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The 10 Best Meeting Scheduling Tools

The 10 Best Meeting Scheduling Tools provide efficient, time-saving features for organizing meetings, with capabilities including calendar integration, time zone adjustments, and automated reminders among others.

A Meeting Scheduling Tool is a software application designed to automate the process of scheduling meetings, appointments, or events. This technology typically provides an interface that allows users to view, manage, and coordinate schedule availability, set reminders, and confirm appointments across multiple participants in varying time zones. Advanced tools can integrate with personal or business calendars, email systems, and even customer relationship management (CRM) software, thereby greatly enhancing efficiency, reducing scheduling conflicts, and improving communication. The primary goal of a Meeting Scheduling Tool is to streamline the meeting set-up process, saving time, and improving productivity.

Key Features

One of the quintessential features of a meeting scheduling tool is its ability to streamline the process of finding a suitable time for all participants. This sophisticated functionality involves checking each attendee’s calendar for availability, suggesting mutual free slots, and even considering different time zones for remote or global teams. This eliminates the back-and-forth emails or messages commonly associated with scheduling meetings, making the process efficient and hassle-free.

Another key feature is the integration with popular calendar services and email clients, ensuring that scheduled meetings are automatically updated across all platforms used by the participants. This seamless integration helps in avoiding double bookings and ensures that changes in one calendar are reflected in others. Furthermore, reminder functionalities can be customized to send notifications to participants ahead of the meeting, ensuring that everyone is prepared and on time, thus enhancing the overall productivity and effectiveness of meetings.

The Best Products

Meeting Scheduling Tool: Our Recommendations

Pick #1: Our Software


ZipDo, a cutting-edge cloud-based meeting scheduling application, triumphs in enhancing team coordination by innovating how meeting timelines are planned, structured, and communicated. Its real-time scheduling, collaborative calendar management, and alignment with popular productivity tools make it crucial for teams, regardless of their size.

A paramount feature of ZipDo is its real-time scheduling capability, ensuring everyone’s timely participation and eliminating the need for traditional calendar shuffling. After scheduling, meeting slots can easily be edited and updated for current information, ensuring seamless coordination.

Organizing meetings is a breeze with ZipDo, which enables convenient segmentation into channels or categories. Its noteworthy searchability optimizes productivity by allowing immediate access to specific meeting details, doing away with tedious scrolling or manual look-ups.

ZipDo’s meeting scheduling system allows secure communication of schedule changes amongst colleagues, clients, or partners, thanks to its detailed access control. Additionally, its seamless integration with calendars allows automatic creation of meeting schedules, thereby getting rid of manual inputs.

In summary, ZipDo is an easily navigable tool that comes loaded with features aimed at boosting team productivity, collaboration, and project management. Its real-time scheduling, collaborative calendar management, organization, searchability, secure communication, and integration capabilities make it an indispensable tool, uplifting the meeting planning process and ensuring a smooth project trajectory.

Pick #2


Doodle is a powerful meeting scheduling tool that simplifies the process of arranging meetings by allowing organizers to propose multiple times and dates and enabling participants to choose the most suitable options. It’s a web-based application that eliminates the need for back-and-forth email exchanges, increasing efficiency and productivity. Doodle integrates with calendar apps to automatically update your schedule, provides polling features for group consensus, and allows customization to streamline and simplify scheduling processes. It’s an ideal tool for businesses and individuals to coordinate meetings, conferences, or social events conveniently.

Time Efficiency: Doodle eliminates the back-and-forth of finding a convenient meeting time through email or phone calls. Once everyone's availability is plotted on Doodle, the organizer can see at a glance the best time to meet.
Integration with Calendars: Doodle easily integrates with popular digital calendars like Google Calendar, Outlook, and iCal. This allows users to see their busy and free slots, ensuring they never double-book or miss a meeting.
Poll Feature: Doodle provides a unique poll feature where the organizer suggests multiple meeting times and dates, and recipients choose the ones that work best for them. This democratic approach ensures greater meeting attendance.
Automated Reminders: Doodle sends automatic reminders to attendees as the meeting time approaches, reducing the chances of no-shows and late arrivals.
Easy Sharing: Doodle allows users to share their polls and meeting links through various channels like emails, chat, or even embedded on websites. This flexibility simplifies the process, especially for large groups or public events.
Limited Features in Free Version: The free version of Doodle is relatively limited in scope. While it does allow for basic polling to select meeting times, access to more advanced features such as automatic reminders, calendar integration, and detailed RSVP tracking requires a paid Premium account.
User Interface: Some users might find Doodle's user interface less intuitive and more complicated compared to other competing scheduling tools. This could be a deterrent, especially for those who are not familiar with scheduling tools.
Dependence on Internet: Doodle is completely web-based, which means that it can't be used offline. This can be a major disadvantage for people who frequently travel or are in areas with unpredictable internet access.
Lack of Multi-day Event Scheduling: Doodle is great for scheduling single-day activities. However, for events spanning multiple days or recurring events, Doodle can be limiting, as users have to create separate polls for each day or event.
Limited Customization: Doodle could use more customization options in regards to its visual appearance and functionality. Users can't change the look of the polls or the emails sent, which may not align with company branding or a desired level of professionalism.

Pick #3


Calendly is an intuitive, user-friendly, and innovative meeting scheduling tool designed to facilitate the scheduling of meetings without the need for back-and-forth emails. It integrates with your online calendars like Google, Outlook, Office 365 or iCloud, to detect your availability, permitting clients or colleagues to pick a time slot based on your pre-set perimeters. With Calendly, users can customize their availability preferences, set buffer times between appointments, and prevent last-minute meetings. It streamlines the process of managing meetings, calls, conferences, and interviews, making your scheduling process efficient and hassle-free.

Time Zone Intelligence: Calendly automatically detects the time zone of the invitee for seamless scheduling, and ensures no confusion regarding meeting times across different time zones.
Embeddable Scheduling Features: Calendly offers the option to embed your scheduling page directly on your website. This allows for seamless integration with your existing web platform and a smoother user experience.
Integration with Other Tools: Calendly can be integrated with calendar apps including Google Calendar, Outlook, Office 365, and iCloud, and other popular apps like Zoom, Salesforce, and Slack. This ensures syncing schedules and having updates easily accessible on other platforms you use.
Advanced Scheduling Flexibility: Calendly offers the ability to set buffer times, limit the number of meetings per day, and customize availability on a per-meeting basis. This allows managing the user’s time optimally.
Group Scheduling and Round Robin Meetings: Calendly makes it possible to schedule group events, allowing multiple invitees to sign up for the same slot. Alternatively, in a team, Calendly can distribute meetings to members evenly through its round robin feature, ensuring balanced workloads.,
Limited Customization: Calendly may not allow as much customization as some users would like. For instance, the options for adjusting the appearance of the scheduling page are relatively limited.
Overflow of Meetings: If not properly configured, Calendly can lead to an overflow of back-to-back meetings. This is mainly because the scheduling of buffer times between appointments can be challenging.
Zoning Issues: There may be issues with time zone synchronization when dealing with international clients which may cause confusion.
Absence of Advanced Features: Calendly lacks some advanced features such as the ability to schedule more complex events like round robin meetings, or define meeting roles for participants.
No Native Video Conferencing: There isn't built-in video conferencing in Calendly. It requires integrating another tool like Zoom to provide this functionality which may not be efficient for some users.

Pick #4

MS Outlook.

Microsoft Outlook is a versatile application that goes beyond being just an email client, performing as a proficient meeting scheduling tool as well. With its calendar function, it allows users to schedule meetings, invite participants, set reminders and manage rescheduling or cancellations seamlessly. Users can view others’ availability (if shared within the network), book rooms or resources, set recurring meetings, and attach necessary files for the meeting. The invitations sent through Outlook can be directly added to the attendees’ calendars, and it also allows participants to RSVP, providing streamlined coordination and organization of meetings.

Shared Calendars: With MS Outlook, users have the ability to share their calendar with others, allowing colleagues to view each other’s availability when scheduling meetings. This can reduce the number of back-and-forth emails while scheduling a suitable time for a meeting.
Integration with Microsoft suite: Being a part of the Microsoft ecosystem, Outlook integrates seamlessly with other Microsoft tools like OneDrive, SharePoint, Teams, and allows for easy attachment of documents directly from these apps in meeting invites.
Recurring Meetings: MS Outlook has features that allow setting up of recurring meetings which is beneficial for weekly or monthly status meetings or updates and eliminates the need to schedule each instance separately.
Meeting Reminders and Notifications: MS Outlook provides timely notifications and reminders for meetings, which help in ensuring participants do not forget or miss out on important appointments.
Room and Resource Scheduling: MS Outlook provides tools for booking meeting rooms or equipment needed for meetings. This is especially useful in large organizations where meeting resources are shared and need to be managed efficiently.
Limited Customization Options: Unlike some other scheduling tools, MS Outlook only offers a limited range of options for personalizing the scheduling process. For instance, users cannot alter the standard scheduling format or apply their company’s branding to the interface.
Conflicting Scheduling: If the users do not maintain their calendars regularly or fail to mark their availability appropriately, it may lead to conflicting schedules. With multiple meeting requests and attendees, oversight is possible in MS Outlook's calendar.
Time Zone Confusions: While MS Outlook does provide functionality to adjust for different time zones, it can still lead to confusion among participants in different geographical regions, especially if the settings are not properly managed.
Lack of Complexity in Recurring Meetings: MS Outlook has limitations for setting up complex recurring meetings. Its interface becomes challenging when setting up meetings that need to occur in an irregular pattern or have varying attendee requirements.
Avoidance of Overbooking Feature: MS Outlook lacks the feature to avoid double booking of meeting spaces. If the same room is booked by two different teams for the same time slot, Outlook does not provide a warning about the overlap.

Pick #5

Google Calendar.

Google Calendar is a free, cloud-based meeting scheduling tool developed by Google. It allows users to create, edit, and manage events in an interactive calendar which can be accessed from any device with an internet connection. Google Calendar supports real-time collaboration, meaning multiple users can view and edit the same calendar simultaneously. It also integrates seamlessly with other Google services including Gmail, Google Drive, and Google Meet, facilitating efficient scheduling of meetings directly from email threads, storing and sharing meeting documents, and conducting virtual meetings. Its features like time zone synchronization, color-coded event categories, notifications, and so forth, make it an efficient and easy-to-use tool for scheduling and coordinating meetings.

Seamless Integration: Google Calendar is a part of the Google Workspace Suite, so it integrates seamlessly with other Google apps like Gmail and Google Meet. This can greatly enhance meeting scheduling and communication because users can directly create and join meetings from their calendar or email.
Smart Scheduling: Google Calendar provides 'Suggested Times' feature that recommends meeting times based on the availability of all participants. This feature reduces the time spent on coordinating schedules and makes planning more efficient.
Shared Calendars and Visibility: Users can share their calendars with others or have access to others' calendars (given permissions are granted). This enables everyone to see common free time slots, promoting easier scheduling of meetings without unnecessary back-and-forth.
Customizable Notifications: Google Calendar gives the ability to set up customizable reminders and notifications for meetings. These can be in the form of pop-ups on the device, emails, or even text messages. This ensures that all participants are reminded ahead of the meeting, reducing the chances of no shows.
Calendar Link Sharing: Google Calendar facilitates easy sharing through the 'shareable link' feature. This allows users to provide a direct link to a specific event or meeting. The recipient can view the event and add it to their own calendar, eliminating possible miscommunications or forgotten events.
Limited offline functionality: Google Calendar, when used as a meeting scheduling tool, requires a reliable internet connection. It does function offline to some degree, but the offline mode can be rather limited especially in synchronizing changes when connectivity is reestablished.
Difficulty in complex scheduling: If there are complex scheduling scenarios like time-zone differences, multiple participant availability, and recurring meetings, it can be somewhat tedious to manage these effectively using Google Calendar.
Overlapping events management: Google Calendar doesn't handle overlapping events very well. If you have back-to-back meetings, it might be difficult to identify and manage these.
Interface clutter: If you have a high volume of meetings and events, Google Calendar can appear cluttered which could lead to a less user-friendly experience, especially for new users.
Limited customizability: Google Calendar lacks comprehensive customization options. While basic functionality like color-coding and notifications are available, more complex customization options are lacking which can be disadvantageous to some users.

Pick #6


Acuity is an advanced, user-friendly meeting scheduling tool used extensively by businesses and individuals for the efficient organization of appointments and events. By automating appointment scheduling, it enables clients to view real-time availability and self-book their appointments. It also offers handy features such as automated reminders, customizable confirmations, time zone conversions, and integration with third-party apps like Google Calendar, Outlook, and Zoom. Acuity aims to streamline the process of coordinating schedules, reduce administrative time spent on manual booking, and enhance overall productivity.

Time Zone Intelligence - Acuity allows users to see their calendars and schedule their appointments in their own time zone, making it ideal for international business operations where multiple parties are involved from different time zones.
Multiple Calendar Integration - Acuity offers seamless integration with various calendars like Google Calendar, Office 365, Outlook, and iCloud. This allows users to manage their meetings and schedules in one place.
Flexibility of Appointment Types - Acuity allows users to create and customize different types of appointments, enabling flexibility for various types of meetings or events.
Automated Reminder and Follow-up Emails - Acuity can send automated email reminders before an appointment and follow-up emails after the meeting. This ensures no attendees forget their appointments and enhances customer experience.
Client Self-Scheduling - The tool enables clients to book their own appointments based on the availability slot given by the service provider. This eliminates back-and-forth emails, saving time for both parties.
Acuity doesn’t natively integrate with certain popular apps out of the box. This can limit its functionality and ease of use, especially for users who rely heavily on certain applications for their scheduling and communication needs. The aesthetics and customizability of Acuity's user interface is considered to be limited. This can be problematic for businesses that value a personalized, branded client-facing scheduling tool.
Acuity's complexity can be a double-edged sword. While it's advantageous for power users, it can be intimidating for less tech-savvy users to understand and utilize its full functionality promptly.
The settings in Acuity can be a bit challenging to navigate and adjust precisely. Users have reported that certain settings, like those related to calendar syncing, can be difficult to set up correctly, leading to errors or scheduling conflicts.
Acuity does not have a mobile application. While it does have a mobile website that can be used, this is not as efficient or user-friendly as a dedicated mobile app would be, especially for those who like to manage their schedules on the go.

Pick #7 is a powerful meeting scheduling tool recognized for its use of artificial intelligence to automate the often time-consuming process of coordinating, scheduling, and following up on meetings. It leverages AI personal assistants ‘Amy’ and ‘Andrew’ who can understand and execute natural language requests, engaging seamlessly in email conversations with your contacts to determine optimal meeting times, book rooms or locations, send calendar invites, and even perform follow-ups. This results in considerable time savings, greater productivity, and a smooth scheduling experience.

Intelligent AI integration: uses an advanced form of artificial intelligence to provide user-friendly, efficient scheduling. It understands complex scheduling terminology and can adjust scheduling parameters seamlessly.
Automated Follow-ups: ensures that no task goes overlooked by sending automated follow-ups. This eliminates the need for manual tracking and chasing.
Calendar Syncing: offers a syncing feature that aligns with multiple calendars systems like Google, Outlook, and Exchange. It is capable of coordinating between different calendars systems, allowing it to schedule meetings no matter what platform participants use.
Efficient Time Zone Handling: handles all time zone calculations which removes the usual confusion that can arise when scheduling meetings across different time zones. This ensures a smooth, conflict-free scheduling process.
Customizable Personal Assistant: provides you with a personal AI assistant that can be custom-named and programmed to understand and implement individual preferences and restrictions, offering a greater level of personalization.
Limited Customization Options: Unlike some other tools, offers limited customization abilities. This means that it may not meet all of the specific needs of an individual or organization when it comes to scheduling meetings, especially if you have unique or specific requirements.
Dependence on Email: heavily relies on email communication for scheduling meetings which can be a disadvantage in an ecosystem where people use diverse ways of communication such as team collaboration tools, direct messages, etc. It doesn't integrate with tools like Microsoft Teams or Slack.
No Visual Calendar: There is no standalone visual calendar in The lack of a visual scheduling feature means that users can't see their available time slots at a glance, and may have to switch back and forth between the app and their own calendar to determine their schedule.
Misinterpretation and Inaccuracy: The AI is capable of processing natural language but there is always a chance of misinterpretation of human instructions due to difference in semantics or syntax which can lead to errors in scheduling.
Lack of Control over Scheduling: As meetings are scheduled by the AI, users don't have total control over what goes into their calendars. Consequently, they may find themselves in back-to-back meetings or meetings scheduled at inconvenient times, which may impact their productivity and efficiency.

Pick #8


When2Meet is a user-friendly, web-based meeting scheduling tool, specifically designed to simplify the process of coordinating events or meetings for groups of people. It allows users to quickly visualize and identify common availability by highlighting times that work best for all participants. This can be particularly beneficial for organizing business meetings, team activities, social events or any gathering that involves multiple attendees. Users can easily share their proposed meeting times, respond to invitations and track participants’ responses.

Easy-to-use interface: When2Meet has a simple and clean interface which makes it easy for users to manage their schedule and appointments.
Real-time availability tracking: When2Meet tracks the availability of all participants in real time, which makes it more efficient and reduces the chances of scheduling conflicts.
Unlimited Participants: When2Meet allows you to add as many participants as you want to your event without any extra cost. This benefit is especially useful for scheduling large meetings or events.
Low learning curve: With its intuitive and straightforward design, new users can quickly understand and effectively use When2Meet without extensive training or technical assistance.
Flexibility in setting availability: When2Meet offers a high degree of flexibility in marking availability, allowing users to indicate varying levels of availability (from green for "yes", yellow for "maybe" to the red for "no"). This gives a more nuanced view than just available or not.
Lack of Integration: Unlike other services, When2Meet doesn't integrate with calendars platforms such as Google Calendar, Microsoft Outlook, or Apple iCal. Citizens are required to manually cross-check their schedule and this can lead to errors.
Incomplete Time Zones Support: When2Meet operates mainly in the organizer's time zone. This can create confusion among participants in different time zones.
Limited Interface: The User Interface of When2Meet is relatively basic and dated, which might not be appealing to users who prefer more visually impactful and intuitive design.
No Mobile Application: There is no dedicated mobile app for When2Meet, and while the website can be accessed on mobile devices, its functionality may be limited.
No Support for Reoccurring Meetings: When2Meet supports only one-time events. It does not support recurring meetings. Hence, for regular meetings, a new poll has to be created every time.

Pick #9


ScheduleOnce is a comprehensive meeting scheduling tool that streamlines the process of setting up, managing, and tracking business meetings and appointments. It offers a user-friendly interface allowing people to view the availability of others and to easily schedule meetings without the back-and-forth typically associated with this task. It integrates with various online calendars, such as Google Calendar, and its robust range of features include automatic time zone detection, meeting type customization (like one-on-one, group, and collective), reminders, rescheduling options, and more. Overall, ScheduleOnce optimizes scheduling efficiency and reduces administrative effort, contributing to improved productivity and collaboration.

Timezone Intelligence - ScheduleOnce quite proficiently handles all time zone conversions. This makes coordination easy among team members and clients across the globe, reducing the chances for errors and confusion.
Complete Branding Control - ScheduleOnce allows businesses to maintain their brand identity during scheduling by customizing the appearance and feel of their booking pages, offering a seamless booking experience.
Robust Integrations - ScheduleOnce efficiently integrates with many online calendars such as Google Calendar, Office 365, Exchange, and iCloud. This ensures that all appointments or meetings get reflected in all your connected calendars, keeping things organized.
Multi-User Scheduling - This tool offers extensive capabilities for arranging group sessions like team meetings, webinars, and classes. The smooth availability sharing and pooling options make it simple to schedule team meetings or one-on-one appointments.
Guided Scheduling Processes - ScheduleOnce offers an interactive scheduling process, guiding invitees through each step of the appointment-booking process. This reduces confusion for the user and ensures that the process is user-friendly, irrespective of the tech savviness of the client or employee.
Limited customization: ScheduleOnce provides some customization options, but there are limits. For instance, you can't fully adjust the end-user interface to match your brand's look and feel which can lead to less than optimal user experience.
No built-in video conferencing: While ScheduleOnce can integrate with a variety of programs, it doesn't have built-in video conferencing. This means for a user to set-up a video conference, they have to go through the additional step of integrating with an external tool like Zoom or Google Meet.
Complexity in usage: Some users have reported that ScheduleOnce's interface is not as intuitive as other scheduling tools. This can result in a learning curve, which could be challenging for less tech-savvy users.
In-effective reporting and analytics: Although ScheduleOnce provides metrics and reports, it falls short in giving deep insights into meeting and scheduling trends, which can inhibit the optimization of scheduling practices for businesses.
Limited integration options: Despite having integration with some popular tools, it still lacks extensive integrations with many other customer relationship management software and marketing tools which could limit its effectiveness in a comprehensive business ecosystem.

Pick #10 is an advanced artificial intelligence (AI)-powered meeting scheduling tool which streamlines the process of coordinating meetings, appointments, and other events, saving time and improving productivity for its users. The platform integrates with numerous calendar and email systems, and uses natural language processing to understand and act upon user instructions, hence automating the process of finding suitable meeting times that work for all participants, sending calendar invites and setting up video conference links if needed. With features like automated reminders and meeting rescheduling, brings efficiency, versatility, and ease to the process of organizing meetings.

Intelligent Automation - automates the process of meeting scheduling, removing the manual back-and-forth coordination usually involved.
Integration with Other Tools - It seamlessly integrates with various office tools and calendars, thus ensuring a unified working experience.
Timezone Recognition - can automate meeting scheduling across different time zones, which is particularly beneficial for businesses that operate globally.
Personalized Schedules - The tool allows personalization based on your availability and preferences. It helps to manage your schedule effectively.
Streamlines Booking Processes - not only schedules meetings but also handles all aspects of meeting bookings, including sending invites, reminders, cancellations, and rescheduling.
Limited Integration: While does have integration capabilities with popular calendars, it doesn't have extensive integration capabilities with a wide range of third-party applications, restricting its usefulness to certain teams.
Currently no mobile application: Especially in a world where mobile efficiency is often paramount, has no dedicated mobile app. This means meeting scheduling has to be done on a desktop most of the time, which might not be convenient for some users.
Learning Curve: Due to its AI-based design, some users may find harder to understand and use effectively. It uses chatbot interface which might not be user-friendly for all.
Limited automation capability: While it does offer meeting scheduling, has limited function in terms of pre-meeting and post-meeting activities, such as agenda creation or follow up emails.
Inefficient in Scheduling Large Meetings: may not be the best option when it involves scheduling large meetings (more than 20 participants), as it can become less efficient and more cumbersome to manage large groups.

Pick #11

YouCanBook.meis a cloud-based meeting scheduling tool designed to streamline the process of booking appointments, meetings, or events. This tool integrates seamlessly with popular calendar systems, such as Google Calendar and Microsoft Outlook, to automatically detect availability and prevent double bookings. It allows customizable booking forms, automated confirmation emails, reminders, and cancellation notifications, enhancing efficient communication with clients. Its powerful features like time zone detection, buffer time, and round-robin bookings make it a valuable tool for businesses looking to save time and increase productivity.

Seamless integration with existing calendars: integrates with Google Calendar and Outlook, enabling you to manage all your appointments in one place.
Flexible Availability Settings: It provides full control over your bookings, allowing you to define your availability in terms of days and hours. You can also set buffer times between appointments to prevent back-to-back bookings.
Customizable Booking Pages: lets you customize your booking pages to match your brand feel. You can add your business logo, change colors, and customize the text to provide a personalized booking experience for your clients.
Automatic Time Zone detection: This tool ensures that you and your participants are on the same page by automatically detecting and converting appointments to the relevant time zone. This feature is highly beneficial for booking meetings with international participants.
Time-saving with Automated Reminders and Confirmations: The tool automates the process of sending confirmation and reminder emails or SMS for scheduled meetings. This not only saves time but also reduces the chance of no-shows by keeping all involved parties informed.
Limited Customization: While YouCanBook.meprovides several functional options for scheduling, its limits concerning the look and feel of the booking page can be discouraging. Users cannot fully customize the layout and design according to their brand's aesthetics.
Complex Interface: Despite it being a robust tool, some users find the dashboard and interface of YouCanBook.mesomewhat complex and not very user-friendly, especially for beginners.
Time Zone Error: YouCanBook.mesometimes struggles with time zone adjustments. When dealing with international meetings, users have reported instances where the system doesn't accurately adjust for different time zones, causing confusion.
Integration hiccups: Although YouCanBook.mehas integration capabilities with Google Calendar, there have been reports of issues where scheduled appointments don't always sync correctly or promptly between the services.
Limited Rebooking Options: If a client or customer wants to reschedule their appointment, the process can sometimes be cumbersome and inconvenient. Instead of simply choosing a new slot, they have to cancel their original booking and make an entirely new booking.

Buying Criteria

In the quest for the perfect meeting scheduling tool, ease of use stands paramount. The ideal solution should boast an intuitive interface, enabling users to quickly navigate through its features without extensive training. It must seamlessly integrate with popular calendar applications, ensuring that scheduling conflicts are effortlessly avoided. The right tool should also offer customization options to accommodate the diverse needs of teams, allowing for the setting of varying availability, meeting durations, and buffer times. By prioritizing user-friendliness and integration capabilities, organizations can significantly streamline their scheduling processes.

Another critical factor in selecting a meeting scheduling tool is the level of automation and flexibility it offers. The best tools in the market are those that provide automated reminders via email or SMS, minimizing no-shows and enhancing time management. Moreover, they should support virtual meeting integrations, giving teams the flexibility to connect from anywhere in the world. Additionally, the ability to track and analyze meeting patterns can be invaluable for organizations looking to optimize their time allocation. Considering these factors will ensure you choose a tool that not only simplifies scheduling but also amplifies team productivity and efficiency.


Investing in a meeting scheduling tool becomes a strategic move when the complexity and volume of meetings begin to drain resources and productivity. For organizations or individuals consistently juggling multiple appointments across various time zones, or for those coordinating with external stakeholders such as clients or partners frequently, the automation of scheduling can significantly reduce administrative burdens. It’s particularly sensible for teams where syncing calendars can turn into a logistical nightmare, leading to missed opportunities and communication gaps. In such cases, the efficiency gained far outweighs the cost, streamlining operations, enhancing collaboration, and elevating overall time management within the organization.

On the other hand, it may not make sense to invest in a meeting scheduling tool if the scale of operations is small, with meetings being infrequent and easily manageable through basic digital calendars or communication tools. For startups or individuals on a tight budget, where every expense must be critically justified, the benefits of such tools might not justify the costs. Additionally, in environments where personal interaction and spontaneously arranged meetings are valued over structured scheduling, the formal nature of these tools could potentially stifle the organic flow of communication. In these contexts, maintaining simplicity and minimizing unnecessary software subscriptions can be the more prudent approach.


What is a Meeting Scheduling Tool?

A Meeting Scheduling Tool is a software application designed to help arrange and organize meetings in a more efficient and effective manner. It allows users to easily set up meetings, coordinate attendee schedules, and ensure optimal use of resources.

How does a Meeting Scheduling Tool work?

It works by enabling users to send out meeting invites to attendees with proposed times. Attendees can then indicate their availability, and the tool identifies the best time for everyone. It may also have integrated features for room booking, reminders, and syncing with calendars.

Can a Meeting Scheduling Tool integrate with my existing calendar platform?

Yes, most Meeting Scheduling Tools integrate with a variety of calendar platforms such as Google Calendar, Microsoft Outlook, and Apple Calendar. This allows for a smooth synchronization of schedules and eliminates the risk of double-booking.

Is it possible to schedule recurring meetings with a Meeting Scheduling Tool?

Yes, most Meeting Scheduling Tools offer features to schedule recurring meetings. You can set the frequency, duration, and time of the recurring meetings to automate the scheduling process.

What are some popular Meeting Scheduling Tools?

There are numerous Meeting Scheduling Tools available. Some very popular ones include Calendly, Microsoft Bookings, Doodle, and ScheduleOnce. Each tool has its own unique features and capabilities, so it’s important to choose one that best fits your needs.