20 Best Scheduling Software of 2023 (Ranked and Compared)
Whether you’re a small business owner or running a large team, managing appointments can be a source of stress and frustration. This is particularly true if the people you’re coordinating with aren’t all using the same email and calendar systems. Third-party scheduling apps reduce some of the frustration by letting users share calendar links with colleagues or customers, so they can make bookings without needing an account of their own. Today, the scheduling software marketplace is thriving with general scheduling tools, shift management tools and specialist apps for service providers, restaurants, and other small businesses. Read on for a list of some of the best apps on the market.
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What Are the Best Scheduling Apps?
There’s a huge selection of scheduling apps available today, including many that offer free versions for smaller organizations or a limited number of users. This list covers some of the most flexible, easy-to-use online scheduling apps on the market today.
- Zoho Bookings1
- HubSpot Meetings
- Acuity Scheduling
- Find My Shift
- Square Appointments11
A Detailed Look at the Best Scheduling Apps
There’s no single “best” scheduling app. Each one is designed for a different use case or to integrate with a specific ecosystem. This list highlights some of the most useful scheduling apps from the range above and what it is that makes those apps particularly interesting. Consider your business and the type of meetings or events you schedule, as well as the tools you use the most in your workflow, before choosing a scheduling app.
Calendly tops this list thanks to its simple and intuitive interface. As a schedule owner, you can set simple rules to determine when slots are available, the time parameters for each slot and what the slots can be booked for. Clients or colleagues can access the calendars from a shared link and reserve slots as long as the reservation matches the rules. The slick interface combined with the reminder and check-in options make this one of the easiest and most convenient apps in the scheduling space today.12
2. HubSpot Meetings
The HubSpot Meetings tool is designed to integrate with HubSpot CRM. If you already use HubSpot to manage your social media or customer database, having the option to manage meetings within the same ecosystem may save you a lot of time. The tool is free to use and is compatible with Google Calendar and Office 365 Calendar, so it’s likely to fit in with the workflows of almost everyone in your organization without requiring additional effort.13
SimplyBook is an online booking system that includes a website and a mobile app. It’s free to use and is aimed at small or medium-sized businesses. Clients can use the site or app to book appointments with your business, and you can monitor the schedule in the admin panel. Text and email notifications keep both parties informed. SimplyBook makes appointment management a frictionless process and can help your business get more bookings and repeat customers as a result.14
4. Acuity Scheduling
Acuity Scheduling is a simple but highly flexible scheduling platform that can be adjusted to suit the needs of almost any venture, from a personal training business to a restaurant or a law firm. This tool makes it easy to create customized booking forms and schedules. It’s a premium tool, with tiered pricing depending on the number of calendars your business requires and whether your business wants to be able to run a subscription service.15
The FindMyShift app is a powerful staff rota app for businesses that need to manage large teams of employees. It turns the job of rota management into a simple task that can be done from anywhere using just a laptop or mobile phone. The app includes time and attendance tracking, shift management, and communication and reporting features. The polished admin dashboard makes this one of the most useful tools for businesses with large teams of staff.16
SetMore is a free business management tool that offers online appointment booking and management, payment reminders and other useful features all in one simple app for web browsers and mobile devices. As a business owner, you can manage your affairs on the go thanks to the clean and well-organized dashboard. SetMore is ideal if you’re a service provider who deals with lots of individual bookings. It helps reduce no-shows by sending out personalized email or SMS reminders to customers in the run-up to their appointments.17
The Bitrix24 app is more than just an appointment tool. It’s a fully featured online workspace that covers collaboration, CRM, scheduling, and even online sales. Bitrix is useful for a wide variety of businesses and can integrate with third-party software, such as Google Analytics, giving you access to all the information you need in one place. A free trial is available, and you can pick from a variety of premium packages depending on what features you want to take advantage of.18
If you’re looking for some scheduling software that’s a little more powerful and visual than the average timetabling tool, try Ganttic. This tool presents itself as an “online resource management” app. In addition to simple scheduling, it supports resource management and project portfolio management. This means you can visualize your plans from multiple perspectives, ensuring your projects are properly resourced and your schedules are realistic. Ganttic works particularly well for organizations that need to manage multiple projects at once.19
The ScheduleOnce tool from OnceHub is ideal if yours is a sales-focused organization. It connects prospects to the right members of your team, making the sales process go more smoothly and reducing any friction in the conversion pathway. ScheduleOnce captures leads and ensures they’re properly qualified and appropriately engaged immediately, rather than requiring manual review. This reduces the chance of the prospect losing interest. Prospects are put in control of the process and can schedule callbacks or sales meetings at their convenience.20
The Best of the Rest
All the apps in the top 20 have something to offer, depending on your use case. Zoho Bookings is the logical choice if you already use Zoho’s email, calendar, or groupware solutions, for example. Deputy is a good scheduling app if you’re an employer who needs to manage multiple employee calendars. Nowsta occupies a similar space in the marketplace, being best suited to managing casual workers with rapidly changing schedules. Square Appointments is worth a look for lead generation and management.