|The 16 Best Meeting Scheduler Apps and Tools
The 16 Best Meeting Scheduler Apps and Tools:
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There are few tasks in the professional life as tedious as scheduling meetings. Finding a time that works for everyone can be a losing battle of long email strings and accidental double-bookings.
Scheduling a meeting time shouldn't be hard. Fortunately, there are dozens of online meeting scheduler apps available—each with pros and cons— and while some work with a range of calendar applications, others are narrowly focused to just one or two. What they all have in common is that they're a lot easier than playing email tag.
What Makes a Great Meeting Scheduler?
Ideally, a meeting scheduler works with a range of calendar apps, such as Google Calendar, Outlook and iCal, but those full-featured schedulers are few and far between.
The best app, then, is the one that's compatible with your calendar, but doesn’t limit your guests, either— you can't control which calendar service your guests are using, so it's better if your meeting scheduler doesn’t assume invitees are using a specific calendar app. Bearing this in mind, many of the scheduling apps that we discuss will be dependent on a specific calendar service, but your guests will have more options when responding to your requests and adding your events to their own calendars.
When choosing apps, we looked for a range of meeting schedulers that provide extra functionality beyond just creating event invites. While many of the apps double as conversion tools that set appointments with potential clients or manage online registrations for things like workshops and classes, the focus of this list is on schedulers that make easier to connect with your colleagues.
The Best Meeting Scheduler Apps
Assistant.to for individuals using Google apps
Once installed, Assistant.to
adds a widget to all "Compose New Message" windows in Gmail. Simply choose meeting times that work for you, and Assistant.to will add them to your email with a note asking the recipient to choose one of the meeting options. Assistant.to runs via a Google Chrome extension, so it won’t work in Firefox or any other browser. The extension is only compatible with Gmail, but the developer is looking to add support for Outlook.
Assistant.to works best for people who already use Google Calendar, since the extension uses data from Google Calendar to flag potential time conflicts, but your recipient can accept your invite using any calendar app. While Assistant.to is compatible with both personal- and business-grade Google accounts, it only works for one-on-one meetings and can’t schedule meetings with more than one guest. So the app works best for individuals, but may have limited use for larger businesses that schedule team meetings more often.
Assitant.to Pricing: Free
Boomerang Calendar for groups using Google Apps
is another browser extension that relies on Gmail and Google Calendar to function, but this one is compatible with both Google Chrome and Firefox. This option supports group meetings of several people on its website, making it perfect for coordinating groups, and because it accesses your Google Calendar account, Boomerang Calendar will let you know when potential meeting times overlap.
You can also use Boomerang Calendar to share your availability for the next several days with a single click, without sharing access to your calendar. This preserves your privacy while simplifying scheduling.
Boomerang Calendar Pricing: Free; Beta
Doodle for deciding on a meeting time
Scheduling app Doodle
can put your meeting time to a vote with a few clicks. Simply input information like location, potential meeting dates, and time options, and Doodle will create a sharable poll that you can send out to your team. From there, each team member enters his or her email address, and votes on a time slot. It's a straightforward, democratic way to coordinate.
Doodle's scheduling feature is free—and ad supported—but if you upgrade to the premium version you can integrate Google and iCloud calendars (plus Outlook, with a little jerry-rigging), send automatic reminders to participants, and request additional info in your poll.
Doodle Pricing: Free with ads, premium features from $39/year
TimeBridge for busy professionals
is a web app that can coordinate your meetings for you. It's compatible with Outlook, Google Calendar, and iCloud, and syncs your calendars with its scheduling app. With a TimeBridge account, you can set a few default meeting options and black-out times when you’re never available, but you’ll be limited to five suggested timeslots per meeting.
There are some pretty great reminder features included in TimeBridge, too. With a mobile number saved in your TimeBridge account, you have the option to receive an SMS notification five minutes before a planned meeting. Plus, TimeBridge's Daily Brief email can provide you with a few details about your day, including maps, directions, and weather forecast for your meetings.
TimeBridge Pricing: Free
Calendly for recurring appointments
is another app that relies almost exclusively on Google—the sign-in process requires a Google account, and Calendly syncs with Google Calendar. Once an invitee has accepted a meeting invitation, though, it will add the appointment to your guest’s Google, iCloud, or Outlook calendar.
Calendly saves multiple meeting types, so you can clone weekly or monthly meetings, keeping your preferences for length of meeting and available time-slots intact without affecting your default settings for new meetings. While Calendly works well for scheduling meeting with individuals or team members within an organization, its custom events links work well for sharing events with clients and customers, too.
Calendly Pricing: Free; Premium features from $8/month
Vyte.in for hands-off Google Calendar scheduling
requires a Google login for the event organizer, but your guests can use any calendar app. Once logged in, Vyte.in will show you any conflicts on your schedule so that you don't accidentally double-book yourself, and it blocks off potential time slots in Google Calendar as they're proposed. Your invitees can vote via email for the most convenient meeting times, and Vyte.in will track who chooses which time without requiring a login for your guests.
Vyte.in works well for organizers wrangling several schedules—it will even send the meeting invitations and schedule the meeting on your Google Calendar once a firm time is chosen.
Vyte.in Pricing: Free; Beta
Meet-O-Matic for coordinating large teams
web app lets you set up meeting windows with lots of people, giving you a meeting link to monitor responses to your invitation. Meet-O-Matic doesn't sync with your calendar, but the premium plan allows you to export meeting info to an Excel or CSV spreadsheet.
Because it doesn't sync with your calendar, Meet-O-Matic won't prompt you about potential conflicts. But that also means it's not reliant on any particular application, so it's a better bet for folks without a Google account.
Meet-O-Matic Pricing: Free; Advanced Edition for individuals starting at $19.99/year; Workgroup Package for 10 users $99/year
NeedToMeet for collaborative scheduling
creates a meeting event page to share with your invitees, and from there they can register for any of your open slots. What sets NeedToMeet apart, though, is that everyone visiting the registration page can see everyone else's availability. If most of the guests who have already RSVP'd are only free for a limited span of time, all guests following will see that and can potentially adjust their own schedules to suit the group. This limits the back and forth and removes you as schedule moderator.
The Outlook add-in means that you can create events from the Outlook application without visiting the NeedToMeet web app. There are also iOS and Android apps for creating and managing events. Though it won’t sync automatically with Google or iCloud calendars, NeedToMeet will add events to your calendar with a click from the web app.
NeedToMeet Pricing: Free
Meetin.gs for meeting preparation
doesn't allow users the option to set several potential or tentative meeting times, so this web app will work better if you already know your guests’ schedules. What Meetin.gs can do, though, is give you a good space to distribute any meeting materials collaboratively: create an agenda or attach files to the meeting’s page, and participants can update or share information as the meeting date approaches.
The timeline feature in Meetin.gs also sorts your upcoming appointments, giving you a fresh way to look at how your time is being spent. Meetin.gs synchronizes with Google Calendar from the web app, but its iOS and Android mobile apps help everything sync up with nearly any calendar, including Outlook, Yahoo, and AOL.
Pricing: Free 30-day trial; Pro subscription $12/month, $129/year
ScheduleOnce for link-based group scheduling
is a big player in the appointment-booking game—it helps real estate agents, photographers, coaches, and everyone in between accept meeting requests from their clients. The framework is based on a personal booking page that users can send to their customers, which shows the user’s availability and gives the visitor options for meeting times.
But ScheduleOnce isn’t just for individual appointments: it also handles group meetings with ease. Using the app, you can highlight times that work best for you, create a unique link that shows your availability, and send it off to your invitees. From there each person enters his or her email address and votes on a time slot. ScheduleOnce can even pull in your Google and Outlook calendars, so it knows your availability instantly.
ScheduleOnce pricing: From $5 per user per month
Mynd for managing your calendar on mobile
is a full-fledged calendar dashboard for your iPhone, which integrates with your iOS calendars to pull in events, contacts, and locations. One of its most useful features is Mynd Scheduler: it helps users find agreeable times for team meetings by sending out a pre-formatted email with potential meeting times to invitees. Mynd also preemptively books each of these times on your calendar, so you don't double-book something while waiting for responses.
Mynd Pricing: Free with in-app purchases
YouCanBook.me for accepting appointments with Google Calendar