation - Some users have reported latency and connection issues during peak times or when having larger meetings. This can disrupt the flow and effectiveness of the meeting.
Poor Audio Quality - Feedback from numerous users indicates that GoToMeeting can sometimes provide substandard audio quality during calls, leading to misunderstandings and communication problems.

Pick #6

Cisco Webex

Cisco Webex is a leading enterprise solution for video conferencing, online meetings, screen sharing, and webinars, providing web-based conferencing capabilities to businesses globally. It allows participants to collaborate, share documents and presentations in real-time, hold project coordination meetings, conduct training sessions, or even host large-scale webinars. The platform offers features such as HD video, voice conferencing, and recording options, as well as comprehensive integration with various third-party applications. Cisco Webex’s focus on robust security measures and reliable performance makes it a preferred choice among businesses across various industrial sectors.

Advanced Cloud Recording - Cisco Webex Meeting offers advanced cloud recording features. This allows meetings to be recorded in MP4 format which can be easily accessed and shared after meetings.
AI-Based Features - Cisco Webex Meeting uses Artificial Intelligence (AI) to offer features such as Webex Assistant wherein you can navigate your meetings using voice commands. This helps in enhancing usability and access.
Smart Video First Meetings - This software promotes 'Video First' culture with larger, clearer video meeting windows, reducing the feeling of distance.
Integrated Scheduling - Cisco Webex provides integrated scheduling with most common business calendars such as Google Calendar, Outlook etc. which improves meeting coordination efficiency.
Scalability and Integration - Cisco Webex allows for easy scalability and integration with multiple peripheral software and systems such as training environments, support centers, etc. thereby allowing wider application within businesses.
Limited features in the free version: The free version of Cisco Webex is greatly limited, offering features that are essential for basic meeting coordination such as scheduling and conducting meetings, but lacking many of the more advanced features like recording meetings, personalized URLs, administrative features or controls, and user management features.
Interface is not user-friendly: Compared to other similar platforms, Cisco Webex's interface is not as intuitive. The learning curve is steeper and may require new users to invest more time to fully understand and utilize certain features effectively.
Compatibility issues: Cisco Webex has been known to have compatibility issues with various operating systems and browsers. These can often require workarounds, causing inefficiencies and delays for meeting coordination.
Audio and video quality inconsistency: Depending on the network strength and hardware being used, Cisco Webex users may experience inconsistent audio and video quality. This inconsistency can cause interruptions and degrade the overall experience of the meeting for participants.
Connectivity problems with international calls: Often, users have reported having connectivity issues while trying to connect to international meetings. This can be a significant hurdle for companies that have to coordinate meetings across different geographical locations.

Pick #7


BlueJeans is a cloud-based video conferencing service that connects participants across a wide range of devices and conferencing platforms. It provides a seamless, high-quality collaboration experience, enhancing productivity by connecting people and ideas. BlueJeans facilitates meetings coordination by offering services like screen sharing, recording, chat, and content sharing, allowing multiple participants to interact in a virtual environment. Its advanced features such as intelligent meeting automation, application integrations, and analytics make it an advanced tool for businesses looking to optimize their communication processes.

Superior Video Quality: BlueJeans delivers high-definition video conferencing, enabling smooth, clear, and immersive meeting experiences irrespective of the device used.
Integration with Third-Party Apps: BlueJeans offers seamless integration with popular productivity tools such as Microsoft Teams, Slack, and Google Calendar for streamlined scheduling and joining of meetings.
Smart Meetings: BlueJeans offers the 'Smart Meetings' feature which allows participants to highlight key points and tasks during the meeting. This leads to more productivity and less miscommunication as it ensures everyone is on the same page.
Dolby Voice Audio: This software uses Dolby Voice Audio for sound clarity, leading to less fatigue from straining to hear and greatly enhancing the meeting experience.
Command Center Analytics: BlueJeans Command Center provides comprehensive, real-time metrics and analytics about meetings. This allows you to gain insights into how your organization is using the platform and how you can optimize it for greater efficiency.
Limited Integration: BlueJeans does not integrate well with certain platforms especially Google Calendar, making it more difficult for users to schedule or invite people to a meeting directly.
User Interface: The user interface of BlueJeans is not as intuitive compared to other meeting software. Users may find it difficult to navigate and sometimes changes or updates of the software complicate the use.
Audio and Video Quality: There are reported issues about inconsistent video and audio quality during meetings. This is impacted if a user has lower bandwidth potentially making it less desirable for communication in professional settings.
Connection Stability: BlueJeans have some reported issues with connection stability compared to other brand services which might cause unwanted interruptions during important meetings.
Restricted Control for Moderators: BlueJeans does not allow hosts sufficient control over meeting options, e.g. to lock meetings once they've started or split users into breakout rooms. This restricts the moderators' ability to manage the meeting efficiently and effectively.

Pick #8 is a swift and convenient meeting coordination software that serves the need for online conferencing, team meetings, and collaboration. It provides a platform for video and audio conferencing, screen sharing, and recording features, facilitating easy communication between team members operating from various locations. The software is user-friendly and compatible with a wide range of devices and browsers, ensuring a seamless virtual meeting experience. Its key functions not only aim to enhance productivity but also to strengthen interpersonal relationships within a team, which could translate into improved organizational efficacy.

"One-Click Meetings": provides a unique feature of "one-click meetings", which allows users to start or join a meeting instantly with just a single click. This eliminates the hassle of scheduling and saves time, making it a handy tool for spontaneous or urgent meetings.
"Whiteboarding": makes it easy to brainstorm and share ideas by offering a virtual whiteboard. This feature works seamlessly on both desktop and mobile devices. The feature is great for visualizing concepts and collaboration in real time.
"Screen Sharing": This platform takes screen sharing to a new level. It provides options to share the full screen, a specific app or a particular window which can boost productivity and aid better understanding during a meeting.
"Meeting Customization": Join.meallows a certain degree of customization of the meeting interface. Users can personalize their meeting link and background, which can make meetings feel more branded and professional.
"Recording and Transcriptions": has a recording feature which can be very useful for individuals unable to attend the meeting, for revisiting discussion points, or for record-keeping. The tool also provides a transcription service which translates the spoken content of meetings into written text, making it easier to process and review later.
Limited Free Version: The free version of provides limited functionalities. Participants would not have access to features like recording meetings, scheduling, or drawing tools which are quite valuable for productive meetings.
Compatibility Issues: It may have compatibility issues on some devices, particularly with Linux as it does not support Linux operating system.
Unstable Video Quality: Some users have reported inconsistent video streaming quality. There might be lags, glitches, or disruptions in the video during meetings, which can affect the overall interaction and productivity.
User Interface: Some users find the user interface less intuitive and a bit complex to navigate. For first-time users, setting up a meeting or connecting to an ongoing one might be a bit confusing.
Limits of Integration: Join.meprovides limited integration with other business applications. While it does work well with a few major tools like Google Calendar or Outlook, it lacks options for integration with less popular or newer business apps.

Pick #9

Zoho Meeting

Zoho Meeting is a comprehensive meeting coordination software that provides businesses with tools for web conferencing, online meetings, webinars, and screen sharing. It aids in facilitating seamless remote collaborations and presentations, integrating features such as scheduling, inviting participants, setting reminders, and providing secure access to meetings. It also supports real-time audio, video, and chat communications in meetings, allowing users to engage effectively. Further, Zoho Meeting offers recording and analytics tools for post-meeting reviews, thereby enhancing meeting effectiveness and productivity.

Integrated Suite of Tools - Zoho Meeting, being a part of the Zoho suite, integrates seamlessly with other Zoho products. This offers users the advantage of balanced interoperability between their various business functions like project management, customer relationship management, team collaborations, and more.
Screen Sharing - Zoho Meeting offers specific features like Screen Sharing that provides better interactive experience for participants. It allows the host to share real-time visuals of software, presentations, or other content with attendees to aid understanding and collaboration.
Automated Meeting Scheduling - Zoho Meeting has an automated scheduling feature which allows users to schedule meetings in advance. Also, reminders and notifications could be set for these scheduled meetings, increasing the punctuality and preparedness of the participants.
High-Quality Audio and Video - The software supports high-quality audio and video calling. Irrespective of the number of participants, Zoho Meeting ensures good conferencing quality, making the communication more clear and efficient.
In-depth Analytics - Zoho Meeting comes with in-depth analytics feature that provides insights about the participants, duration, and other aspects of the meeting. The analysis could be used to make meetings more efficient and effective in the future.
Limited integration capability. Zoho Meeting has difficulty integrating with other software. While it does offer compatibility with other Zoho products, it may not function seamlessly with external tools and apps that a team might be using, such as Microsoft Teams or Slack.
Interface capabilities. The user interface is not very intuitive or easy to navigate compared to other alternatives. This leads to a steep learning curve for users, increasing the time required for teams to get accustomed to the platform.
Limited customization. Zoho Meeting does not offer much customization in terms of layout or design. Users cannot personalize interfaces to suit their unique needs – a feature that many other platforms provide.
Insufficient conference controls. Features like participant controls are lacking in Zoho Meeting. This can create coordination challenges during large meetings where the organizer needs to manage participant microphones, cameras, or permissions.
Inadequate technical support. The technical support for Zoho Meeting is reported to be not as responsive or effective as that of other software. This can be problematic when users encounter difficulties during important meetings.

Pick #10


Asana is a dynamic meeting coordination software widely used by teams to organize, track, and manage their work. This platform allows for collaborative planning and scheduling, wherein tasks can be assigned to different team members, deadlines can be set, and progress can be tracked. It also provides a space for meeting notes and discussions, thus enhancing communication within the team. Asana’s interface ensures that each team member is aware of their tasks as well as the big picture, resulting in highly coordinated and efficient meeting management.

Structured Meeting Agendas: Asana allows the creation of structured agendas to ensure meetings are productive and efficiently run. Tasks can be assigned to different team members ahead of the meeting, making it clear who is covering what topic. Clear Action Items and Assignments: With Asana, you can create tasks for follow-up items directly from the meeting agenda. It designates who is responsible for what, ensuring everyone knows what they need to do next.
Centralization of Information: Asana serves as a centralized location where all documents, notes, tasks related to the meeting can be stored. This eliminates the need to go through multiple platforms or emails to find relevant materials.
Integration Capabilities: Asana integrates with various platforms like Google Calendar, Outlook, and Slack, allowing users to keep track of meetings and related tasks without switching apps. This streamlines coordination and increases efficiency.
Transparency and Accountability: Asana’s timeline and project view features help to keep everyone on the same page about meeting’s aims and updates. This kind of transparency promotes accountability among team members and helps in timely completion of tasks.
Asana lacks built-in video conferencing capabilities. This means that when utilized solely as a meeting coordination software, users may have to rely on integration with other applications for real-time meetings which could cause potential issues and delays.
Another disadvantage is its lack of native time-tracking features which can make it difficult to schedule meetings efficiently and adhere to specific timelines.
Asana might be too complex for simply scheduling meetings. It has a plethora of features built for project management which makes it potentially overwhelming for users who just want to use it for booking meetings.
In Asana, tasks don’t inherently carry a lot of detail. For meeting coordination, this could mean users would have to open the task to see more about it, complicating the process to get necessary information about a specific meeting.
Asana has limited viewing options. For meeting coordination, a more varied set of views like daily schedules, individual calendars, or meeting agendas would be beneficial, but Asana primarily focuses on listing tasks and timelines. This might limit how effectively it can be used to coordinate meetings.


What is Meeting Coordination Software?

Meeting Coordination Software is a type of productivity tool designed to simplify and streamline the process of scheduling appointments and meetings. It allows users to coordinate meeting times, book meeting rooms, create event invitations, and monitor responses.

Why is Meeting Coordination Software necessary?

Meeting Coordination Software assists in eliminating the manual effort, time, and potential errors involved in scheduling and coordinating meetings. Hence, leading to increased productivity. It efficiently manages the process, reducing the chance of double-booking or missed appointments.

Is the Meeting Coordination Software compatible with different types of calendars?

Yes, most Meeting Coordination Software products can integrate with various calendar platforms such as Google Calendar, Outlook, and iCal. This ensures that all your appointments are synchronized in one place, thereby reducing discrepancies.

Can the Meeting Coordination Software accommodate changes in schedules?

Yes, most Meeting Coordination Software offer functionalities to easily reschedule, cancel, or make adjustments to meetings. They also usually include automatic notifications or reminders to keep everyone updated about changes.

Does Meeting Coordination Software allow multiple participants?

Absolutely, Meeting Coordination Software is built to accommodate meetings of all sizes. Whether it’s a one-on-one meeting, a team huddle, or a large conference, these tools can handle invites and responses from multiple participants.