Finding time in a packed schedule can be challenging, especially when you're trying to find free time both in your own schedule and those of ten other people.
The best way to minimize extraneous time spent on simple tasks is to outsource that work to a third party — in this case, a group scheduler. A group scheduler will enable you to mitigate unnecessary back-and-forth emails and ultimately reduce friction in your workflow.
Here, we'll go over the features that make an ideal scheduling app and explore the best group scheduling tools you can use to create a more effective scheduling process.
What to Look for in a Group Scheduling Tool
Before you begin comparing, it helps to know what makes a good group scheduling tool — simply having integration with your calendar apps isn't enough.
Let’s take a look at the most important features in a scheduling app.
App Integrations for Sales
Nowadays, a good scheduler offers powerful app integrations that allow you to engage with and sell to prospects. Your tool should integrate with:
- Calendar apps (e.g. iCloud Calendar, Outlook, Google Calendar)
- Sales automation tools (e.g. lead generation, growth, email, etc.)
- Customer relationship management software (CRM)
- Email providers (e.g. Gmail, Outlook)
These integrations remove points of friction from your workflow and streamline the sales process. Your scheduling app would ideally also integrate with video call software, automatically providing the option to include a link in the invite.
Private Scheduling Page or Meeting Link
The tool you leverage should let you create private scheduling pages or links to sign up for already-scheduled meetings. Most first-rate schedulers also feature some customizable elements for those pages, including color themes, the ability to select available time slots, and the flexibility to create custom meeting lengths.
Additionally, these pages allow you to cater to invitees in different time zones by automatically shifting your availability to fall in line with their work hours.
Optimized for Mobile
Your prospects likely check their email, browse the web, and accept invites by phone. So naturally, the best scheduling tools are optimized for mobile, allowing prospects to easily book time on your calendar or RSVP for existing events without access to a desktop browser.
Privacy & Transparency
Your scheduling app will probably require a lot of information both from you and your invitees, especially if it needs access to their calendars and contacts. You don’t want to risk exposing that information — or worse, make your prospects feel like they’re vulnerable to cybersecurity threats if they share their information with you.
A group scheduling tool should offer robust privacy settings and options. On the HubSpot Meetings tool, for example, you can turn on a GDPR consent checkbox on your scheduling page. This gives you formal consent from your invitees to store their information.
As a salesperson, you’re busy, so you can't afford to spend too much time signing up on a platform and learning how to navigate it.
A top group scheduling app will be intuitive to set up and use. You should have a private scheduling page or unique RSVP link within minutes of signing up. No hassle, no fuss.
Now that we've covered the fundamentals of what to look for in a scheduling tool, let's check out some of the best ones on the market.
Best Group Scheduling Apps
- HubSpot Meetings
- Boomerang Scheduling
- Front Scheduling
- OnceHub ScheduleOnce
- Acuity Scheduling
- Rallly (Web)
HubSpot Meetings simplifies and automates what used to be a very arduous and often manual process.
- Cut out back-and-forth scheduling emails
- Provide transparency and flexibility for your team or prospects to schedule with you when they see you're free
- Smooth out the lead-capture process by asking key client questions before the meeting even happens
The tool can be embedded in your site and set to reflect your branding for both client and in-team communications. Once a client inputs their information to create a new meeting, their data is collected into a database, which you can use for future contact with them and to grow your clientele as you get more connections.
HubSpot Meetings also offers the option for group meeting links. You can alter the settings so that you receive notifications once new meetings are created and include critical meeting information within the link such as meeting length and subject matter.
Calendar is one of the most intuitive scheduler tools available. Compatible with PCs and Macs as well as iOS and Android devices, Calendar leverages machine learning to deliver smart scheduling capability.
Calendar lets you tag as many invitees as you would like when scheduling a meeting and shows you a time when everyone is available. If you need to reschedule, one-click reveals what times work for everyone on your team.
The free plan offers unlimited scheduling, calendar connectivity (with Gmail, Office 365, Outlook, and iCloud), and email and SMS notifications about scheduling and scheduling changes. Other plans include additional team member access, team analytics, CRM integration, and more.
CalendarHero makes scheduling meetings easier by giving you the ability to create pre-configured meeting types, include a video conferencing link in the invite, and use shared availability features for group gatherings.
You can connect any calendar of your choice, including Google Calendar, Microsoft Office 365, and iCloud. Gmail, Outlook, and Slack integrations are also available, letting you book meetings both within and outside your organization.
With CalendarHero, you can create a personal scheduling link and embed a scheduling widget on your website. Another useful feature is the ability to access your Google Drive, OneDrive, or Dropbox files so that you can efficiently send prospects critical information without leaving the platform.
Doodle is arguably the best scheduler available for smartphones on the market. Currently compatible with iOS and Android, Doodle relies heavily on the polling function to crowd-source available meeting dates.
Doodle first lets you set up a MeetMe page, where you can display your free times and choose your designated branding. You can set up a poll of your available dates and times and let people vote on time slots that are convenient for them by sending them a link via email or directing them to a URL.
It offers several response options — not just the yes or no binary — and allows choosers to rank or explain responses. You can see who has responded and who hasn't and keep responses to a limited number if needed. It's also compatible with most calendars.
Boomerang Scheduling is a browser extension that connects with your Firefox or Chrome browser. Once it's installed, it plugs into your Gmail and Outlook accounts.
The app takes into account different time zones and is integrated with Gmail, Chrome, and Google Calendar. While you’re emailing, you can easily pull up your calendar to let clients pick the best time to have a call. They only see the times that you’re available, not your other appointments and activities.
As you're typing up an email, you can also embed your schedule into the text body. There are a few other methods too, but its main selling points are that it's centralized and operates entirely within your email page. An event is created once an invitee selects a time, and that time is automatically recorded in your calendar.
However, the plug-in is a bit of a contradiction — it's privacy-oriented in that it protects the details of your schedule from being shown, but in order to use the service, you have to grant it access to some of your private information, including your calendar, contacts, and email.
Pricing: Boomerang Scheduling offers two pricing structures depending on your email provider.
- Gmail: Free; $4.99/month (Personal); $14.99/month (Pro); $49.99/month (Premium)
- Outlook: Free; $4.99/month (Personal); $14.99/month (Pro); Custom (Teams and Enterprise)
Mixmax is a scheduler built into your email. Specifically compatible with Gmail, this platform is particularly useful for salespeople. Some of the sales features it includes are:
- LinkedIn Sales Navigator integrations
- Sales dialer
- Sales email templates
Mixmax makes email scheduling easy. You can use customizable templates to send emails, track opens and clicks, send notifications, and use slash commands to get your clients scheduled.
Not only does this facilitate the conversion in outbound outreach campaigns, but it also cuts excess friction in all communication points that leads to a meeting.
Additionally, since prospects don't have to click-through to see available times, it increases the likelihood of them actually choosing a time. Plus, you can even embed links and other media within the email.
While WhenIsGood is one of the more simplistic schedulers on this list, it's still incredibly effective for group scheduling. Though other choices might be better for those who need a feature-intensive service, this is a good option for your basic needs.
First, you create an account and set up a calendar covering the days you're available. You can choose time slots based off of your meeting length requirements and select an open time window. Once you've chosen your preferred time frame, you can add your information and create the event.
Creating the event generates three links. Each link has a purpose:
- One is to make changes to your calendar
- One is to send out meeting invites
- One is to handle poll outcomes
When you send out the link for people to choose from your availability, they select the times that work for them, and it syncs with your poll outcomes link. From there, you can decide the ideal meeting times for everyone involved. Though it might not have the most integrations, it definitely does the trick.
Arrangr is a scheduling platform that connects with your Outlook, Google, iCloud, and Office 365 calendars. Like the other tools in this list, Arrangr allows you to create a booking link that prospects can use to choose the best time that works for them. And since the tool is integrated with your email, it will automatically show the times that you’re available.
You can also send a list of times and dates for prospects to choose from. Additionally, Arrangr lets you auto-generate video conferencing links and include them in the invite. No need to go to the website of your preferred video conferencing provider.
To schedule a group meeting, you can send a poll to up to fifteen recipients on the free version, twenty recipients on the Pro version, and fifty recipients on the Pro+ version. You can then connect the poll with your chosen conferencing app, give the option for "maybe" availability, and view the results in a user-friendly dashboard.
Use Arrangr with Sales Hub to simplify meeting scheduling, or sign up on the website to use it as a standalone tool.
YouCanBook.Me is another popular group scheduling tool for teams. It's a simple but powerful tool. The system integrates with Google Calendar, Outlook.com, and Office 365. Additionally, the tool is good for large organizations because you can use the calendar to book multiple people, services, or locations.
It's optimized for mobile and customizable — you can tailor your colors and notifications to fit your needs. Its customer booking system allows your clients to choose their specified times in the correct time zone. You can add buffers between appointments and adjust appointment length. You also can block off times on your schedule.
Overall, it's a great tool for teams and groups looking to shave off a few hours per week in back-and-forth emails.
Pricingg: Free; $10/calendar/month
24Sessions is a feature-rich group scheduling tool. It offers dial-in features, meeting recordings, the ability to host multiple participants, and a lot of other features that will allow you to use it for everything from scheduling demos to supporting your most complex clients. It also includes video and screen sharing, which makes it a great tool to serve most sales meeting needs.
Clients can book their meetings based on your availability. The calendar accounts for time-zone differences and allows for data tracking. It syncs with Google Calendar and Office 365.
24Sessions also allows you to integrate a calendar on your website or a standalone landing page for your prospects and clients to schedule meetings. It also automatically creates calendar appointments and reminders for everyone and sends out links to the video chat meeting room.
If you're looking for a feature-heavy one-stop-shop for sales teams and group scheduling, this is a good solution for you.
Pricing: Pricing available on request
TimeTrade is a group scheduling tool that’s mobile-optimized, and you can match clients to employees and services. Additionally, the tool allows you to enable video calling for appointments, and you can connect TimeTrade to your CRM to facilitate easy process flow.
With most mobile device users claiming to never leave home without their phone, you can safely say that one of the best ways to automate group scheduling would be through their favorite device.
Notifications are easily enabled for both you and your customers. You can set your own rules for meeting design and availability, and even check out your analytics using this tool.
Pricing: Pricing available on request
Cogsworth is a scheduling service with a focus on smooth customer experience that integrates with Office 365 and Google Calendar. It's customizable based on location, availability, and services provided.
Through a step-by-step question process, you can schedule your appointments. You'll have to input:
- What type of meeting you want (and how long)
- With whom you want to meet
- A time zone, date, and time
- Your name
- Your phone number
- Your email
- Confirm your meeting
You can orchestrate appointment buffers and time zones into your calendar, send out notifications, translate text, and make sure your calendar embeds into your website.
Skedify is a solid option if you have a large organization with vast, complicated scheduling needs. It's pretty good for teams or franchises because you can add a certain teams' available time and sync individual calendars within the master calendar.
It allows you to choose:
- The location of your meeting
- The time
- The people who should attend
Skedify offers plenty of integrations — it allows you to assign tasks and track customer experience, while adhering to necessary security measures.
It’s also a good choice for working in complex situations. For example, if one client has more than 100 franchises, you can schedule a meeting with any of them directly from the website. Another great perk is that you can build a custom sync with HubSpot that works super smoothly.
Pricing: Pricing available upon request
Bookeo is a booking system and scheduling app that allows you to schedule appointments and meetings. While it’s designed to function as a reservation platform for small businesses, the tool allows you to provide a self-scheduling link to prospects and customers using their advanced scheduling feature.
The app syncs with Google Calendar, iCloud, Outlook, and Office 365. It also gives you the ability to create recurring bookings. If you and your client would like to speak every week, this would be the app for you. It also allows you to embed an user-friendly appointment scheduler on your website, with support to include multiple sales reps and staff members.
You can sync your Bookeo appointments to Sales Hub using PieSync. This makes it easy to turn your appointments into deals you can nurture.
15. Front Scheduling
Front Scheduling is included in the Front suite of sales productivity tools. While Front doesn’t have a web page dedicated to the tool, it’s written a useful blog post that guides you through the process of using the app’s built-in meeting scheduler.
Front Scheduling offers plenty of the same operational abilities as many other apps in this list — displaying your calendar to respondents, creating events and notifications, providing meeting templates, and offering poll generation.
This tool also integrates with Google Workspace (formerly G Suite) and Zoom.
Calendly is a well-known scheduling app. It has a very simple and aesthetically pleasing interface. It's user-friendly and offers cross-software compatibility, making it a popular choice for external clients. It connects with Outlook, Microsoft Office 365, iOS Calendar, and Google Calendar.
To use the tool, you simply enter your availability into Calendly, which then provides you a link to your calendar. When communicating with people you need to set up a meeting with, just send them your link, and it will show them times you are available.
They can then choose a meeting name, time, length, and location. This will generate a meeting on your calendar, and a notification will be sent to remind you and your invitees before the meeting begins.
Built by OnceHub, ScheduleOnce is a tool that sales teams can use to schedule meetings. It prioritizes creating an easy connection between your companies' prospects and sales team, so that those prospects feed directly into the flywheel.
It's easily embedded into your website, marketing, and email marketing campaigns — so rather than merely allowing for lead capture, your prospect can immediately schedule from their first point of contact.
It then automatically distributes the meeting information to the appropriate team members. These events will be synchronized across all of the participants' calendars.
The functionality of Acuity Scheduling is wide-ranging, but the more you pay, the more you get out of the service.
All paid plans are compatible with Google Workspace, Office 365, Exchange, and Outlook. Video conferencing is emphasized as well, so Zoom, GoToMeeting, and Join.me are integrated.
The tool isn't simply for embedding a scheduler into your site, although it does allow you to do that. It also enables you to control invoicing, accounting, payments, and mass emailing. Your clients can see your schedule and book their own time to see you. The easy access makes it simpler to reschedule and pay you online.
19. Rallly (Web)
Rallly is one of the best options for those who worry about their private information being exposed.
It does have drawbacks, however — such as a lack of widespread email integration, the inability to choose times, and a general lack of deep customization capabilities.
Like many of the other apps and plugins on this list, Rallly is poll-based. But unlike the others, Rallly allows its poll respondents to retain their anonymity — even if they decide to engage in the discussion portion. After you create your poll, you can invite people by sharing the link or emailing them.
FreeBusy is often a favorite option for B2B companies, specifically because it integrates with so many different services. It operates as a Chrome extension or plugin for Outlook email.
Here are the calendars it supports:
- Microsoft Exchange
- Office 365
- IBM Verse
When you sign up, you get a unique URL that hosts your calendar. You can send that link to people who want to schedule with you, and they can sign up on your page — or you can add participants to a meeting you create and offer one of your available times.
If that doesn't work, they can reference your URL. You can also include buffer times around your meetings, so you're not rushed. Additionally, you're able to restrict certain individuals from requesting meeting times.
Vyte.in is a scheduler that works best with iOS. It's a poll-based system that lets users vote on suggested meeting times and dates once they receive an email from you with the information.
Vyte.in remembers respondent's availability and then suggests meeting times to you. It records your meeting time in your calendar once everyone agrees on the details. Of course, respondents can also just look at your calendar with the custom URL Vyte.in generates.
The Pro plan is where it really shines — Pro allows you to build in buffers (much like FreeBusy) between meetings and prevents you from overbooking yourself by enabling you to write down dates even if they're tentative.
Meetin.gs is a personal scheduler that is compatible with Google Workspace and Office 365. It works best via mobile devices that operate on Android and iOS. Like many other applications, it allows you to make your own page — with a unique URL you can send out — devoted to your calendar. You can customize the length, location, and style of meeting you want, then send out invitations.
This app allows the user to see all of their meetings on a timeline and takes agenda or meeting notes within the application for everyone to access. The crowd-sourcing and sharing feature make it easy to pass notes or agendas to your employers or employees.
X.ai is debatably one of the most unique apps in this list, as it's run entirely by artificial intelligence. Once again, if privacy is your concern, this may not be the service for you, but if you prefer efficiency, this is a good option.
It's compatible with Google apps, Okta, and Outlook. When you register your account, you allow access to all of your pertinent information — calendar, contacts, email, and more.
When you set up an event, email the invitee and CC your bot's email address, which will be given to you as you set up. In the email, you write down the bot's name and then the event instructions. If further clarification is needed, the bot can email the invitee with your schedule availability and can hash out the details from there. Once a meeting is agreed upon, an invite will be sent to all involved parties.
Use a Group Scheduling Tool to Grow Better
Ultimately, the options are endless for group scheduling tools. The choice is up to you which one fits your personal workflow. Whether you value privacy, efficiency, or transparency, any one of these services would be worth investigating for your business. With the tools listed above, you can create a scheduling workflow that improves your sales process, allowing you to exceed quotas and delight your customers.
Editor's note: This post was originally published in June 2020 and has been updated for comprehensiveness.
Originally published Apr 8, 2021 6:45:00 PM, updated June 11 2021