10 Best Group Scheduling Tools

Most group scheduling tools allow you to link your own calendar, automatically determine your availability, and let other people select the time slot within your schedule that best suits both of you. If you need a simpler way to find mutual availability, meeting polls let participants vote on preferred times without endless back-and-forth emails.

The group scheduling tool is automated and synced with your calendar. You can finally say goodbye to meeting nightmares as your meetings won't conflict with other things on your schedule. For larger teams, dedicated team scheduling features can further streamline coordination across departments.

Finding the best group scheduling tool for your business can be tricky. We have put together a list of the best group scheduling tools so you can make an informed choice.

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

HubSpot Meetings

HubSpot Meetings is an exciting tool for scheduling group meetings, and it keeps you away from the manual processes of scheduling any meeting. It is entirely integrated with the CRM and provides help like:

Cutting out back-and-forth emails regarding scheduling
Providing flexibility for the team in scheduling meetings
Providing transparency in scheduling meetings
Asking the client key questions before even starting the meeting
Generating group meeting links
Notifying you about the length and subject matter of the meeting

This application allows you to generate meetings and send links at the time when everyone is free. This application is free of cost, and you can enjoy all features without paying anything.

Calendar

Calendar is another group scheduling app that is compatible with Macs, PCs, iOS, and Android devices to give you a wonderful group scheduling experience. While scheduling a meeting using Calendar, you can use as many tags as you want. In case of rescheduling, you will know each team member's free slots too. The free plan is best for small businesses as it offers calendar connectivity, SMS, and email notifications. The paid version of Calendar includes other features like team analytics and CRM integration. It offers services like:

Integrating with other calendars like Outlook, Gmail, and more
Scheduling group meetings based on group members' availability
Providing security for both team members and clients
Choosing team members by typing their names instead of emails

Calendar has a free version available. It also offers two paid packages. The first package costs $6 per user for a month, and the Pro package costs $8 per user for a month.

CalendarHero

CalendarHero allows you to sync this calendar with your own calendars and see the availability of all team members to schedule a group meeting. You can connect any calendar of your choice (Gmail, Outlook, Office 365, or iCloud). It allows you to create your own personal meeting link and share it with the team members. It also connects to Google Drive and Dropbox, allowing you to extract and share information during meetings. CalendarHero offers services like:

Integrations with Zoom, Zapier, and HubSpot
Generating personalized scheduling links
Allowing invitees to ask any questions before accepting the meeting
Inviting team members of the same organization in one click

CalendarHero offers a free account. The paid plans are divided into two categories -- Professional and Team. The former costs $8/month, and the latter costs $12/user.

Doodle

Doodle is considered one of the best scheduling applications used on smartphones. It is compatible with both iOS and Android devices. It allows you to set up a scheduling page where you can enter all details and mark your free slots. You can also add a poll for your free slots where members can vote for a selected time and date. It also has integrations with several calendars. Doodle allows you to:

Create a personalized group scheduling link
Create group meetings based on the availability of all members
Maintain security for both groups
Invite members of the team
Create a meeting in seconds on a mobile phone

Doodle offers a free plan, which works best for small businesses. The paid plans are for one user and a team. For a single user, it costs $6.95/month; for a team, it costs $44.75/month.

Boomerang Scheduler

Boomerang Scheduler is a browser extension that connects Chrome and Firefox to give you a streamlined experience for scheduling meetings. After installation, it plugs into Outlook and Gmail accounts within seconds. It takes care of different time zones. You can set up your free slots, and people can pick the best time that suits them. When an invitee selects a time, an event is automatically created and recorded in your calendar. Boomerang allows you to:

Integrate with other calendars
Share your availability with others
Suggest meeting times best for you and your team
Maintain strong security
Send emails automatically

The pricing of Boomerang is divided into two email providers -- Gmail and Outlook. Both versions offer free as well as paid plans.

Package	Gmail	Outlook
Personal	$4.99 per month	$4.99 per month
PRO	$14.99 per month	$14.99 per month
Premium	$49.99 per month	Customized

MixMax

MixMax scheduler is built within email. It is compatible with Gmail. It includes features like a sales dialer, sales email templates, and LinkedIn sales integrations. It makes email scheduling easy for you. Customizable templates are available for sending emails and notifications. Links and other media can be embedded within the email as well. MixMax offers several features like:

Integrations with Google applications
Sharing your availability over email
Meeting polls for group members
Emails to both team members and external parties

MixMax offers a free version along with three paid versions. The Starter version costs $9/month for each user. The SMB version costs $24/month for each user. The Growth version costs $49/month for each user.

WhenIsGood

WhenIsGood is one of the simplest group schedulers for everyone. It fulfills all the basic needs of any organization. You need to set up an account on WhenIsGood and then mark the days when you have free slots on your calendar. You can choose any time slot based on your meeting requirements and meeting length. After adding and submitting the information, you will get three links, each with a specific purpose:

Link 1 is to make any changes in a calendar
Link 2 is to send meeting invites
Link 3 is for handling the outcomes of the poll

As the name suggests, WhenIsGood takes into account the availability of each member and then selects the ideal time when everyone can meet. It has the ability to:

Send a one-time availability link
Set meeting length
Allow attendees to leave comments or ask questions
Schedule meetings with larger groups
Provide a hassle-free scheduling experience with no login required

The best thing about WhenIsGood is that it is completely free. There are no paid plans, and every feature is available at no cost.

Arrangr

Arrangr connects with Gmail, Outlook, Office 365, and iCloud, allowing you to create a booking link where everyone can choose based on your free slots. It also allows you to send dates and times to people so they can select a specific time that suits them. A free version allows you to send a poll to fifteen members. A Pro version allows you to send a poll to twenty recipients; for the Pro+ version, you can send a poll to fifty recipients. Arrangr has several features like:

Integrations with Zoom and HubSpot
Creating personalized group scheduling links
Creating group meetings based on your availability
Inviting team members within the application
Enhanced security for both parties

Arrangr offers a free version and three paid versions. The Pro version costs $29.99 per year. The Pro+ version costs $59.99 per year. The Enterprise version is customizable.

24Sessions

24Sessions has rich features including dialing in, meeting recordings, hosting multiple participants, and other capabilities to provide a smooth group scheduling experience. It also allows screen and video sharing for group meeting needs. It allows clients to book their meetings based on your availability. It also syncs with Office 365 and Google Calendar. 24Sessions provides:

Integrations with Zapier and HubSpot
Personalized group scheduling links
Calendar availability management
In-app team member invitations

24Sessions provides pricing details on request.

EngageWare

EngageWare is one of the widely used applications because it is mobile-optimized. This tool allows you to enable video calling for all sorts of appointments in minutes. The application provides notifications for you and your customers. It allows you to set up your own rules for meetings (design and availability). EngageWare offers:

Integrations with Salesforce
Customized group scheduling links
Calendar availability management

EngageWare does not display pricing on its website. You can get pricing details on request.

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.

Related Articles: