Finding time to schedule a meeting can be difficult, especially when you have a busy schedule and need to find time for both yourself and a group of people.
The process entails an incessant flow of communication and numerous time-consuming tasks. You have to examine calendars, choose a meeting location, arrange a call-in number, input the scheduled meeting in attendees’ calendars, and extend invitations to everyone. It can genuinely become quite a nuisance.
By outsourcing the work to a third party, which can also be referred to as a group scheduler, you can effectively minimize the time wasted on simple, mundane tasks. This dedicated worker assists you in managing all the back and forth, resulting in reduced downtime and unproductive periods.
In this article, we will discuss some of the top group scheduling apps that are capable of efficiently accomplishing the task at hand. These apps can be utilized by individuals, teams, or tools, and are designed to enhance the efficiency of your scheduling process.
Group Scheduling Apps To Check Out
Amelia
Amelia, the initial app on this list of group scheduling apps, is a booking plugin specifically designed for WordPress. It provides users with the necessary tools to make unlimited appointments and group bookings.
The plugin is simple to understand, with a minimal learning curve that allows you to quickly deliver an excellent experience to your customers.
When using the plugin to generate service descriptions, various details can be included such as photo galleries, custom fields, employees, duration, and miscellaneous extras.
Amelia also provides people with convenience and ease in booking both single and multi-day events. These events are showcased in a clear, user-friendly calendar that includes images and written descriptions.
Amelia encompasses key features such as:
The plugin’s automatic processing supports group training sessions, workshops, and class scheduling. This process is utilized for scheduling single-day, multi-day, and recurring classes as well as managing payments and handling events and their dates that are similar.
The back and front ends of the design are both modern and stylish. It can be customized to fit your website’s design and seamlessly blend in with it. Adding it to a page using a shortcode is effortless.
Trafft
Trafft is an excellent choice to consider due to its versatility. Trafft is a comprehensive software for managing professional service businesses, serving as both a powerful tool and a reliable digital business partner that supports various aspects of business operations.
This is the type of app that individuals in the service industry, including small and medium business owners, administrators, managers, and key staff, are utilizing to elevate their processes and businesses.
How does Trafft achieve this? Trafft achieves this by being a combination of an online no-code platform and a team of service business automation experts who provide human service. To put it simply, Trafft offers all the essential tools needed to manage schedules, accept bookings and payments, send reminders, and seamlessly integrate with other tools.
Trafft stands out from ordinary apps and tools that automate smaller tasks such as online bookings or personal schedules, which are usually difficult to set up and manage, and obtaining support is also challenging.
The Trafft app and its team accomplish this goal by offering assistance for the entire workflow process of a service-oriented company. Additionally, the app boasts an exceptionally user-friendly interface and UX design.
What does that mean in practical terms for you? It means you can avoid wasting time on repetitive tasks such as making phone calls to clients, confirming appointments, or rescheduling, and you won’t have to hire more staff for that purpose.
Additionally, it is equipped with all the necessary features for you to begin.
TimeTap
TimeTap is a meeting scheduler that is highly secure and suitable for enterprise use. It has a mobile-friendly design and is created to be simple yet effective for scheduling meetings.
Some of the features offered by the plugin include the ability to customize booking forms, different options for managing clients, support for multiple time zones, unlimited appointments, recurring appointments, and fully automated appointment waitlists. Additionally, the plugin enables the acceptance of payments and ensures the safety of all transactions and security of data.
TimeTrade
TimeTrade is a versatile and secure appointment scheduling tool that is intelligent and perfect for connecting, acquiring, and retaining customers. This meeting scheduler can be utilized in a wide range of industries, such as higher education, banking, and automotive services, among others.
The core functions of the plugin consist of tasks such as arranging appointments, managing schedules, generating reports, analyzing data, and integrating with CRM software. Additionally, the plugin enables video conferencing, multifaceted scheduling, and allocation of appointment requests to the most suitable team members.
Boomerang Calendar
Boomerang Calendar is a browser extension that works with both Firefox and Chrome. It can be integrated with Google Calendar and Gmail, allowing direct access to your personal schedules and email account. This extension provides several options to schedule and synchronize meetings on your calendar and the recipient’s calendar.
A preferred choice is to utilize the pullup view of your calendar during email composition. This enables you to choose from your available meeting times. Subsequently, the extension generates an embedded view of your calendar, which is then sent to the individuals you wish to schedule a meeting with, granting them visibility into your availability.
SimplyBook.me
SimplyBook.me is a useful meeting scheduling solution suitable for businesses in any size. With over 60 customized features, the software aims to attract new clients and maintain relationships with existing customers.
Some features that are included are reminders, the ability to accept appointments through social media buttons, and the option to charge upfront deposits in order to prevent last-minute cancellations.
Furthermore, it has the capability to merge with Google Calendar, WordPress, and payment providers.
Arrangr
Arrangr is a meeting scheduler with versatile capabilities of handling all aspects of scheduling meetings. It reserves possible meeting times and frees up slots that are not booked. It can be integrated with various apps like calendars and CRMs, and is also capable of scheduling large group events.
Arrangr’s most exceptional feature, however, lies in its utilization of data to propose a perfect meeting location for all individuals involved.
Appointy
Appointy, a cloud-based software, allows users the flexibility to promote their services and handle clients through word-of-mouth advertising methods. Renowned companies such as The New York Times and Google trust Appointy for their service-related operations.
Appointy allows you to receive online bookings, send automatic reminders and notifications via email/SMS, and process online payments. Furthermore, it can seamlessly connect with Google Calendar and various social media platforms.
Rally
Rally employs a poll system that permits attendees of meetings to vote on the most suitable time for their gatherings. The plugin is available for no cost and includes a convenient comment box, enabling voters to engage in a conversation. This simplifies the process for participants to talk about the forthcoming meeting and scheduling particulars.
Calendar
The Calendar can be used on both Macs and PCs, as well as Android and iOS devices. It is one of the most user-friendly scheduling tools currently available. With Calendar, you have the ability to tag participants for meetings and obtain a comprehensive report on their availability.
The free version of the plugin provides numerous advantages such as the ability to connect to calendars, receive SMS and email notifications regarding scheduling changes, and unlimited scheduling options.
ChiDesk
ChiDesk is a reliable software application that operates in the cloud, giving users the ability to easily handle various aspects of their business. ChiDesk is a popular choice for those who need features such as online booking, managing employees, scheduling appointments, and utilizing point of sale and marketing functions.
It is widely used by salons, fitness establishments, medical practices, and spas but can also be utilized by virtually any other type of business.
Pick A Meeting
Pick A Meeting is an efficient scheduling app that streamlines the process of arranging a meeting by reducing the need for excessive communication. The app employs a clever method when it comes to organizing meetings. Instead of sending a standard email and relying on luck for finding a suitable time that accommodates all attendees, it leverages the details available on their respective calendars to present a curated list of potential meeting times for the planner to choose from.
The scheduling app is convenient because it can be used by participants regardless of their email domain, enabling easy communication with partners using Gmail, Yahoo, and other email platforms.
10to8
10to8 is a cloud-based platform that allows large businesses, small startups, and independent practitioners to schedule meetings, set up bookings, coordinate calendars, and manage customer reservations.
The software allows customers to book, change, and cancel appointments. It displays client conversations in its calendar and enables users to access it remotely through mobile apps.
Included in the features are:
- Calendar sync
- Online bookings
- Online payments
- Appointment reminders
- Automated and group scheduling
- Room booking management
Mixmax
Mixmax is suitable for individuals in the sales industry as it is compatible with Gmail and includes a built-in scheduler within the email platform.
Mixmax offers various features for scheduling meetings, such as group scheduling, integrating your calendar into emails, and setting up meetings with just one click. Additionally, the app enables you to schedule emails and send reminders.
Google Calendar
Google Calendar is one of the most well-known group scheduling apps, used by millions of people around the world.
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With its affordable price, user-friendly interface, and numerous advanced integrations, this product offers great value. As it is developed by Google, it seamlessly works with a wide range of Google devices and software.
Google Calendar aims to simplify the process of scheduling meetings by utilizing a distinctive function called Group Calendar. Once the calendar is established, the creator can keep tabs on the availability of meeting attendees to determine a mutually convenient date.
Woven
Woven is aimed at busy professionals as its target audience. In order to maximize the platform’s benefits, users should schedule a minimum of 5-10 weekly meetings or allocate at least 10 hours for meeting time.
Woven incorporates event templates, group polls, and smart scheduling links as its built-in features. The scheduling app, recognized with the 2019 Appy Award for Productivity, allows users to handle each step of the meeting setup process using just one platform.
Acuity Scheduling
Acuity Scheduling is a platform for calendar management and meeting scheduling. It provides a cost-effective and efficient option for group scheduling and online booking. It was specifically created to cater to a wide range of businesses and industries, offering numerous helpful features to facilitate seamless appointment management.
You have various responsibilities, which include arranging meetings, overseeing room bookings across different locations, organizing group meetings, sending appointment reminders to clients via email and text, and managing appointment rescheduling, among other tasks. Additionally, specific features cater to different industries, like coaching, treatments, and club management.
SuperSaaS
SuperSaas offers businesses of any size the chance to schedule meetings using different devices. The software provided by SuperSaas can be tailored to meet specific needs and offers exceptional flexibility and customization options.
Reservation acceptance from Facebook, Instagram, and websites is possible for users, and SuperSaas can be integrated with payment gateways accepting any currency. The software is compatible with 29 languages.
SuperSaas offers a range of features.
- Mobile access
- Online booking and payments
- Accessible client databases
- Appointment reminders
Calendly
Calendly, which is probably the most well-known group scheduling tool on our list, has over 10 million users worldwide. It is highly likely that you have used Calendly before, particularly if you have needed to book a software solution demo, which is something we frequently do.
Established in 2013, this platform is relied upon by major companies such as eBay, Lyft, and L’Oréal to streamline their scheduling processes. It ensures privacy by considering your availability across all of your calendars before sharing available times. Once your invitee chooses a meeting slot, it is instantly confirmed. However, you can reschedule with ease and efficiency if needed.
Some of the main characteristics are:
- More than 100 partner integrations
- Automatic reminders
- Thank you notes
- The ability to group scheduling availability together for more options
- Pre-call email questionnaires
- Confirmation texts
- Post-call follow-up links
- Meeting polls
HubSpot Meetings
If you’re looking for a free option, you can try HubSpot’s meeting scheduler, which can be integrated with Gmail, G Suite, Outlook, and Office 365 for Windows. Simply connect it to your Office 365 or Google calendar, and your availability will be automatically synchronized.
You have the option to customize the length of your meeting, even though it is basic. Additionally, you can choose from different meeting lengths.
The group meeting links feature not only makes it excellent for organizing team meetings, but also enables the automatic addition of prospects to your HubSpot contacts database, making it a valuable sales tool as well.
Some of the main characteristics consist of:
- Embeddable calendar widget that can be shared on external site pages, like your website
- Direct links that can be shared by means of email
- Automated sequences to trigger emails
- Salesforce integration
- Group meeting links
Doodle
When considering the conventional meaning, confessing to your boss about doodling during meetings is considered unfavorable. However, if you are utilizing Doodle to arrange meetings, it is an exception and can be viewed positively.
Doodle, which is used by over 70,000 companies, allows you to initiate appointment bookings within a mere span of five minutes. To provide a glimpse of its widespread usage, the company website states that they facilitate almost 80,000 meetings on a daily basis.
The ability to add a custom logo and branding is worth highlighting as one of the notable features. It enhances the professional appearance of your meeting.
Included in the key features are:
- Group polls
- Automatic calendar invites
- Add an agenda, location, and other details
- Automatic video conferencing links
Bookeo
With its launch in 2010, Bookeo is one of the longer-standing software solutions on our list. Regardless of whether you are an individual entrepreneur or a multinational corporation, their online booking system and scheduling platform, which is both advanced and user-friendly, can assist you in efficiently handling and organizing bookings. In fact, their extensive track record includes processing over 60 million bookings to date.
Bookeo offers the additional benefit of being able to process payments. They integrate with popular payment gateways worldwide, so there is no need for you to use your own payment gateway. If you don’t require full payment upfront, Bookeo’s flexible payment options allow you to collect a deposit only. This allows your clients to pay the remainder when they arrive for their appointment if you offer in-person services.
Additionally, the software offers beneficial customization choices. For instance, you have the ability to assign distinct colors to various services. This feature enhances visibility and aids in identifying the types of services scheduled for the day, enabling effective mental preparation.
Included in the key features are:
- Round-the-clock, multilingual support
- Payment processing
- Automatic notifications and reminders
- Customizable layouts
- Detailed statistics
CalendarHero
CalendarHero, previously known as Zoom.ai, provides AI-powered automation for scheduling meetings. They assist clients in automatically organizing 1:1, group, or video meetings using various tools such as the web scheduler, personal scheduling links, and an automated assistant. Furthermore, to avoid double-bookings, the platform allows users to sync an unlimited number of calendars from iCloud, Google, Outlook, Exchange, and Office 365.
To provide enhanced convenience, they offer several intelligent time settings. For instance, it has the capability to automatically detect time zones, insert gaps between appointments, and incorporate a mandated advance notice period prior to scheduling a meeting.
One more advantageous aspect is the ability to customize the branding. By using your brand’s logo or profile picture, you can not only personalize the experience but also promote your brand across various touchpoints.
Below are the essential characteristics:
- Website embed
- Automated scheduling, reminders, and notifications
- Templates
- Daily briefings and attendee insights
- Video integrations
- Stripe integration for payment collection
Cogsworth
Cogsworth is a calendar web app that enables users to synchronize their Google, Google Workplace, G Suite, Office 365, Outlook, Apple, or iCloud calendar with the app. With the paid plan, users can sync two calendars to the app, and they also offer an add-on feature that allows for syncing additional calendar connections.
It provides a satisfactory range of integrations. It not only integrates with Google Meet, Microsoft Teams, and Zoom to generate distinct video meeting links, but it also integrates with Stripe and PayPal, enabling you to gather customer payments prior to appointments.
Some important characteristics are:
- Intake forms
- Custom SMS and email notifications and reminders
- Recurring appointments
- Follow-up text messages and emails
- Translatable booking pages
MeetFox
MeetFox, a company based in New York, positions itself as more than just a productivity app, aiming to assist users in connecting with new individuals and staying in contact with their network. Regarding meetings, this tool offers the ability to schedule meetings, organize your calendar, and even receive payments (if preferred for appointment bookings).
Having a successful year in 2021, the company was recently acquired by Sendinblue, a prominent comprehensive digital marketing platform. Therefore, it will be fascinating to observe the new features they will introduce.
The key features consist of:
- Customized booking page
- Automatic text and email reminders
- Automatic time zone conversion
- In-browser video conferencing
- Screen sharing
- Stripe integration for credit card payments
- Automatic invoicing
- Customized cancellation policies
YouCanBookMe
Although YouCanBookMe was officially released in 2011, the team responsible for the software has been providing scheduling solutions since 2008. With a trusted reputation among thousands of customers, they have currently scheduled over 72 million bookings.
You can use it to arrange in-person or online meetings using Microsoft Teams, Zoom, or Google Meet. To do this, simply connect your Microsoft or Google calendar, make a booking page (with customizable style options), and distribute the created page (through CRM, email, help desk, or embedding it into your business website). The software will handle any discrepancies in time zones.
Some of the important features consist of:
- Automated customized confirmations and reminders
- Automated follow-up emails
- Personalized booking link
- Team member selection
- Multiple bookings per slot
- Integration with Stripe for payment processing
FreeBusy
FreeBusy is a trusted scheduling tool for enterprise clients, with well-known global brands like Adobe and Microsoft relying on its services. It provides an AI-scheduling assistant that gathers availability from all your calendars, seamlessly integrating with popular options such as Zoho and Salesforce to streamline scheduling processes. Alongside multiple calendar integrations, FreeBusy also offers various web conferencing integrations like Zoom, Skype, Microsoft Teams, and join.me. Although it currently lacks integration with Slack, plans to introduce a Slack bot to facilitate coordinating and scheduling team meetings directly within Slack are underway.
The text’s main features are:
- Unlimited meeting participants
- Preset meeting location, meeting title, and agenda
- Pooled availability for a team
- Automatic time zone detection
- Standardized forms and questionnaires
- Automated email and SMS reminders
- Automated post-event follow-up emails
24sessions
If you need a tool to assist you with scheduling customers, you can consider 24sessions, a platform that focuses on customer engagement through video. It provides a booking system and the ability to integrate with your CRM and calendar. All video calls take place on their domain and are exclusively accessible through a temporary access link, ensuring the security and peace of mind for your customers.
Included in the key features are:
- Instant video call
- Chat escalation
- Screen sharing and document sharing
- Speech-to-text transcription
ScheduleOnce by OnceHub
With ScheduleOnce by OnceHub, you have the ability to incorporate intelligent scheduling onto your website, enabling leads and customers to efficiently and effortlessly schedule meetings. You have the option to synchronize it with your iCloud, Google Workspace, Outlook, Exchange, or Microsoft Office 365 calendars. This allows them to select a time that suits them best to engage in a conversation with a member of your team. Additionally, if you prefer using video links, ScheduleOnce also integrates with Zoom, Microsoft Teams, and Google Meet.
The overall design of this tool is focused on teams. It not only allows you to optimize scheduling by displaying the collective availability of your employees, but it can also function as an employee scheduling tool to ensure that tasks are assigned to the team member with the appropriate skills and workload distribution is equitable.
Some important characteristics include:
- Custom booking pages and forms
- Seven built-in languages for content localization
- Customized email and SMS notifications
- PayPal integration
- Round robin assignment and workload rules
WhenIsGood
WhenIsGood, created by the makers of YouCanBookMe, is notably basic and lacks features. Moreover, it has a dated interface that should be disregarded.
WhenIsGood is different from other calendar tools because it simply provides a grid of dates and times. You need to mark the times that work for you for an event or meeting. Afterward, you’ll receive an email with a link to your availability that can be shared with others. Once your invitees view the suggested meeting times, they can select their free times. The tool will then generate a results page showing the time that works for everyone else.
If you often need to schedule informal group meetings, it is recommended to consider this option. However, if you anticipate scheduling meetings frequently or if your meetings require more formality, it is advisable to explore alternative tools.
