5 Best Appointment Scheduling Software in 2025! (Tested)

Research shows that companies using appointment scheduling software increase their revenue by 27%. Furthermore, local businesses report experiencing a surge of up to 120%

These statistics highlight the importance of implementing a scheduling system. Sending messages like, “When are you free next week?” increases the likelihood of not booking an important client.

For teams, sending back-and-forth messages to know a colleague’s availability is not productive.

The best solution to these problems is to use an appointment booking tool. With this tool, you only need to create and share a booking page. Clients or team members will book meetings according to your availability.

But what appointment scheduling software should you use? In this article, I’ll test five of the most popular ones. We will also review their key features and prices.

Keep reading!

Appointment Scheduling Software Compared

5 Best Appointment Scheduling Software

1. Meetergo

Meetergo tops our list of the best appointment scheduling software.

It helps you build appointment booking pages by naming them, choosing a host, setting a meeting duration, and choosing a virtual meeting platform, to name a few. Moreover, thanks to the Contacts feature, you can manage participants by viewing their names, emails, companies, and account owners.

What adds to its appeal is that you can create meeting polls by suggesting dates, times, and places. Depending on your settings, you can set a deadline for the poll and hide voters' names and emails.

Last but not least, Meetergo automatically routes appointments based on the host’s availability or the attendant’s company size, industry, or needs. Meetergo is, without a doubt, one of the best collaboration tools for professionals, agencies, and SaaS companies.

Let me show you how Meetergo helps you create appointment scheduling pages. It all starts by selecting Meeting Type from your dashboard.

For instance, you can create a booking service called “Startup Consultation” and assign it to your consultation team.

For instance, when a client books a meeting, Meetergo’s Routing will automatically assign the appointment to one of the hosts based on availability, industry, company type (SaaS or agency), etc.

But let’s spice the situation up. Start by choosing the “Team” option.

You can choose the ‘Collective’ option or the ‘Round-robin’ option, depending on how you want your host arrangement.

Round-robin means you rotate hosts based on their availability. In contrast, Collective works when you want two or more hosts to handle the meeting. The time slot will only show on the booking page if all selected hosts are available.

Most of our SaaS customers use Collective for product demos or presentations.

Next, you can select a team or all users inside the company to host the meeting. To illustrate, you might want the sales team to handle demos while the success team handles customer relationships.

In this example, I assigned my business consulting team to handle the hosting.

Now, you can provide more details about your booking page, such as a name and a brief description of its purpose. Meetergo also lets you add your preferred meeting duration and the virtual meeting platform.

After setting up your service, Meetergo adds it to the list of meeting types you've created. From there, I can share, edit, and delete the Startup Consultation Booking I created.

And voilà, you’ve created your first appointment booking page with Meetergo. For example, if a client books an appointment on February 20th, Meetergo will display the available time slots.

Every booked consultation is enlisted in the upcoming bookings, where I can monitor, reschedule, and manage it.

I have more features to share that make Meetergo the best meeting scheduling software. Let’s start with ‘one-off booking.’

Key Features

1. One-off Meeting

Meetergo lets you create a quick single-use meeting outside your regular booking calendar, especially for impromptu or special meetings.

I frequently use this feature if sending a scheduling page to a client may delay the booking. So, after confirming the meeting details with the client, I simply create and assign the call to a team member.

First, switch to the team member to whom you want to assign the meeting. This will allow you to access their calendar. For example, I want to assign it to Mona Allen.

To create the one-off booking, I’ll simply click on an available slot on Mona’s calendar and select “Create meeting” from the pop-up menu.

Next, I’ll choose the meeting type I want to use. Let’s go with ‘Startup Consultation.’

Moving forward, I’ll set the invitee’s timezone and language preference. Naturally, I will enter their name and email address.

Once booked, the meeting will appear on Mona Allen’s calendar. When clicked, Mona will access the necessary details. From here, you can add notes that will guide her meeting.

2. Contacts

I wanted to share Contacts, one of my favorite Meetergo features. It stores every client who books a meeting through your scheduling pages; no need to switch between multiple apps.

Go to Contacts to access this list.

The page shows the client’s name, email, and company. It also indicates the next meeting and the team member handling it. Here, we can see that Billie Jean, who booked a Startup Consultation meeting with Mona, was added automatically.

When you click on a client’s tab, their full contact information will show. If needed, you can make changes to their details, add tags, and see their appointment history. In addition, you can schedule another meeting or send them an email.

3. Workflow Automation

Another unique feature is the creation of workflows that handle repetitive or recurring meeting tasks. This feature allows you to focus on more dynamic and essential tasks.

Assume you always want to collect your clients’ feedback after a meeting ends. Emailing each client will be time-consuming, especially if you handle 7+ calls per day. Instead, all you need to do is instruct Meetergo’s automation to handle this.You can create a workflow from scratch or using a template.

I named my workflow ‘Feedback Collector’ and asked it to automatically email clients after a meeting.

When you scroll further, draft your inserting placeholders (first name, company, etc.)

Once created, users can access their workflows in one place.

4. Availability Management

Meetergo allows you to specify when you are available for bookings. Simply put, you indicate when you can or cannot accept appointments.

Let’s take team member Anderson’s availability, for example.

As you can see, Anderson’s availability is from Monday to Friday, 8:00 a.m. to 5:00 p.m. However, I can change his schedule based on his workload if necessary.

We all love using the Exception setting here at Meetergo. For example, Anderson can mark a day off because he has a dentist appointment.

Last but not least, you can access your availabilities from your dashboard.

5. Poll

Meetergo is also called the best scheduling software because of its Poll feature.

It allows you to suggest various open meeting times, and participants will vote for their preferred one. Rather than asking, "What day works for you for our weekly meeting? Monday or Tuesday?", consider creating and sending a poll to your team.

This way, your team or clients can choose their most suitable time.

First, name and briefly describe the poll. Then, select a video conferencing platform, enter your preferred timezone, and specify the meeting’s duration.

Next, choose the days you wish to add as options. For this scenario, I picked 24th February (Monday) and 25th February (Tuesday).

Taking the 24th, for instance, I suggested a few meeting times:

• 12:00 PM to 12:30 PM,
• 12:30 PM to 1:00 PM and
• 1:30 PM to 2:00 PM.
  

Meetergo allows you to set a deadline. For instance, you may only open the poll for three days to increase the pressure to vote quickly. You may also hide voters and remove branding.

Once completed, the poll page will display each session's suggested slots and total votes:

• Green votes: the voters approve the time.
• Yellow votes: the voters don’t like the suggested time but will accept it if selected.
• Grey votes: the voters don’t approve the time.
  

Best For

• Meetergo is best for teams and professionals who want to create booking pages, route meetings, manage leads, and create meeting polls.

Pricing

• Basic: €0/month
• Essentials: €7/month
• Growth: €13/month/user
• Teams: €25/month/user

2. Calendly

Next on our list of the best appointment scheduling tools is Calendly.

After creating your appointment booking page, users can set up workflows that automatically send reminders, follow-ups, or thank-you emails to attendees. Additionally, Calendly's Dashboard tracks activities like total meetings created, completed, rescheduled, and canceled.

Thanks to its Contacts interface, you can track all meeting attendees by viewing their names, phone numbers, email addresses, companies, etc. Finally, users can integrate the scheduler with Zapier, Paypal, and more.

Let's further review Calendly by analyzing its Meeting Type feature. To begin, the interface displays your existing booking pages.

Use the “+ New Event Type” button to set up

• One-on-one meetings with one participant,
• Group meetings with multiple participants (like a webinar) or
• Round Robin meetings to distribute the call between hosts based on their availability.

I will create a “group” booking page in this tutorial.

I named my page “Cybersecurity Webinar,” set the meeting duration to 1 hour, and chose Google Meet as the call place. Plus, I limited the number of participants to 4.

The availability section allows you to set when people can book a meeting. Tuesdays, for example, have two slots (9:30 and 13:30), while Fridays, Saturdays, and Sundays are unavailable.

More options allow you to use forms to collect client details or offer paid meetings.

The Event Type section shows the Cybersecurity and other existing booking pages. There, we can manage and edit the pages. We can also set permissions, make them active, delete them, etc.

Finally, our appointment page is live, and future clients can book meetings by choosing their preferred time.

Key Features

1. Contact Management

The Contact interface lists people who booked meetings through your appointment booking pages.

I edit or delete the contact or simply book a meeting with them.

Clicking “Book meeting,” for instance, will prompt me to choose the meeting purpose (meeting type).

Finally, I clicked Clement’s contact to see their full name, email address, phone number, and meeting history.

2. Automation Workflow

Next, we unveil another feature that handles your recurring or repetitive tasks. Users can instruct it to send reminders or thank-you emails to clients after every meeting.

Let's say we want to create a workflow that sends a reminder to participants 24 hours before an event. I will name the workflow ‘Cybersecurity Webinar Reminder’ and apply it to our Cybersecurity Webinar booking page.

Next, choose when the workflow triggers.

We draft the email subject and body in the “Do this” or action section. Calendly allows us to use placeholders for the receiver's name, event name, location, and more to personalize the email.

Once it is saved, you will see the reminder in the ‘Workflow’ section.

3. Dashboard Analytics

Let’s shift our focus to Calendly’s Dashboard, a feature that displays your scheduling activity, key metrics, and trends. This data helps you optimize your meetings.

For instance, this dashboard shows people booked 518 meetings; 422 were successfully held, while 35 were rescheduled and 92 were canceled.

Also, the dashboard displays data in a visual style, using graphs, charts, and many more.

Best For

• Individuals and businesses seeking to automate meeting scheduling by sharing their availability through customizable booking links.

Pricing

• Free
• Standard - $12
• Team - $20
• Enterprise - $15,000 annually

3. Reclaim AI

Reclaim's Smart Meetings uses AI to check your participants' availability, time zones, and priorities to find the best meeting time.

Its Task feature allows you to create tasks by setting the duration, min or max durations, and due dates. Coupled with Priorities, you can organize your tasks based on low, medium, high, or critical priorities.

As a final point, thanks to Stats, you can track your focus time, work-life balance, and time spent on meetings, tasks, habits, and breaks.

Regarding appointments, Reclaim AI's Schedule Link lets you create and share your customizable booking page.

We can create our new booking page using “+New Link.”

I named it “Tech Support Consultation” and added a text describing the page's purpose.

Next, I added Wright Morgan and myself as co-hosts. By default, I am the main host, but I could also assign it to Wright. I then used Zoom as the meeting platform.

In the Scheduling section, I set the booking priority to “High priority,” the meeting duration to 30 mins, and the “rolling time window" to 4 hours.

The following section asked me to create my booking page link and icon. I could also ask Reclaim AI to automatically send meeting reminders to all attendees.

In the branding part, I had the option to use or remove Reclaim's branding. It also gave me the privilege to ask questions on my booking page. Attendees will be required to answer them.

And there you have it! Our scheduling page is ready. From here, attendees can choose their time zones, compare their calendars, and select a suitable meeting day and time.

Reclaim AI will collect their contact details and answers to custom questions when filling out the form.

Key Feature

1. Priority

Priority Scheduling lets you prioritize your most important tasks and meetings while automatically adjusting lower-priority items as needed.

Every meeting booked comes with a priority option from low to critical.

The Priority tab, however, gives more control. It allows you to drag and drop meetings into priority groups (low, medium, high, and critical). No need to do it manually for each item.

2. Stats Dashboard

The Stats dashboard allowed me to view key insights about my scheduled events.

For instance, my focus time indicates I spent 64% of my time working on deep work while 36% was dedicated to shallow work.

Additional stats reveal the number and email addresses of meeting attendees.

3. Smart Meeting

As described earlier, Smart Meeting reschedules when there is an event clash so you never miss an important touchpoint.

I created and named my smart meeting “Monday Growth Workshop.”

Next, I added the participants (Susan Johnson and Wright Morgan) and chose Google Meet as the meeting platform.

Now, regarding the schedule, I picked Monday and proposed 11:00 a.m. as the ideal time. I then set the minimum meeting duration to 30 minutes and the maximum to 1 hour.

When Susan added the Monday Growth Workshop to her Google Calendar, the AI changed the meeting time to 10:15 a.m. (instead of 11:00 a.m.). It maintained her therapy session starting at 11 a.m.

Best For

• Professionals and teams seeking to automatically schedule tasks, habits, and meetings.

Pricing

• Lite - free
• Starter - $8
• Business - $12
• Enterprise - $18

4. Clockwise

Clockwise comes with scheduling links that help you set up booking pages by declaring the best meeting times, booking limits, link names, and video conferencing platforms. In its analytics dashboard, the appointment scheduling software displays your weekly focus hours and resolves meeting conflicts.

Furthermore, when using Flexible Meetings, Clockwise reschedules appointments automatically by choosing a new date and time. This reminds me of Smart Meeting Breaks - another feature where Clockwise scans your calendar and automatically sets breaks between meetings.

Once again, you seek appointment scheduling software to create a booking page. So, let me show you how to make one with Clockwise.

I went to Scheduling Links and named my page “Website Development Consultation.” I then selected 30 minutes for each booked slot and opted for Google Meet as the video conferencing platform.

The description box allows you to describe your service.

I chose the single teammate option for the meeting type since I am accommodating only one host - myself.

While setting up your page, you can select how to protect your focus. I chose to balance my availability and focus time.

Next, I highlighted my best times. Activating this feature lets my clients see the best times to book a meeting with me. Moving on, you can create a short form to collect details (such as phone numbers and notes) from clients when they are booking.

Finally, the booking page for my consultation business is ready. As you can see in the image below, it displays my available dates and times for clients to choose from. They can pick between 1-hour and 30-minute sessions.

From a client’s point of view, they’d have to enter their details, including the phone number and additional note I added to the form.

Key Features

1. Availability

Clockwise’s Ideal Day tool helps you set your availability and specify your ideal day so that your clients know when to book an appointment with you.

I chose Monday, Wednesday, and Friday as my available days. The session time for Monday is set from 9:00 a.m. to 1:00 p.m. This means clients cannot book after 1:00 p.m. on Mondays.

The appointment scheduling software gives you more control and flexibility when setting up your availability. For instance, you can insert breaks after meetings or block any meeting during your focus time.

Moreover, you can add custom attributes, such as a color code, to an upcoming meeting on your calendar. For example, red could represent one-on-one meetings, and blue could be used for team meetings.

2. Flexibility

The appointment scheduling platform has a flexibility feature that can automatically reschedule meetings.

With flexible meetings, Clockwise identifies tasks and meetings that have less priority. It then moves them to later hours or another day in the week while keeping more important team meetings.

Here’s an example: If I mark my ‘End of month recap’ meeting as flexible and an urgent meeting pops up and clashes with it at 9 AM, Clockwise can move it to 12 PM, depending on the settings I choose.

Flexible Holds, on the other hand, are events that require only you. An example will be your focus times when you are dealing with your own work or project.

Since such events hold less priority than team meetings at a fixed time, Clockwise reschedules them to portions on your calendar that are less occupied.

3. Team Coordination

Clockwise allows you to create a team and assign them to specific meetings. It coordinates their schedules by synchronizing their calendars.

For instance, I created a team called ‘web developers.’

I also get insight into every team member's Focus time and their meeting load so that I can balance their workloads.

Best For

• Those seeking to optimize their team's meeting schedules automatically and maximize uninterrupted focus time.

Pricing

• Free
• Team - $6.75
• Business - $11.50
• Enterprise - Custom

5. Acuity Scheduling

Acuity Scheduling is the following tool on our list of the best appointment scheduling apps. It supports a scheduling page feature that allows you to upload your logo, display services, and show scheduling instructions to clients.

It includes a calendar showing all appointments from your connected calendars, including the clients' names, email addresses, and details. It also indicates whether or not they paid for the service you offer.

Moreover, Acuity Scheduling has an exportable client database that lists all previous clients, their phone numbers, and email addresses. What’s more? The reports feature helps you track appointment numbers, generated revenue, tips, and intake forms.

I decided to test this appointment scheduling tool by creating a booking page.

I could pick between a daily or monthly calendar view.

Next, I entered my business name, logo, and industry.

The last set of settings allows me to select the scheduling page's language, font, and color. Thanks to the little window on the right side, I could preview my page.

In the Scheduling Page Options, I specified what will be visible to my clients. For example, I chose not to display prices on the page.

Next, I personalized the page link.

Finally, my appointment scheduling page is ready.

Key Features

1. Appointment Types

I can easily add more services to my scheduling page. 

Suppose I provide Math Tutoring as part of my online tutoring services. With the Appointment types feature, I can create a new service and let clients book it.

I entered the service’s name, duration, and cost per session.

I also chose my desired color, uploaded the logo, and made it visible to my clients.

Now, clients can view and choose between the tutoring services on the booking page.

2. Invoice

The invoice feature improves my payment process by allowing me to draft and send itemized bills for booked appointments. An invoice contains the customer’s name, email, phone number, and the items bought.

I can also get a preview of my client’s invoice.

I saw a list of all the invoices I have issued to clients within the invoice section. From here, I can manage, edit, and also delete them.

Best For

• Professionals who have local or online services on their booking pages.

Pricing

• Free trial
• Emerging: $20/month
• Growing: $34/month
• Powerhouse: $61/month
• Enterprise: Custom

How To Choose the Best Scheduling Software?

With so many scheduling tools available, which one should you pick?

You can choose the best appointment scheduling software by;

1. Identifying your business needs,
2. Considering essential features,
3. Comparing pricing and ROI and
4. Checking your workflow and integrations.

Let’s discuss each point in more detail.

1. Identify Your Business Needs

The first step is identifying your business needs, as not all scheduling tools offer the same perks. If you run a professional service like one-on-one counseling, you may only need a simple tool to quickly schedule meetings with individual clients.

On the other hand, you may need more advanced features when running a sales team. For example, Meetergo offers a routing feature that automatically assigns meetings to sales reps based on the clients’ information, such as industry, company size, revenue, etc.

At the same time, a remote marketing team might need software that connects with tools like HubSpot, Salesforce, or Zapier.

An easy way to identify your business needs is to perform a needs assessment.

• Do you want to schedule meetings with global customers in different time zones?
• Is it hard to follow up with clients who have already scheduled appointments with you?
• Are you looking to regularly create meeting polls for your team to vote on the best time?

Once you pinpoint your needs, you can easily select the best appointment scheduling tool with the features that solve them.

2. Consider Essential Features

Now that you have identified your business needs, consider the features essential to your work.

A good appointment scheduling software must possess;

• An automated reminder feature that sends your clients a text or an email before the appointment. This reduces the rate of lateness and no-shows to meetings.
• Calendar synchronization to help you avoid booked appointment conflicts.
• The ability to create multiple booking pages where you can adjust time slots, set buffer times between meetings, and personalize them with your logo and colors.

For example, meetergo allows you to create unlimited booking pages for one-on-one or group meetings.

Furthermore, you can manage your availability by choosing your best meeting dates and times.

And once clients book meetings, you can access their personal information (name, email, and phone) from the Contacts interface.

Our mission at meetergo is to provide you with the essential features you need to run your business. Whether you are a sales or marketing team, agency, freelancer, legal firm, or healthcare provider, meetergo has got you covered.

3. Compare Pricing and ROI

Pricing is the next point to consider after identifying your business needs and choosing essential features.

My research shows that appointment scheduling tools cost between $0 and $60 on average. However, the cost can significantly increase depending on the features needed.

For example, after communicating with our customers, we noticed they often used a third-party poll tool like SurveyMonkey. The reason: it allowed them to decide new team meeting days and times.

Unfortunately, using a third-party tool came with two major problems:

1. SurveyMonkey costs $25/user/month, totaling $6,000/year for a team of 20, for example.

2. Our customers added another tool to their workflow, slowing it down. In terms of ROI, they were spending more money, stressing their teams, and adding one more tool they’ll never use daily.

That’s why we created a Poll feature and added it to our free plan. As a result, meetergo helps our users save thousands of dollars every month.

4. Check Workflow and Integrations

Last but not least, consider your workflow when choosing an appointment scheduling software. After all, research shows that good integration can improve interdepartmental collaboration by up to 25%, as teams have access to shared data.

Therefore, you want to use tools that automatically communicate customer or team data with each other.

As a freelancer, you may offer paid consultation services. As such, choose a scheduling tool that integrates Stripe and PayPal.

On the other hand, marketing and sales teams may want to automatically transfer the attendees’ data to collaboration tools like Slack, HubSpot, Salesforce, or Pipedrive.

All in all, the right tool should work well in your business environment to ensure that tiresome processes are simplified and running smoothly.

Use the Best Appointment Scheduling App

Ultimately, using an effective scheduling tool is a matter of saving time, reducing stress, and keeping your calendar operating seamlessly.

In this article, we reviewed the best appointment scheduling apps. We tested each tool and saw their key features and pricing plans.

Tools like meetergo stand out for their smart automation and seamless booking experience. Using its Meeting Type, you can create beautiful scheduling pages that align with your brand.

All you need to do is create your free account, and we will guide you through the setup process. Alternatively, you can see how individuals, teams, and enterprises use meetergo to improve productivity and increase revenue.