European Scheduling Software Comparison 2026: 12 Best GDPR-Compliant Tools

Looking for European scheduling software that actually respects your data? You're in the right place. With GDPR regulations tightening and data privacy becoming a top priority, choosing the right appointment booking tool isn't just about features anymore—it's about trust, compliance, and keeping your customer data where it belongs: in Europe.

In this comprehensive European scheduling software comparison, we'll explore 12 powerful tools that combine robust features with genuine GDPR compliance. From small businesses to enterprise teams, you'll find the perfect solution for managing appointments, team scheduling, and customer bookings—all while keeping your data secure on European servers.

Let's dive into what makes these tools stand out and which one is right for your specific needs.

Quick Comparison: Top European Scheduling Software

What Makes European Scheduling Software Different?

European scheduling software isn't just about booking appointments—it's built with privacy and compliance at its core. Here's what sets these tools apart from their US-based competitors:

• GDPR Compliance by Design: Built from the ground up with European data protection regulations in mind, not as an afterthought
• EU Server Locations: Your customer data stays within European borders, protected by strict privacy laws
• No US Data Access: Unlike Calendly or Chili Piper, European providers aren't subject to the CLOUD Act, meaning US authorities can't access your data
• Transparent Data Processing Agreements: Clear DPAs (Data Processing Agreements) that comply with Article 28 GDPR
• Multi-Language Support: Native support for European languages, not just English

For businesses operating in the EU, choosing appointment scheduling software with European roots isn't just a nice-to-have—it's essential for legal compliance and building customer trust.

Top 12 European Scheduling Software Solutions (2026)

Let's explore the best European scheduling software options available in 2026. Each tool has been evaluated for GDPR compliance, features, pricing, and user experience.

1. meetergo - The Complete GDPR-Compliant Scheduling & CRM Solution

meetergo is a German-made scheduling platform that combines appointment booking, video conferencing, and CRM functionality in one GDPR-compliant package. With servers located exclusively in Frankfurt, Germany, meetergo offers the most comprehensive European scheduling solution on the market. What sets it apart is the built-in video conferencing (meetergo connect) with end-to-end encryption, eliminating the need for separate Zoom or Google Meet accounts.

✅ Advantages:

• ✅ 100% GDPR-compliant with servers in Frankfurt, Germany - full transparency on data storage
• ✅ Built-in video conferencing (meetergo connect) with unlimited duration and end-to-end encryption - no third-party tools needed
• ✅ Integrated Sales CRM with visual pipeline management - schedule meetings and track deals in one platform
• ✅ Advanced team features: round-robin scheduling, routing forms, funnels, and workflows for complex booking scenarios
• ✅ meetergo Log: FREE AI-powered meeting transcription that runs 100% locally on your device (no cloud upload, GDPR/HIPAA compliant)
• ✅ Visual branding editor with custom domains (CNAME) and white-label options - match your brand perfectly

❌ Disadvantages:

• ❌ Premium features like CRM and advanced routing require paid plans
• ❌ Newer on the market compared to established players like Calendly (but this means modern architecture and features)

💰 Pricing: Free plan with unlimited meetings. Paid plans from €7/month (Essentials), €13/month (Growth with video), €25/month (Teams with advanced routing). Sales CRM add-on: +€14/month/user.

🔗 Visit meetergo official website

2. Cal.com - The Open-Source Calendly Alternative

Cal.com is an open-source scheduling platform that offers complete transparency and the option to self-host on your own European servers. As a Calendly alternative, it provides robust scheduling features while giving you full control over your data. The open-source nature means you can audit the code, customize it to your needs, and ensure complete GDPR compliance.

✅ Advantages:

• ✅ Completely open-source with transparent development - inspect and modify the code as needed
• ✅ Self-hosting option for complete data control on your EU servers
• ✅ No vendor lock-in or proprietary restrictions - migrate your data anytime
• ✅ Active development community and regular feature updates

❌ Disadvantages:

• ❌ Self-hosting requires technical expertise and server management
• ❌ No built-in video conferencing - requires integration with Zoom/Google Meet
• ❌ Limited support compared to commercial options

💰 Pricing: Free self-hosted version. Cloud plans from $12/month (Pro), $29/month (Team), custom pricing for Enterprise.

🔗 Visit Cal.com official website

3. Doodle - The Swiss Meeting Poll Specialist

Doodle is a Switzerland-based scheduling tool that pioneered the meeting poll concept. Perfect for coordinating group meetings, Doodle helps you find the best time when multiple people need to meet. With Swiss data protection and GDPR compliance, it's a trusted choice for European businesses that need simple, effective meeting coordination.

✅ Advantages:

• ✅ Swiss-based with excellent data protection standards - servers in Switzerland
• ✅ Perfect for group scheduling and finding meeting times with multiple participants
• ✅ Extremely user-friendly - no account required to participate in polls
• ✅ Free plan available for basic polling needs

❌ Disadvantages:

• ❌ Limited to polling - not a full scheduling solution with booking pages
• ❌ No built-in video conferencing or CRM features
• ❌ Free version shows ads and has feature limitations

💰 Pricing: Free plan available with ads. Pro plan from $6.95/month, Team plan from $8.95/user/month, Enterprise custom pricing.

🔗 Visit Doodle official website

4. Timify - Enterprise Resource & Staff Scheduling

Timify is a German appointment booking and resource scheduling platform with over 12 years of market experience. Designed for companies with complex scheduling needs, Timify excels at managing multiple resources, staff members, and appointments simultaneously. It's particularly popular among service businesses, healthcare providers, and professional services in Europe.

✅ Advantages:

• ✅ Excellent for complex resource management and staff scheduling
• ✅ GDPR-compliant with EU data hosting
• ✅ 12+ years of experience with proven reliability
• ✅ Strong integration ecosystem and API capabilities

❌ Disadvantages:

• ❌ Higher price point - starts at €19/month per user
• ❌ Steeper learning curve due to advanced features
• ❌ No built-in video conferencing

💰 Pricing: From €19/month per user (Basic), €29/month (Pro), €49/month (Premium), custom Enterprise pricing available.

🔗 Visit Timify official website

5. Calenso - Swiss-Hosted Calendly Alternative

Calenso is a Swiss-made GDPR-compliant alternative to Calendly with all servers and databases located exclusively in Switzerland. It offers similar functionality to Calendly but with the added security of Swiss data protection laws. Calenso includes video consultation features and automatic reminder messages, making it a complete solution for European businesses.

✅ Advantages:

• ✅ Exclusively Swiss-hosted with top-tier data security
• ✅ Built-in video consultation features
• ✅ Automatic reminder messages reduce no-shows
• ✅ Clean, intuitive interface similar to Calendly

❌ Disadvantages:

• ❌ Smaller integration ecosystem compared to Calendly
• ❌ Limited team features on lower-tier plans
• ❌ No built-in CRM functionality

💰 Pricing: From CHF 8/month (~€8/month) for Basic plan, CHF 16/month for Professional, custom Enterprise pricing.

🔗 Visit Calenso official website

6. SimplyBook.me - Service Business Scheduling

SimplyBook.me is a comprehensive booking platform popular among service businesses, salons, spas, and healthcare providers across Europe. It offers GDPR-compliant appointment scheduling with EU hosting options, making it a reliable choice for businesses that need detailed service management and staff coordination.

✅ Advantages:

• ✅ GDPR-compliant with EU server options available
• ✅ Extensive customization options for service businesses
• ✅ Built-in payment processing and invoicing
• ✅ Mobile apps for iOS and Android

❌ Disadvantages:

• ❌ Interface can feel outdated compared to modern alternatives
• ❌ Many features require add-ons at extra cost
• ❌ Complex pricing structure can be confusing

💰 Pricing: Free plan for basic features. Paid plans from $8.25/month (Basic), $24.90/month (Standard), $49.90/month (Premium), plus custom add-ons.

🔗 Visit SimplyBook.me official website

7. Acuity Scheduling - Squarespace-Powered Booking

Acuity Scheduling, now part of Squarespace, is a robust appointment scheduling platform with GDPR compliance features. While US-based, it offers strong privacy controls and is widely used by European businesses, especially those already using Squarespace for their websites. It provides powerful customization options and integrations.

✅ Advantages:

• ✅ GDPR-compliant features and data processing agreements
• ✅ Seamless integration with Squarespace websites
• ✅ Powerful customization and branding options
• ✅ Built-in payment processing

❌ Disadvantages:

• ❌ US-based company - data may be subject to CLOUD Act
• ❌ No EU-exclusive server options
• ❌ Higher pricing compared to European alternatives

💰 Pricing: From $16/month (Emerging), $27/month (Growing), $49/month (Powerhouse), included with Squarespace Business plans.

🔗 Visit Acuity Scheduling official website

8. Picktime - Free Forever Scheduling Platform

Picktime offers a genuinely free forever scheduling platform with GDPR compliance features. It's an excellent choice for small businesses and solopreneurs in Europe who need basic appointment booking without monthly fees. While feature-rich, it remains completely free with optional add-ons for advanced needs.

✅ Advantages:

• ✅ Completely free forever - no hidden costs or trials
• ✅ GDPR-compliant with Data Processing Addendum for EU/EEA
• ✅ Supports unlimited bookings and staff members
• ✅ Mobile apps available for on-the-go management

❌ Disadvantages:

• ❌ Shows "Powered by Picktime" branding on free plan
• ❌ Limited customization compared to premium tools
• ❌ No built-in video conferencing

💰 Pricing: Free forever for core features. Optional add-ons available for advanced functionality (SMS reminders, payment processing, etc.)

🔗 Visit Picktime official website

9. YouCanBook.me - Simple Google Calendar Integration

YouCanBook.me is a straightforward scheduling tool with excellent Google Calendar integration. It's designed for individuals and small teams who want a simple booking page without complexity. While UK-based, it offers GDPR compliance and is popular among European freelancers and consultants.

✅ Advantages:

• ✅ GDPR-compliant with UK/EU data protection
• ✅ Excellent Google Calendar sync - two-way real-time updates
• ✅ Simple setup - can be running in minutes
• ✅ Affordable pricing for individuals

❌ Disadvantages:

• ❌ Limited team features - primarily designed for individuals
• ❌ Basic customization options
• ❌ No built-in video conferencing or CRM

💰 Pricing: From $10/month (Paid), $12/month (Pro). 14-day free trial available.

🔗 Visit YouCanBook.me official website

10. Setmore - Free Scheduling for Service Businesses

Setmore is a free appointment scheduling software particularly popular with service-based businesses like salons, spas, and fitness studios in Europe. It offers a robust free plan with GDPR compliance features, making it accessible for businesses of all sizes looking for reliable booking software.

✅ Advantages:

• ✅ Generous free plan with unlimited appointments
• ✅ GDPR-compliant with clear privacy policies
• ✅ Built-in video conferencing for virtual appointments
• ✅ Square integration for payment processing

❌ Disadvantages:

• ❌ US-based company - not EU-hosted
• ❌ Limited advanced features on free plan
• ❌ Interface could be more modern

💰 Pricing: Free plan available. Pro plan from $5/user/month (additional features like text reminders and integrations).

🔗 Visit Setmore official website

11. SuperSaaS - Flexible Multi-Purpose Scheduling

SuperSaaS is a highly flexible scheduling platform from the Netherlands that can be adapted for virtually any booking scenario. From simple appointments to complex resource management, SuperSaaS offers powerful customization options. It's GDPR-compliant and popular among European organizations with unique scheduling needs.

✅ Advantages:

• ✅ Netherlands-based with GDPR compliance
• ✅ Extremely flexible and customizable for any use case
• ✅ Supports multiple booking types (appointments, classes, resources)
• ✅ Very affordable pricing structure

❌ Disadvantages:

• ❌ Dated interface and user experience
• ❌ Requires technical knowledge for advanced customization
• ❌ No built-in video conferencing

💰 Pricing: Free for up to 50 bookings/month. Paid plans from $9/month (Package A), $19/month (Package B), $49/month (Package C).

🔗 Visit SuperSaaS official website

12. Koalendar - Modern, Clean Scheduling Interface

Koalendar is a newer scheduling platform with a modern, minimalist interface and GDPR compliance. It focuses on simplicity and user experience, making it an attractive choice for European professionals who want a clean, no-fuss booking solution. While still growing its feature set, Koalendar offers essential scheduling tools with excellent design.

✅ Advantages:

• ✅ GDPR-compliant with modern approach to privacy
• ✅ Beautiful, intuitive interface - easy to set up and use
• ✅ Free plan available with core features
• ✅ Fast performance and responsive design

❌ Disadvantages:

• ❌ Newer platform with limited track record
• ❌ Fewer integrations compared to established platforms
• ❌ Limited advanced features for enterprise needs

💰 Pricing: Free plan available. Pro plan from $9.99/month with additional features.

🔗 Visit Koalendar official website

Key Features to Look For in European Scheduling Software

When evaluating European scheduling software, certain features are essential for maximizing efficiency while maintaining GDPR compliance. Here's what you should prioritize:

1. Data Privacy & GDPR Compliance

This is non-negotiable for European businesses. Look for:

• EU server locations (Germany, Netherlands, Switzerland preferred)
• Clear Data Processing Agreements (DPA) available
• Data export and deletion capabilities (right to be forgotten)
• No data sharing with third parties without consent

2. Multiple Calendar Integration

Your scheduling tool should sync seamlessly with all major calendar platforms. Look for unified calendar integration with Google Calendar, Outlook, iCloud, and ideally privacy-focused options like Proton Calendar and CalDAV.

3. Built-in Video Conferencing

In 2026, integrated video conferencing is a must-have. Solutions like meetergo connect offer GDPR-compliant video without relying on US-based platforms like Zoom. This eliminates the need for multiple subscriptions and keeps all your data in one secure place.

4. Team Scheduling Capabilities

For growing teams, look for round-robin scheduling, smart routing forms, and collective event scheduling. These features ensure meetings are distributed fairly across your team and prospects are routed to the right person based on their needs.

5. Branding & Customization

Your booking page is an extension of your brand. Look for tools with visual branding editors, custom domains (CNAME), and white-label options to maintain brand consistency throughout the customer journey.

6. CRM & Business Tool Integrations

Integration with your existing stack is crucial. At minimum, you'll want connections to HubSpot, Pipedrive, or Salesforce. Even better? Built-in CRM functionality so you can manage both scheduling and sales pipeline in one place.

GDPR Compliance: What You Need to Know

GDPR compliance isn't just a checkbox—it's a legal requirement for any business operating in the EU. When choosing European scheduling software, understanding these key aspects will help you stay compliant and avoid hefty fines.

Server Location Matters

Where your customer data is stored is critical. Servers located in EU countries (Germany, Netherlands, France) or in Switzerland (with equivalent data protection) ensure your data stays within European jurisdiction. US-based servers, even with "GDPR compliance" claims, can still be accessed by US authorities under the CLOUD Act.

Data Processing Agreements (DPA)

Article 28 of GDPR requires a written contract between you (data controller) and your scheduling software provider (data processor). Every legitimate European scheduling software should offer a clear, easily accessible DPA that outlines their data handling practices.

Customer Rights & Data Portability

Your scheduling software must support the right to access, rectify, and delete personal data. This means easy data export capabilities and the ability to permanently delete customer records upon request ("right to be forgotten").

Consent Management

Your scheduling tool should provide clear consent mechanisms for data collection. This includes customizable privacy notices, opt-in checkboxes for marketing communications, and transparent communication about how customer data will be used.

How to Choose the Right European Scheduling Software

With so many options available, how do you choose the right scheduling software for your business? Use this checklist to guide your decision:

Frequently Asked Questions

What makes European scheduling software different from US alternatives like Calendly?

European scheduling software prioritizes data privacy with EU-based servers, genuine GDPR compliance by design, and protection from US data access laws like the CLOUD Act. While US tools like Calendly claim GDPR compliance, your data still resides on US servers where it can potentially be accessed by US authorities. European alternatives like meetergo, Calenso, and Timify keep your data within European jurisdiction with robust privacy protections built into their infrastructure.

Which European scheduling software is best for small businesses?

For small businesses, meetergo offers the best value with its free plan including unlimited meetings, built-in video conferencing, and optional CRM add-on. If you need a completely free solution, Picktime provides solid features without monthly costs. For service-based businesses like salons or spas, SimplyBook.me offers excellent customization for €8.25/month. The best choice depends on your specific needs—meetergo excels for B2B companies needing CRM integration, while Picktime works well for solopreneurs with basic booking needs.

Is Calendly GDPR-compliant, or should I use a European alternative?

While Calendly offers GDPR-compliant features and a Data Processing Agreement, it's a US-based company with servers primarily in the United States. This means your customer data is subject to the CLOUD Act, allowing US government agencies to potentially access it. For businesses operating in the EU who want maximum data protection and to avoid the legal gray area of transatlantic data transfers, European alternatives like meetergo (Germany), Calenso (Switzerland), or Timify (Germany) provide stronger privacy guarantees with EU-based infrastructure.

What features should I prioritize in European scheduling software?

Prioritize these key features: (1) GDPR compliance with EU server locations and clear DPAs, (2) Multiple calendar integrations (Google, Outlook, iCloud, CalDAV), (3) Built-in video conferencing to avoid additional subscriptions, (4) Team scheduling with round-robin and routing capabilities, (5) Branding customization including custom domains, (6) CRM integration or built-in CRM functionality, and (7) Payment processing for paid services. For 2026, integrated video conferencing is increasingly important as it keeps all communication data in one GDPR-compliant system.

Can I use European scheduling software if my business is outside the EU?

Absolutely! European scheduling software is available globally and offers benefits beyond GDPR compliance. Even if you're based outside the EU, using tools like meetergo, Cal.com, or Doodle provides superior data privacy, transparency, and often better value than US alternatives. Many businesses worldwide are choosing European software specifically for the stronger privacy protections and ethical data handling practices. Additionally, if you have any European customers or clients, using EU-hosted scheduling software ensures their data is protected according to their local regulations.

Does European scheduling software integrate with popular business tools?

Yes, most European scheduling platforms offer comprehensive integrations with popular business tools. meetergo integrates with HubSpot, Pipedrive, Salesforce, Zapier, Make.com, Stripe, and PayPal, plus offers a built-in CRM. Cal.com supports similar integrations with its open API. Timify and Calenso also provide connections to major CRM systems, calendar platforms, and payment processors. In fact, many European tools offer better integration options than their US counterparts because they're built with API-first architectures to serve diverse European markets.

Conclusion: Choosing the Right European Scheduling Software

The European scheduling software landscape in 2026 offers robust alternatives to US-based platforms, combining powerful features with genuine GDPR compliance and data privacy protections. Whether you're a solopreneur, small business, or enterprise team, there's a solution that fits your needs without compromising on security or functionality.

For businesses seeking the most comprehensive solution, meetergo stands out with its all-in-one approach: German-hosted servers, built-in video conferencing with end-to-end encryption, integrated CRM, and advanced team features—all starting from a free plan. This makes it the ideal choice for European businesses that want scheduling, video calls, and sales management in one GDPR-compliant platform.

If you prioritize open-source flexibility, Cal.com offers self-hosting options. For group scheduling and polls, Doodle remains the Swiss-made standard. Service businesses might prefer SimplyBook.me or Timify for their specialized features. And if budget is your primary concern, Picktime delivers solid functionality completely free.

The key is to start with your priorities: GDPR compliance, team size, required integrations, and budget. Use the checklist above to evaluate your options, take advantage of free trials, and choose a solution that not only meets your current needs but can scale with your business growth.

Ready to make the switch to European scheduling software? Start with meetergo's free plan and experience the difference of truly GDPR-compliant, all-in-one scheduling for your business.