Post Updated: August 14, 2023
HR professionals have a lot on their plates. They are often in charge of recruiting and employee onboarding, processing mountains of paperwork related to payroll and pensions, ensuring the employees’ mental health is taken care of, while also devising a good offboarding strategy for layoffs. All of this juggling requires a copious amount of meetings — to formulate a game-plan, track progress, collect feedback, correct course accordingly and meet deadlines.
While most people hate the time wasted in endless meetings, some of them simply cannot be avoided. But the time spent scheduling meetings — the back and forth between people trying to figure out the best day and time — can be avoided using meeting scheduling tools. With the help of a simple online meeting scheduling tool instead of a group email, you can make one part of your job less painful. And we’re here with the best meeting scheduling tools for 2023, to save you time on research as well.
Top Online Scheduling Tools in 2023
VidCruiter is a comprehensive meeting scheduling software that streamlines the process of coordinating and managing meetings. With its user-friendly interface, VidCruiter enables effortless scheduling, allowing users to send invitations, set availability preferences, and receive real-time notifications. This versatile tool caters to various business needs, making it simple to arrange one-on-one discussions, team meetings, and interviews.
Paradox offers cutting-edge meeting scheduling software designed to streamline and optimize the scheduling process. With its intelligent AI-driven platform, Paradox simplifies the complex task of coordinating meetings, enabling users to effortlessly find suitable time slots, manage participant availability, and send out invitations. The software’s intuitive interface and advanced algorithms ensure efficient scheduling while minimizing conflicts and enhancing overall productivity.
Prelude, offered by Calendly, is an innovative meeting scheduling software designed to streamline appointment coordination. With its user-friendly interface, Prelude simplifies the process of setting up meetings by eliminating the back-and-forth communication often associated with scheduling. Its intuitive features enable users to share their availability effortlessly, allowing invitees to select preferred time slots. Moreover, Prelude seamlessly integrates with various calendar platforms, ensuring seamless synchronization.
Integrating with Apple, Google, and Outlook Calendars, as well as various sales and productivity tools, this online meeting scheduling tool does more than just book appointments. Calendar uses AI to allow you to automatically book meetings according to your availability and everyone else’s, while also providing transcriptions and analytics that break down where you waste most of your time.
You’re probably already familiar with this online meeting scheduling tool, as many people use its free version. With a simple interface, Doodle lets you set your availabilities for a specific group meeting, and allows every participant to choose their preferred dates. With the paid version, you can automatically create a meeting in everyone’s calendar at the chosen time.
This product is great for scheduling appointments with candidates, employees or partners. Every staff in your organization can sync their calendar to Bookafy to show real time availability. Bookafy automatically sends confirmation emails, text message reminders, syncs to Teams, Zoom and Webex (plus others) to make for a really great automated appointment setting process. Bookafy syncs with Google, iCloud, Outlook and Exchange. Book one on one appointments (customer/staff), group events (multiple customers/staff) or multi staff appointments (multiple staff/one customer) which is a great combination for HR teams that need to book initial interviews as well as group meetings or panel interviews.
Similarly to Doodle, Rally lets you create a poll, where the participants decide on the best time for the meeting. Apart from being completely free to use, Rally’s added bonus which put it on our list of best meeting scheduling tools for 2023 is the comment box on the poll page. This allows the participants to discuss the meeting details and talk about the agenda beforehand.
Yet one more on our top online scheduling tools that lets your attendees know your availabilities. Instead of creating a poll like the previous apps on this list, NeedToMeet lets you block the hours you prefer in your calendar and send the options off. Then, you can book the meeting that gets the most votes. You can use their free account, but if you want the Outlook integration, you will have to pay.
While everyone on your team needs to be using both Pick and Google Calendar for this solution to work, it’s well worth it. This app will schedule a group meeting by automatically scanning your team’s Google calendars to find availabilities, and then send you a list of options. You can also invite everyone directly from the app, which rightfully earns it a spot on the meeting scheduling tools in 2023.
If your team mainly works remotely, ScheduleOnce is a must-have. With timezone recognition, this online meeting scheduling tool will ensure that you never have to attend another 6 am catch-up with Australia. It also offers several comprehensive features for teamwork for customer-facing scheduling, such as pooled availability, round-robin assignment, as well as reporting.
While only allowing one-to-one meetings, Assistant.to is still one of the most used meeting scheduling apps out there. It’s easy to use as a Google Chrome extension, and it’s free for Gmail. You start by blocking the times you’re free on your calendar. Your participants can then choose the best time for them and by that confirm the meeting. The solution also remembers your most common locations and availability, as well as sends notifications.
Next on the list of top online scheduling tools, we have two AI-based meeting scheduling apps. CalendarHero boasts several scheduling options for 1:1, group, and remote meetings, including scheduling links, an AI assistant for your inbox, and a standalone web scheduler. With CalendarHero, your invitees can book time using your real-time availability, or CalendarHero can send automated meeting requests for you. It sends your invitees automatic reminders, helps you balance your time with daily meeting limits, and keeps you on track with meeting briefings. To simplify remote scheduling, CalendarHero has 10+ direct video integrations, including Zoom, Webex, and Microsoft Teams, and adds conferencing details to your calendar events without you having to do a thing.
Next on the list of top online scheduling tools, we have two AI-based meeting scheduling apps. But unlike Calendar, these are next-level. By CCing AI scheduling assistants Amy and Andrew on the initial email, you are allowing the software to take over the back-and-forth of booking the appointment. This AI is so clever, that some have even mistaken them for actual assistants. While other meeting scheduling apps may be able to set an appointment, this adds a personal touch, with dozens of customizations.
This is definitely not the cheapest option for the best meeting scheduling tools for 2023 but by far the most advanced. Clara is the closest to a human assistant that you can get, with the ability to learn your scheduling patterns and preferences — such as meeting durations, locations, times of the day and more. The future is already here.
Cogsworth is an online appointment scheduling and booking software designed to help businesses create booking pages and accept appointments from your customers. The Cogsworth platform caters to all service businesses such as doctors, schools, auto, repairs, beauty therapists, spas, gyms, clinics, pet services, restaurants, universities, child care providers, financial advisers, consultants and more.
MeetFox is more than just a scheduling tool. You can schedule appointments, host in-browser video calls, charge for your meetings, bill clients with automatic invoicing, and process instant payments. MeetFox is highly customizable and can be completely white-labeled. You can create a professional booking page with your own logo and brand colors, customize confirmation emails, and embed a booking button into your email signature. MeetFox is popular with freelancers and startups that want an all-in-one solution that saves time and helps them automate their workflow.
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