Best Meeting Scheduling Apps

Jun 10, 2022 | productivity

It’s a process most of us are all too familiar with. You want to schedule that all-important call with a prospect or a customer, so you begin by sending an email with a possible date and time. The recipient has a conflict and replies with a different date and time, but you will be out of town that day. You then respond with yet another possible time. Thankfully, the best meeting scheduling apps can save you from this continual back and forth.

Going through these motions can be exhausting, and at times, downright confusing.

  • Did they agree to the last time slot you suggested?
  • Where is the email with the confirmation?

And don’t even think about the possibility that they may need to reschedule.

That only means one thing—the whole process starts over. If only there was a way to avoid this never-ending dance when scheduling a meeting.

Fortunately, there’s an app for that—and there’s more than one. You’ll find quite a few scheduling apps out there that can help you quickly book phone calls, meetings, and appointments with the touch of button.

But with so many apps to choose from—and so many different features included with each one—how do you know which one works best for your business?

Here’s our rundown of some of the best meeting scheduling apps out there.


Whether you are scheduling solo or across teams, ScheduleOnce has tools that can assist you. The app can be integrated with your website, web-conferencing service, Gmail, CRM application, and PayPal.

ScheduleOnce also allows you to offer packages for customers to book a series of appointments at one time. In addition, you can schedule video meetings with unique meeting IDs and passwords that are automatically sent to all parties involved. The app supports Google, iCloud, Microsoft Exchange, Office 365, and Outlook calendars.

ScheduleOnce offers a 14-day free trial with subscriptions starting at $15 per month for up to 3 users with all features included.

Acuity Scheduling

This scheduling software is geared toward small and midsize businesses, as well as individual professionals. Users include businesses such as dance studios, salons, fitness studios, and photography studios. Many coaching/consulting businesses, spas, and health clinics also use the app.

Acuity connects to Google, iCloud, Microsoft Exchange, Office 365, and Outlook calendars, giving you a lot of options when it comes to which calendar you prefer to use. Customers can immediately see the real-time availability of your business and then self-book their appointments or even schedule recurring appointments. They also can easily cancel and reschedule if needed.

And as soon as a client books, Acuity collects all of the information you need to know about that person. Worried about no-shows? The app allows you to automatically send branded and customized reminders to keep clients on time. And your business can even take payments and tips through Acuity. There is a basic free plan, while more advanced features start at $15 per month with a free seven-day trial.


Once you fill in your availability, Calendly does the heavy lifting for you. The app supports Google, Outlook, Office 365, Microsoft Exchange, and iCloud calendars. Do you use more than one of these calendars?

The app can check your schedule across all of them to make sure you are never double booked. You can share your Calendly link through your email or embed it on your website. And the app automatically sends confirmation and reminder emails.

Here at Funnelfly, we have set up our software for direct integration with Calendly, making it simple for you to include meeting links in your automated email drip campaigns.

Calendly even allows you to remove its branding and customize your profile to align with your business. Enrolling in the basic plan is free, while the premium plan starts at $8 per month.


With a scheduling page that can be displayed in English, Spanish, German, Dutch, Italian, and many other languages, Appointlet is a good option for those with global customers. It also is widely used by SAAS businesses and consulting companies, as well as more typical service businesses. The app is compatible with Google and Office 365 calendars.

Appointlet allows customers to book appointments from any type of device and includes the ability to take payments through the app. There is a free subscription for businesses with the option of additional features for $8 per month per user.


Marketed to service-based industries, SimplyBook is free for up to 50 bookings. After that, plans start at $9.90 per month. The app offers a robust booking and business management system, as well as a dedicated service team that includes your own account manager.

Like Appointlet, SimplyBook supports a number of languages, making it a good choice for international businesses. In addition, the app accepts many international payment options. Throughout the pandemic and during this time of social distancing, the app is doing a lot to cater to those offering online video courses to keep their businesses thriving.

It also has created a sequential, multi-attendance queueing system for shops and supermarkets wishing to ensure that social distancing precautions are maintained in their businesses. In addition, the app is offering a free booking system and setup for all COVID-19 testing clinics.


Catering to small businesses, local service providers, and consultants, vCita includes a customizable scheduling page, as well as a personal client portal. Automated SMS reminders ensure prompt customers, while actional invoices make collecting payments simple. The app even allows you to upsell to clients with promotions and coupons.

Supported calendars that work with vCita are Google, iCloud, and Outlook. There is a 14-day free trial for new users, while subscriptions start at $19 per month.

Square Appointments

This app markets itself as “a flexible solution for all your booking and payment needs.” Users are provided with a free online booking website or can set up booking links on Google or Instagram, allowing customers to instantly schedule any services.

Square also offers the ability to collect payments at checkout or require a prepayment when a customer books a service. And if those options aren’t what you want, you can choose to send a professional invoice. Square Appointments only supports Google Calendar, so make sure that is your preferred calendar before signing up with the app.

Individual subscriptions to Square are free with a small percentage fee charged per tap or swipe when a customer pays. An account for a team starts at $50 per month.


With a 14-day free trial and subscriptions starting at $12 per month, Gigabook offers the same features for every user at every account level. You simply pay extra according to how many users subscribe to the app. Businesses can utilize functions such as email and SMS reminders, to-do lists, downloadable reports, and project management options.

The app includes online booking, calendar syncing, and the ability to accept payments, and it is compatible with Google, iCloud, Microsoft Exchange, Office 365, and Outlook calendars. Users of the Gigabook app range from small to large appointment-based businesses.

The Bottom Line

Once you are signed on with a scheduling app, you may wonder how you ever got along without it. The ability to easily manage your appointments and allow customers and leads to quickly book sessions with you can make a world of difference in how smoothly your workdays flow.

Your personal scheduling link can automatically be included in your email sequences using Funnelfly’s variables. The Calendly integration helps you increase interactions with your prospects and allows them to choose a meeting time or schedule a phone call.

Encourage prospects to set up a session for a trial demo or invite current customers to schedule a new feature demo. It’s just one more way Funnelfly helps you stay engaged with your audience through our email automation software.

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