6 Best Meeting Scheduling Tools and Apps

By | December 25, 2021

Scheduling a meeting with lots of people is like herding a cat. Everyone has different commits they need to stick to, along with different time slots they want to commit. By the time you’re figuring out when to meet up, you may be so frustrated with everyone’s availability that you’re conflicted that you have the urge to cancel.

While scheduling a meeting can seem nearly impossible, having a scheduling app can make the process less painful. Here are the best meeting time planners you can use.

How we rank them: There are plenty of meeting schedulers out there. Therefore, we chose the option that scored the highest in the following three categories:

  • Integration: How easy is it to use the scheduling tool in combination with other applications?
  • Ease of Use: How easy is it to use the app itself?
  • Feature: How much can the app do?

Each category is scored from 1 to 5, with 1 being the lowest and 5 being the highest. Let’s explore these options now.

Google Calendar is the first free scheduling app we’ve included on this list. It scores highly in all three of our categories: integration, ease of use, and features.

As part of a wider collection of tools, Calendar has an excellent ability to integrate with other Google applications, including Gmail. It also offers a lot of flexibility when it comes to its features.

If you want to schedule a meeting, you need to create a Group Calendar within the app. To make it:

  • Open your Calendar app, then click Other Calendars + > Create New Calendar.
  • Once created, click on the three dots next to the calendar name and click Settings and sharing.
  • Select the sharing option to share this calendar with your team.

After you create a Google Calendar group, you can use it to:

  • Track everyone’s availability.
  • Look who’s outside the office.
  • Coordinated deadlines.

If you need an all-in-one meeting app that’s easy to use, Google’s Meeting scheduler is definitely the way to go.

Integration: 5

Ease of use: 4

Features: 3

Next on the list? Rally, an open source scheduling tool. It is completely free to use.

Simple and pared down compared to other meeting apps on this list, Rally lets you create pages for new meetings or events. By sharing a referensi to the event, you and other recipients can discuss details on the meeting page itself.

The big downside for Rally is that you can’t create polls to choose meeting time slots, so it’s not as flexible as some of the other free online scheduling tools.

As such, Rally is better for small, casual groups of friends hosting simple one-off get-togethers.

Integration: 2

Ease of use: 5

Features: 3

Along with Google Calendar and Rally, we’d like to recommend Assistant.to, which is another free scheduling app.

The idea behind Assistant. To integrate the scheduling assistant into your Gmail inbox.

When you compose an email in your inbox, Assistant.to will appear as a small circular button in the lower right corner. Once you click that button, it will take you to the calendar scheduling app and attach the suggested time slot.

The main drawback of this program? Assistant.to can only schedule meetings between you and one other person. However, this app can also:

  • Automatically detects the time zone.
  • Take note of your most common meeting times, to offer future recommendations.
  • Integrate with Google Hangouts, GoToMeeting, UberConference, and ReadyTalk.

Assistant.to is good for freelancers and business professionals who want to schedule a one-on-one interview. It’s not good for the team at the moment.

Integration: 4

Ease of use: 5

Features: 4

Doodle (Free, Subscription Available)

Doodle is another work schedule app that we’ll include on this list. Like Google Calendar, we included it because it scored high in all three of our categories.

Doodle has a free subscription option and is available. The free option simple and basically used for one time events. To create a free Doodle poll, simply poll via the website and send the referensi.

For a subscription option, you can also try Doodle’s free 14-day trial.

Doodles can also:

  • Detect time zone automatically.
  • Sync with Google Calendar and Office 365.
  • Submit a proposed meeting time and ask the recipient to vote for it.
  • Allow guests to indicate the dates they can set up the meeting, along with the dates they can create if no other options are available.

If you sign up for a subscription Doodle Premium, there are four different payment plans: Starter, Pro, Team, and Enterprise. Through the Doodle Pro, Team, and Enterprise options, you can also customize the Doodle app by adding your company logo or brand colors.

Doodle is the best schedule app out there if you want to organize a meeting. It is also a relatively inexpensive option for business owners looking to take their team communication skills to the next level.

Integration: 5

Ease of use: 5

Features: 5

Calendly (Free, Subscription Available)

Calendly is another great option for poll alternatives. Like Doodle, it has a free subscription option and premium.

When you set your schedule, Calendly will ask for your time slot preference. Then it will calculate your availability from there. By email, the recipient can choose a time to meet you. Once the time is set, it will be added to your calendar.

Calendly can also:

  • Integrate with Google Calendar, Office 365 Calendar or iCloud.
  • Set up a buffer between meetings, to account for overtime.
  • Automatically knows everyone’s availability by time zone.
  • Schedule a one-on-one meeting.
  • Track the absence rate to each meeting.

While Calendly can be used for one-on-one encounters, his true strength comes from his ability to organize and monitor large-scale events.

Integration: 3

Ease of use: 3

Features: 5

Lastly, we would like to recommend the YouCanBook.me meeting scheduler app. It is a paid subscription service that allows business professionals to book meetings with clients.

Since YouCanBook.me is geared towards business-to-client relationships, it’s not the best tool for internal meetings. However, like the other options on this list, YouCanBook.me offers a lot of flexibility when it comes to its features.

You can:

  • Automatically detects the time zone when scheduling a meeting.
  • Customize reminders for your meetings.
  • View team member availability for your meeting.
  • Set a price for your order, if you offer a paid consulting service.
  • Take payment for orders via Stripe integration.

Although YouCanBook.me is predominantly a subscription-based service, you can explore the free trial before signing up.

YouCanBook.me is a great tool for businesses and independent contractors who offer paid services to customers.

Integration: 3

Ease of use: 3

Features: 5

Use Meeting Scheduler, Hassle Free

Scheduling a meeting with many people is not an easy task. However, with the help of this app, you can make the most of it.