10 Best Group Scheduling Tools

This guide compares the 10 best group scheduling tools: what each one is good at, who it suits, and how it's priced. Most of them link to your calendar, read your availability, and let other people pick a time that works for everyone. If you only need to find one mutual time, meeting polls let participants vote on preferred times without back-and-forth emails.

Because these tools sync with your calendar, a time someone picks won't clash with events you already have. For larger teams, team scheduling features help coordinate availability across several people.

Finding the best group scheduling tool can be tricky, because "group scheduling" covers two different jobs: polling a group to find one time everyone can make (Doodle, WhenIsGood, Arrangr), and letting people book time with you or your team from a shared link (HubSpot Meetings, CalendarHero, Mixmax, Boomerang). A few tools on this list (24Sessions, Engageware) are aimed at client-facing appointments for banks and service firms. Prices change often, so confirm current plans on each vendor's site.

HubSpot Meetings
Calendar
CalendarHero
Doodle
Boomerang Scheduler
MixMax
WhenIsGood
Arrangr
24Sessions
EngageWare

HubSpot Meetings

HubSpot Meetings is HubSpot's scheduling tool. You share a booking link, and meetings are logged automatically on the contact record in HubSpot's CRM. Group links can show times when several teammates are free, and round-robin links spread meetings across a team.

Best for: Sales and customer teams that already use HubSpot and want every meeting tied to the CRM.

Pricing: A basic version is included with HubSpot's free tools; team features such as round robin sit in paid Sales Hub plans.

Calendar

Calendar (calendar.com) combines a calendar app with scheduling links, group availability, and meeting analytics. It connects Google and Microsoft calendars and can suggest times based on everyone's availability.

Best for: Small teams that want scheduling links plus insight into how they spend time in meetings.

Pricing: Free plan available; paid plans per user. See the vendor's site for current pricing.

CalendarHero

CalendarHero connects Google, Microsoft, and iCloud calendars and lets you share scheduling links or have its assistant find times across several attendees. It integrates with Zoom, Zapier, and CRMs such as HubSpot.

Best for: Professionals and teams who schedule many external meetings and want an assistant-style approach to finding times.

Pricing: Free plan available; paid plans per user. See the vendor's site for current pricing.

Doodle

Doodle is best known for group polls: you propose several times, participants vote, and you pick the winner. It also offers booking pages and one-on-one scheduling, with calendar sync to Google and Microsoft calendars on paid plans. It works in the browser and on iOS and Android.

Best for: Finding one time that works for a group, especially people outside your organization.

Pricing: Free plan with ads and limits; paid plans per user. See the vendor's site for current pricing.

Boomerang Scheduler

Boomerang is a browser extension and app for Gmail and Outlook best known for scheduling emails to send later. Its scheduling feature lets you share your availability inside an email, so the recipient can pick a time and the event lands on your calendar.

Best for: People who arrange most meetings over email and want scheduling built into their inbox.

Pricing: Free tier with limits; paid plans per user for Gmail and Outlook. See the vendor's site for current pricing.

MixMax

Mixmax is a sales engagement tool for Gmail. Alongside email sequences, templates, and tracking, it lets you embed available times or a meeting poll directly in an email.

Best for: Sales teams that live in Gmail and want scheduling inside their outreach emails.

Pricing: Free tier with limits; paid plans per user. See the vendor's site for current pricing.

WhenIsGood

WhenIsGood is a simple, no-frills availability poll. You mark the times you could meet, share a link, and participants paint in when they are free; the results show the times that work for the most people. Participants don't need an account.

Best for: Quick, one-off polls for groups like committees, clubs, and study groups.

Pricing: Free to use.

Arrangr

Arrangr lets you share booking links or send a short list of proposed times for people to choose from. It connects Gmail, Outlook, Office 365, and iCloud calendars and integrates with Zoom and HubSpot.

Best for: Individuals who want lightweight scheduling links and small polls at a low cost.

Pricing: Free version with limits; low-cost paid plans. See the vendor's site for current pricing.

24Sessions

24Sessions is a video appointment platform for banks, insurers, and other advisory businesses. It combines online booking with built-in video meetings, screen sharing, and recording, and integrates with Office 365 and Google calendars.

Best for: Organizations that run client advisory meetings by video and want booking and video in one system.

Pricing: Quote-based.

EngageWare

Engageware (which now includes the former TimeTrade scheduling product) provides appointment scheduling and customer engagement tools for banks, credit unions, and retailers, with integrations such as Salesforce.

Best for: Larger organizations with branches or advisors that need enterprise appointment scheduling.

Pricing: Quote-based.

Example: Scheduling a Group Meeting With a Poll

Here's how a 12-person volunteer committee might find a time for its quarterly planning meeting:

The organizer creates a poll in Doodle or WhenIsGood with five evening options over the next two weeks.
They email the poll link to the committee. Members mark the times they can make; nobody needs an account.
After two days the organizer checks the results, picks the slot with the most "yes" votes, and sends a calendar invite with the video link.

If the same group meets every month at a fixed time, skip the poll and send a recurring calendar invite. If outside people need to book time with you or a rotating team member, use a booking-link tool like HubSpot Meetings or Calendar instead.

How to Pick the Right Group Scheduling Tool

When evaluating group scheduling tools, consider three things. First, how many people typically need to coordinate? Tools like WhenIsGood and Doodle excel at polling large groups, while CalendarHero and Calendar are better suited for smaller recurring team meetings. Second, check which calendars and productivity tools your team already uses. Seamless integration with your existing stack prevents adoption friction. Third, think about whether you need the tool purely for internal coordination or also for external client-facing scheduling, as some tools handle both use cases far better than others.

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