The 16 best meeting scheduler apps and tools

There are few tasks in the professional life as tedious as scheduling meetings. Retrospect backup software 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. Best backup software android 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. Best free automatic backup software What they all have in common is that they’re a lot easier than playing email tag. Everyday auto backup software free download 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. Auto backup software for external hard drive 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. Good free backup software 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.

Once installed, Assistant.to adds a widget to all “Compose New Message” windows in Gmail. Free computer backup software 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. Best hard drive backup software Assistant.to runs via a Google Chrome extension, so it won’t work in Firefox or any other browser. Data backup software free 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. Free pc backup software 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. Free backup server software So the app works best for individuals, but may have limited use for larger businesses that schedule team meetings more often.

Boomerang Calendar is another browser extension that relies on Gmail and Google Calendar to function, but this one is compatible with both Google Chrome and Firefox. Driver backup and restore software for windows 7 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. Free backup software for windows 10 This preserves your privacy while simplifying scheduling.

Calendly is another app that relies almost exclusively on Google—the sign-in process requires a Google account, and Calendly syncs with Google Calendar. Backup and restore software 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. Best free image backup software 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.

Meetin.gs 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. Best backup software 2016 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. Best network backup software 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.

If you’re a Google Calendar user, YouCanBook.me is a seamless way to let individuals schedule appointments with you. Free scheduled backup software Simply connect your Google account, tell YCBM a bit about yourself, and the app will create a personalized webpage where you can accept meetings based on your calendar. Software de backup free You can link to that webpage from your social media accounts, feature it on your business website, or send it to customers directly.

There are also lots of advanced features that you can set up, like HTML-formatted booking pages, meetings of varying lengths, and recurring meetings. Network backup software review But while YCBM works well for one-on-one meetings and inbound scheduling, it doesn’t have a feature that can coordinate groups to find an agreeable time, and it’s not ideal for sending invitations.

Appointlet is a personal meeting scheduler that integrates with Google Calendar and Office 365 calendar so it automatically knows when you’re free and when you’re not. Download free backup software Simply set your meeting types and work hours then Appointlet provides you with a personal booking page where invitees will be able to pick an available time and have the meeting added to both your calendar and theirs.

Since Appointlet also integrates with Zapier, it lets you automatically perform administrative tasks after a meeting is scheduled—queue SMS reminders, make a note or add the invitee to your email list.

While Appointlet works well for scheduling meetings (not ideal for group scheduling), its seamless integration with websites, emails and conversion funnels makes it a great tool for scheduling customers and prospects.

World Clock Meeting Planner isn’t really a meeting scheduler, and it can’t invite your guests to an event, but it’s useful for planning meetings across time zones so it an honorable mention. Best backup software for pc List a location for each colleague, choosing the closest city within the same time zone, and World Clock Meeting Planner will spit out a list of times when everyone participating is likely to be awake and in the office. Backup software review Pick the best time for everyone, and use it as a starting point when scheduling with one of the other apps in this list.

You could also give Every Time Zone or World Time Buddy a shot—both sites track time zones in an easy-to-read interface, so you can quickly compare your waking hours to those of your international colleagues. Free backup image software Or, if you want to do a quick time zone conversion using your iPhone, try Miranda.

You know where the people in your meeting are located, but aren’t sure which timezones each city is. Professional backup software World Meeting Time lets you just drag a small tag with each contact’s name to their general location on a world map. Best free backup software windows Set the time when you want the meeting to start, add everyone’s email addresses, and World Meeting Time will send an invite to everyone.

If you want a bit more, the new World Meeting Time Pro lets you import your contacts and save your most common meetings, to easily create a new meeting without having to move people around on a map each time. Free file backup software It’ll also sync to Google Calendar to keep one less invite message out of your inbox.

SuperSaaS helps you add customized meeting scheduling workflows to your website, for an easy way to book appointments with customers, partners, and your own team. Backup software review 2014 You can tweak the calendar style to fit your site, show as much or little detail about your schedule as you’d like, and even accept payments for paid events.

Then, you can create a workflow for what happens whenever someone visits your site to make an appointment. Online backup software SuperSaaS will show the workflow a visitor will go through, and you can tweak any step to show more details, send notifications, and more. Best backup software 2015 It’s a simple way to manage even the most complicated appointment schedule.

Now that you’ve found a better way to schedule a meeting with your colleagues, take this one step further and set up an easy way to remember each one. Server backup software free To do this, use app automation tool Zapier, which will trigger a notification in the app of your liking—Zapier integrates with over 300 apps—when a meeting is approaching. Backup hard drive software So, 10 minutes before your weekly team meeting, for example, you could automatically post a reminder for your co-workers in Slack or HipChat.

The back-and-forth headache of scheduling will never disappear completely, but these tools will help you decide on a meeting time and iron out the details in a much more efficient fashion. Best backup software for linux Give these apps a try, and opt out of email tag once and for all.

For more reviews of top apps for your team, check out our roundups of the best team chat apps, form creators, CRMs, CRMs with built-in marketing automation, Powerpoint alternatives and drip email marketing apps.

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