糖心Vlog

Scheduling shouldn't slow you down, but many sales reps burn cycles on meeting admin. Without group scheduling software, getting a meeting on the calendar leads to long email chains. Research shows that 43% of professionals spend at least just scheduling meetings. That adds up to over 100 hours a year.

Luckily, group scheduling software make the process easy. Platforms poll availability across teams and eliminate the back-and-forth that drains productivity. offers group booking features that coordinate multiple calendars in one click.

From coordinating weekly sales syncs to quarterly planning sessions, the tools in this guide will give reps back lost hours. Instead, sales teams can focus on what actually moves the needle.

Table of Contents

• Best Scheduling Tools
• What is the best scheduling tool?
• How to Choose the Best Scheduling Tool Online
• Best Scheduling Tools Comparison
• Connect Your Group Scheduling Tool to Your CRM
• Frequently Asked Questions About Group Scheduling Software

What is the best scheduling tool?

The best scheduling tools eliminate back-and-forth communications. syncs with Google and Office 365 calendars, then logs meeting information into the team’s CRM. Meeting Scheduler also helps teams find a time that works best for all invitees, making scheduling simple.

HubSpot's Free Meeting Scheduler

Schedule meetings faster and forget the back-and-forth emails. Your calendar stays full, and you stay productive.

• Let prospects book a meeting time
• Book more meetings and appointments
• Sync with Google and Office 365 Calendar
• And more!

How to Choose the Best Scheduling Tool Online

Group scheduling software should be easy to set up and offer polling features to coordinate attendee availability. Sales leaders should check that the tool integrates with their tech stack, including their CRM. Reps may also need a tool with a mobile to book meetings on the go. For HubSpot users, works seamlessly with the tools the teams already use.

App Integrations for Sales

Before introducing a new group scheduling software, teams must make sure the software integrates with their current tech stack. Create a list of the tools that team members use before, during, and after each meeting. Then, check compatibility.

Teams should think beyond their calendar apps. Look for group scheduling software that integrates with:

• Calendar apps (such as iCloud Calendar, Outlook, Google Calendar).
• Sales automation tools (such as lead generation, growth, email, etc.).
• The team’s CRM.
• Common email providers (such as Gmail, Outlook).

Pro tip: is designed to natively integrate with and the Smart CRM. Teams can book meetings, prep for calls, and log customer interactions all in the same platform.

Polling and Group Availability Features

To help find meeting times that work for everyone, group scheduling software needs polling and availability. Essential features include:

• Visual availability grids that visually show when all participants are free.
• Automated polling, which allows the person setting up the meeting to collect responses without manual follow-up.
• Time zone detection and conversion. Ideal for distributed teams or businesses working with a global client base, this feature makes coordinating across time zones frictionless.
• Minimum attendee thresholds. This feature ensures critical stakeholders can attend.

Pro Tip: offers both group and round robin scheduling pages. With group scheduling, contacts see time slots when all selected team members are available. With round-robin scheduling, contacts see individual availability and can book with whoever has a schedule that aligns with theirs.

Optimized for Mobile

Prospects might check their email, chat with team members, and accept invites by phone. And if sales roles involve travel or remote work, mobile optimization can make it easier to send meeting requests from anywhere. The best scheduling tools are optimized for mobile. Prospects can book time or RSVP for existing events without access to a desktop browser.

Privacy & Transparency

Group scheduling software need access to calendars and contacts, making privacy a must. To protect personal information, choose a group scheduling tool that offers robust privacy settings and features. Both clients and the internal team must be shielded from cybersecurity threats and other data privacy issues.

Intuitive Set-Up

Prospects don’t want to watch a tutorial before they book time with a rep. Intuitive interfaces are the expectation. Look for group scheduling software that’s easy to set up and use. HubSpot meeting scheduler automatically checks custom availability settings against team members' calendars. There’s no manual coordination entirely, and the system is easy to use.

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 Scheduling Tools Comparison

1.

HubSpot meeting scheduler books appointments by allowing prospects to schedule directly from emails and websites. The platform also offers group booking, so teams can coordinate multiple attendees in a click.

Meetings can be easily documented in HubSpot’s CRM and Sales Hub. Contact data is added to the CRM for each new meeting. This database helps sales teams easily grow their client list as reps get more connections.

Why Choose HubSpot

HubSpot's free scheduling software simplifies and automates what used to be an arduous and often manual process. Fully integrated with HubSpot’s CRM, the Meetings function allows sales teams to:

• Cut out back-and-forth scheduling emails.
• Offer transparency and flexibility for scheduling meetings.
• Simplify the lead-capture process by asking key client questions before meetings.

HubSpot Meetings also offers group meeting links. Users can alter the settings to receive notifications for each new meeting. It also includes critical meeting information within the link, such as meeting length and subject matter.

Bonus, teams can embed this tool on the company website and customize the branding.

According to , senior professor at HubSpot, “What's great about the meetings tool is it syncs seamlessly with your calendar, so you're never gonna be overbooked if someone books a time with you with that link.”

Best For: Overall scheduling tool for sales teams and small businesses

: Free, with premium options

2.

Calendar is one of the most intuitive scheduling tools available. It uses machine learning to deliver smart scheduling. It lets users tag as many invitees as they would like when scheduling a meeting. Then, the platform shows when everyone is available. If you need to reschedule, one click reveals what times work for every person.

This tool offers:

• Unlimited scheduling.
• Email and SMS notifications about scheduling and scheduling changes.
• Team analytics.
• And CRM integration.

Calendar Limitations

This is a basic tool that works for most users. Integration quality varies, so teams should confirm that essential software works well with this tool.

Best For: Internal group meetings

: Plans start at $20 per month

3.

Best For: Scheduling group meetings with external parties

Scheduling Tool Pricing: Free, with premium options

CalendarHero lets sales teams create pre-configured meeting types. For example, users can include a video conferencing link in the invite and use shared availability features for group meetings. It also has helpful integrations that make it easy to send prospects critical information without leaving the scheduler.

This tool offers:

• Calendar connectivity (with Gmail, Office 365, and iCloud)
• Gmail, Outlook, and Slack integrations
• Personal scheduling links
• Scheduling widgets
• Google Drive, OneDrive, or Dropbox file access

Pro tip: , making it easy to use this scheduling tool with Sales Hub.

CalendarHero Limitations

Calendar Hero saves sales teams a lot of time, but there are some limits. For example, while you can book different meeting types with this tool, some it isn’t seamless for meeting requesters to choose which meeting type they want.

4.

Doodle relies heavily on polling to crowd-source available meeting dates. Doodle first lets users set up a MeetMe page, where they can display free time and choose designated branding. Reps can set up a poll of available dates and times. Then, invitees vote on time slots that are convenient for them via a custom link.

Doodle offers several response choices — not just the yes or no binary — and allows choosers to rank or explain responses. The meeting creator can see who has responded and who hasn't. Other features include:

• Option to attach videos and other media.
• Useful reporting.
• Ease of setup and use.

Doodle Limitations

Some users suggest Doodle in comparison to other scheduling tools. The free plan also includes distracting ads and too much scrolling to complete more complex polls.

Best For: Scheduling quick group meetings on mobile

: Free, with premium options

5.

Boomerang is a browser extension that connects that helps with group scheduling. While sending emails, sales reps can easily pull up their calendars and let clients pick the best time to meet. Clients only see the times that the rep is available, not other appointments and activities. Reps can also embed calendar information schedule into the text body.

Boomerang’s main selling point is that it operates entirely within an email interface. The tool creates an event once an invitee selects a time, and that time is automatically recorded in your calendar. It also takes into account different time zones.

Boomerang Limitations

It‘s privacy-oriented in that it doesn’t show the details of your schedule. However, free plans are capped at five meetings a month.

Best For: Scheduling group meetings via email

: Free, with premium options

6.

Mixmax is a group scheduling software that integrates with all Google apps, including Gmail. Users can share their availability over email with an embedded version of their Google Calendar. There are also embedded meeting polls for easy group scheduling. This platform is particularly useful for salespeople with features like:

• LinkedIn Sales Navigator integrations.
• A sales dialer.
• Sales email templates.

These tools help cut friction at all communication points that lead up to each meeting.

Mixmax Limitations

If brand awareness is a priority, Mixmax offers limited branding on emails, widgets, and calendar appointments. Limited integrations might also impact the team’s ability to use this tool effectively.

Best For: Scheduling internal group meetings within Gmail

: Free, with premium options

7.

Arrangr allows teams to create a booking link so prospects can use to choose the best time to meet. The platform integrates with reps’ emails and will automatically show available times. Arrangr also automatically prevents double booking and builds in buffer time between meetings, ensuring smooth calendar management.

Pro tip: Use to simplify meeting scheduling, or sign up on the website to use it as a standalone tool.

Arrangr Limitations

This scheduling tool gets high marks from its customer base. However, Arrangr is a browser-based tool. If the sales process relies on mobile scheduling, teams might want to look for a different tool.

Best For: Sending multi-person meeting polls

: Free, with premium options

8.

YouCanBookMe is a simple but powerful tool that’s good for small businesses offering paid services. YouCanBookMe is fully integrated with Stripe, making it best for booking paid meetings. The scheduling tool is a great fit for group meetings, like online classes, training, and one-on-one sessions, where clients need to pay to book.

YouCanBookMe also makes it easy to:

• Customize the interface for your brand.
• Personalize notification preferences.
• Add buffers between appointments.
• Adjust appointment lengths.
• Block off times on your schedule.

YouCanBookMe Limitations

mention challenges with calendar syncing and availability errors, as well as limitations in the free plan. Stripe is a great payment processor, but you may want to look elsewhere if it's not the preferred processor for your target customers.

Best For: Scheduling paid group appointments, especially for businesses using Stripe

: Free, with premium options

9.

Pexip is a video collaboration platform that offers custom meeting rooms or integrations with Teams, Zoom, and Google Meet. The platform is a solid option for large organizations with vast, complicated scheduling needs. It‘s good for teams or franchises because users can add a certain teams’ available time and sync individual calendars within the group calendar.

Pexip also offers plenty of integrations. Users can assign tasks and track customer experience while adhering to necessary security measures.

Pexip Limitations

Users appreciate the stability and security of this tool, but some suggest that the interface isn’t as intuitive as other platforms and has a learning curve for non-technical users.

Best For: Enterprise and government meeting management

: Contact for a quote

10.

Bookeo is primarily an appointment scheduling tool for services, classes, and activities. It's recommended for service or activity businesses that need a strong group scheduling tool. It allows businesses to give a self-scheduling link to prospects and customers using its .

The app syncs with Google Calendar, iCloud, Outlook, and Office 365. It also gives users the ability to create recurring bookings. Bookeo also provides the option to embed a user-friendly appointment scheduler on your website.

Pro tip: Reps can . This makes it easy to turn appointments into deals that teams can nurture.

Bookeo Limitations

This tool is primarily for reservation-focused businesses, so it may not be the right tool for every sales and marketing team. This unique feature set may also have a steeper learning curve for setup and updates than some other tools.

Best For: Scheduling group activities and services

: Paid, with free trial

11.

Calendly is a well-known scheduling app. It has a simple and user-friendly interface. This tool also automates the scheduling process, which is helpful for sales teams on the go. Calendly is user-friendly and offers cross-software compatibility. This makes it a popular choice for external clients. It connects with Outlook, Microsoft Office 365, iOS Calendar, and Google Calendar.

Pro tip: Try the to embed meeting scheduling on your website. It also automatically creates leads, contacts, and activities in HubSpot when it schedules a meeting.

Calendly Limitations

Users mention limited branding opportunities and features on some plans.

Best For: Automating group scheduling

: Free, with premium options

12.

OnceHub prioritizes creating an easy connection between prospects and sales teams. The tool is easy to embed into websites, marketing, and email marketing campaigns. This helps prospects schedule from their first point of contact. For group meetings, OnceHub also synchronizes events across all participant calendars.

OnceHub can also be used to schedule classes, workshops, and training sequences.

OnceHub Limitations

suggest OnceHub is less intuitive than other alternatives. Limited reporting choices are also a concern.

Best For: Scheduling recurring group sessions

: Free, with premium options

13.

Acuity Scheduling offers a range of tools, and the more users pay, the more features they get. Paid plans are compatible with Google Workspace, Office 365, Exchange, and Outlook. This meeting scheduler is ideal for small businesses, service-based entrepreneurs, and multi-location businesses. The tool also includes:

• Video conferencing with Zoom, GoToMeeting, and Join.me integrations.
• Scheduler embedding.
• Invoicing.
• Accounting and payments.
• Group emails.

Clients can see the business’ schedule and book their own time to stop by. The easy access makes it simple to schedule or reschedule and make payments online.

Acuity Limitations

While this scheduling tool gets positive reviews for ease of use and setup, suggest a lack of customizations and automations as a pain point. Acuity is a Squarespace company, and both companies use the same support documents, which can create a confusing user experience.

Best For: Scheduling online appointments

: Plans start at $16 per month

14.

Rallly is one of the best choices for those who worry about privacy. This tool is poll-based and allows poll respondents to retain their anonymity — even if they decide to engage in the discussion portion. After creating a scheduling poll, users can invite people by sharing the link or emailing them.

This scheduling tool is the simplest choice for availability polling for large groups. Note that users can’t add time slots, so it's best for finding availability for entire days. This may be useful when planning a multi-day conference or event.

Rallly Limitations

While its strength is in creating polls, this scheduling tool lacks widespread email integration and customization capabilities.

Best For: Full-day availability polls

: Free, with paid options

15.

For sales and marketing teams, FreeBusy is a great tool for scheduling product demos and prospect calls. Customers can easily see real-time availability, making it easy to schedule time onbusy reps’ calendars. It's recommended for enterprise businesses with multiple customer-facing teams.

FreeBusy is an ideal tool for B2B companies, specifically because it integrates with so many different services. It operates as a Chrome extension or plugin for Outlook email.

FreeBusy Limitations

Some mention that the interface can be cumbersome and isn’t as intuitive as other platforms.

Best For: Enterprise group scheduling

: Free, with premium options

16.

Vyte Ideal Users

Vyte offers pro features that give users more control over meetings. For example, the ability to hide invitees from each other, making it helpful for scheduling confidential group meetings. Users can also prevent guests from suggesting new meeting times, ensuring the appointment happens at a specific time and date.

This scheduler 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 with the information. Vyte then remembers that availability and suggests meeting times. It records meeting times in calendars once everyone agrees on the details.

The Pro plan also has features to build in buffers between meetings.

Vyte Limitations

This scheduling process is quick and easy for you to schedule meetings. That said, clients using this scheduling tool for the first time may get confused by the range of choices and limited communication on their end.

Best For: Scheduling confidential group meetings

: Free, with premium options

Still looking for the right tool? Check out these posts with the best meeting schedulers and scheduling apps.

Connect Your Group Scheduling Tool to Your CRM

A scheduling tool that operates in isolation creates more problems than it solves. When meeting data lives separately from the CRM, the team loses critical context about who attended which meetings and where prospects are in the sales pipeline. So, the best group scheduling software feed directly into the team’s CRM, creating a single source of truth for all customer interactions.

Why CRM Integration Matters for Group Scheduling

Think about what happens after a meeting gets booked. Sales reps need to prepare by reviewing past interactions. 糖心Vlog teams need to track which campaigns drove the meeting. Operations teams need to analyze meeting-to-deal conversion rates. None of this is possible when your scheduling tool exists in a silo.

CRM integration transforms scheduling from a logistical task into a strategic advantage by:

• Automatically logging meeting details as activities on contact records.
• Capturing attendee information and linking it to existing contacts or creating new records.
• Triggering follow-up workflows based on meeting outcomes.
• Providing visibility into team scheduling patterns and meeting effectiveness.
• Syncing bidirectionally, so calendar changes update your CRM in real time.

HubSpot's Connected Ecosystem

is built within the HubSpot CRM, which means every scheduled meeting automatically becomes part of the customer timeline. When a prospect books time through a group or round robin scheduling page, that action immediately updates their contact record. That data can trigger automated workflows, eliminating the need for manual data entry.

But the integration goes deeper than just scheduling. HubSpot's ecosystem connects meetings tool with:

• 糖心Vlog Hub to track which campaigns drive meeting bookings.
• Sales Hub to surface meeting context during outreach and automatically update deal stages.
• Service Hub to schedule customer success check-ins and support sessions.
• Operations Hub to sync data across your entire tech stack.
• Reporting tools to analyze meeting conversion rates and team performance.

Frequently Asked Questions About Group Scheduling Software

What is the best group scheduling app?

The best group scheduling tool depends on the specific use case and needs of your team. For sales teams and small businesses, HubSpot's Sales Hub includes a free meeting tool that offers the deepest CRM integration. HubSpot’s is ideal when scheduling is part of a larger customer relationship strategy.

Calendly offers built-in workflows that help automate elements of the scheduling process. For quick group meetings, Doodle excels at one-off polls. And CalendarHero allows external invitees to ask questions as they schedule the meeting.

Does Google have a group scheduling tool?

Yes, but with significant limitations compared to dedicated scheduling software. Google Calendar allows users to create events and invite multiple attendees, and it will show their availability if they're within the same organization and have a shared calendar.

Does Calendly do group scheduling?

Yes, Calendly offers both collective and group scheduling features, though the terminology can be confusing. Collective events (available on Teams plan and above) allow multiple team members to take turns hosting meetings. Group events (available on all paid plans) let users host meetings where multiple invitees can book the same time slot.

What is the app for scheduling plans with friends?

There are several apps for scheduling plans with friends. These casual, non-business group scheduling tools are simple and don’t have the overhead of enterprise features.

• Rallly: Formerly Doodle‘s consumer-focused option, Rallly offers similar polling functionality with a slightly more visual interface. It’s great for recurring events like monthly meetups.
• WhatsApp: The app offers polls that work surprisingly well for small groups who already communicate there. Create a poll with date/time options, and everyone votes right in the chat, no separate app needed.
• GroupMe: The app’s scheduling feature integrates directly into group chats, making it effortless for friend groups who already use the platform for communication.
• Doodle: The free tier remains a solid choice for occasional coordination, though the ad-supported experience and limited features make it less ideal for frequent use.

How much does group scheduling software cost?

Pricing for group scheduling tools varies based on features, team size, and whether scheduling is part of a larger platform. Google Calendar, HubSpot Meeting Scheduler, and Doodle all offer functional free tiers. Standalone scheduling tools can range from $10-$16 a month for starter plans. HubSpot Sales Hub, which comes with a meeting scheduler, Starts at $20 a user per month.

Can group scheduling tools handle different time zones?

Yes, all major group scheduling tools automatically detect and convert time zones, though the implementation varies. Most scheduling tools detect the viewer's time zone based on their browser settings or device location. For example, when someone in Tokyo views a scheduling page created by someone in New York, they see available times in Japan Standard Time automatically.

Use a Scheduling Tool to Grow Better

Ultimately, the options are endless for scheduling tools. Whether you value specific features, efficiency, or branding, any one of these services would be worth using for your business.

With the tools listed above, you can create a scheduling workflow that improves your sales process. The right scheduling tool can help you exceed quotas and delight your customers. Take note of what you need, and start testing out these exciting tools.

Editor's note: This post was originally published in May 2019 and has been updated for comprehensiveness.

HubSpot's Free Meeting Scheduler

Schedule meetings faster and forget the back-and-forth emails. Your calendar stays full, and you stay productive.

• Let prospects book a meeting time
• Book more meetings and appointments
• Sync with Google and Office 365 Calendar
• And more!