AgilityPortal Insight Blog

Informational content for small businesses.
Back to Blog
  • Business Management
  • Blog
  • 10 Mins

Appointment Scheduling: The Benefits and 5 Best Appointment Scheduling Apps

The Benefits and 5 Best Appointment Scheduling Apps
Appointment Scheduling: The Benefits and 5 Best Appointment Scheduling Apps
These appointment scheduling applications automate mundane tasks, allowing you to focus on running a business that is more customer-friendly and efficient.
Posted in: Business Management
The Benefits and 5 Best Appointment Scheduling Apps
Appointment Scheduling: The Benefits and 5 Best Appointment Scheduling Apps

The appointment scheduling apps serves as a valuable resource for businesses seeking streamlined appointment management online.Using a online appointment booking system can help to automate the booking process, it simplifies appointment scheduling and reservation organization, enabling customers to conveniently book their appointments online. 

In this article, we'll explore the features and advantages of online booking tools, alongside related tools such as Find Appointment, Appointment Booking Tool, Free Online Reconciliation Tool, and Online Appointment Tool. 

Additionally, we'll delve into competitor keywords crucial in the realm of online booking tools.

What does appointment scheduling software do?

While the traditional paper schedule book may still serve its purpose, embracing online appointment scheduling offers many benefits, enhancing customer experience and operational efficiency.

Statistics reveal that businesses using online booking systems witness a significant increase in appointment bookings compared to those relying solely on manual methods. Research indicates that companies leveraging online scheduling experience up to a 120% rise in appointments booked.

Moreover, online booking tools provide a user-friendly platform for customers, prospects, patients, students, and other stakeholders to schedule appointments seamlessly. These platforms offer customizable features, allowing businesses to set parameters for appointment times, staff availability, and services. Many online booking systems also integrate payment processing capabilities, enabling hassle-free transactions for companies and customers.

It is worth mentioning that online appointment scheduling saves time and reduces the likelihood of scheduling conflicts and no-shows. Automated reminders and confirmations help minimize missed appointments, improving productivity and revenue generation.

In essence, transitioning to online appointment scheduling streamlines operations and enhances customer satisfaction, ultimately contributing to business growth and success.

What challenges does appointment scheduling software address?

Appointment scheduling software addresses various challenges faced by businesses and individuals, including:

  • Time-consuming manual scheduling: Automates the process of scheduling appointments, saving time spent on manual coordination.
  • Scheduling conflicts: Prevents double bookings and scheduling conflicts by providing real-time availability and automatically blocking off unavailable time slots.
  • Communication gaps: Bridges communication gaps between service providers and clients by sending automated reminders, confirmations, and updates about appointments.
  • Inefficient utilization of resources: Optimizes resource allocation by efficiently scheduling appointments, rooms, equipment, and staff based on availability and requirements.
  • No-shows and cancellations: Reduces the likelihood of no-shows and last-minute cancellations through automated reminders and confirmations, leading to improved attendance rates.
  • Lack of flexibility: Offers flexibility for clients to schedule appointments at their convenience, reducing barriers to booking and improving customer satisfaction.
  • Limited visibility: Provides visibility into appointment schedules, allowing users to easily track, manage, and analyze booking data for better decision-making.
  • Complex scheduling requirements: Accommodates complex scheduling scenarios, such as multi-day appointments, recurring bookings, and group meetings, with customizable options and configurations.

Overall, appointment scheduling software streamlines the scheduling process, improves efficiency, enhances communication, and helps businesses and individuals better manage their appointments and resources.

Advantages of using an online booking tool

Advantages of using an online booking tool
An online booking tool proves invaluable for companies aiming to streamline their appointment management processes. It offers many benefits, including enhanced capacity utilization and improved planning reliability, ultimately leading to time and cost savings and heightened customer satisfaction.

One significant advantage of employing an online booking tool is its ability to optimize capacity utilization. Automatically suggesting available time slots based on existing bookings and staff availability facilitates more efficient planning. Furthermore, the tool's real-time updating ensures staff members have a clear overview of all appointments, allowing them to focus on their tasks without interruptions.

Another key benefit is the heightened planning reliability it offers. Online payment options enable companies to plan confidently, reducing the likelihood of scheduling conflicts and enhancing overall efficiency.

Additionally, the tool provides a real-time availability display, simplifying customers' appointment booking process. Integration with partner portals extends companies' reach, attracting new clientele and expanding their customer base.

Further simplification comes with linking the tool with surveys or other platforms. This lets customers communicate their needs and expectations directly during the booking process, enhancing their overall experience. The tool's customizable features enable companies to tailor it to their requirements, ensuring optimal customer retention.

While some providers offer a free version, others provide paid versions with advanced features. Companies can choose between monthly or annual pricing plans, with some even offering a private version.

In summary, the online booking tool is indispensable for companies seeking to streamline their appointment management processes. Its numerous advantages, including enhanced capacity utilization, increased planning reliability, and integration capabilities, make it an unbeatable solution for optimizing efficiency and customer satisfaction. 

What features should you look for in an appointment booking tool?

Businesses of varying sizes and structures recognize the value of appointment booking tools for their ability to streamline operations and enhance productivity.

Small businesses and entrepreneurs leverage scheduling software to manage crucial meetings efficiently and client appointments, eliminating the need for manual scheduling processes.
Recruiters use these tools to organize and monitor prospective employee interviews, ensuring a seamless hiring process and timely communication with candidates.

Educators and teachers utilize appointment booking tools to effortlessly oversee student conferences, facilitate online classes, and schedule office hours, simplifying administrative tasks and improving accessibility for students.

Sales and marketing professionals capitalize on these tools to swiftly schedule calls with potential clients, ensuring prompt follow-ups and maximizing lead conversion rates.
Customer success managers benefit from the convenience of online appointment booking apps, enabling them to schedule check-ins with clients from any location, enhancing customer satisfaction and retention.

Here are some key features to consider when choosing an appointment booking tool:


  • Intuitive and Easy-to-use Interface: The booking process should be straightforward for you and your clients.
  • Mobile Responsiveness: Many users will likely book appointments on their phones, so ensure the tool functions well on mobile devices.

Scheduling and Availability:

  • Availability Calendar Display: Clients should be able to see your real-time availability and choose suitable slots.
  • Advanced Availability Settings: Some tools allow you to set buffer times between appointments, block out specific days, and manage recurring availabilities.

Communication and Confirmation:

  • Real-time Booking and Confirmation: The system should confirm appointments automatically after booking.
  • Automatic notifications and reminders: Reminders can help reduce no-shows by informing clients of upcoming appointments.
  • Customer messaging: Tools with SMS or email integrations allow for accessible communication with clients.

Additional Features:

  • Customizable booking forms: Allow clients to provide necessary information during booking, such as appointment type or preferences.
  • Payment Processing: Taking payments online can streamline the booking process.
  • Team scheduling: If you have a team, consider a tool that facilitates managing multiple schedules.
  • ** Integrations with other software:** Ensure the appointment tool integrates with your existing software, like calendars or CRM systems.
  • Reporting and Analytics: Track booking trends and identify areas for improvement.

Other considerations:

  • Security: Client data security should be a top priority.
  • Scalability: Choose a tool that can grow with your business needs.
  • Pricing: Appointment booking tools offer various pricing plans, so factor in your budget and required features.

Considering these features, you can find an appointment booking tool that streamlines your scheduling process, improves client communication, and saves time. 

The 5 best meeting schedulers at a glance

​Appointment booking tools Best for Feature
​#1. Calendly ​Simplified scheduling
​Calendly allows users to set their availability preferences and share a link with others, who can then schedule appointments based on those available time slots. Basic: $10 per user per month - Includes one connected calendar, unlimited event scheduling, and automated event notifications.

​#2. AgilityPortal (Appoint me)​All-in-one appiontment scheduling, communication.​Users can create a personalized booking page that reflects their branding and includes all necessary booking information.5Medium (P2) (100-999 Users): $3 /user/month
​#3. YouCanBookMe ​A free option​Seamlessly syncs with your existing calendar (Google Calendar, Outlook, iCloud, etc.) to display your real-time availability.Priced at $12 per calendar per month.
​#4. HubSpot Meetings​Appointments in a free calendar app​Sends automatic confirmation and reminder emails to participants, reducing no-shows and improving attendance rates.​ Pricing for Sales Hub begins at $18 per month when billed annually for the Starter plan. 
​#5. CalendarHero​Variety of meeting types
​It offers smart scheduling capabilities, taking into account users' availability, preferences, and time zones to suggest optimal meeting times.$8 per month Plan

The 5 best appointment scheduling apps on the market

When it comes to booking appointments, it's crucial to find a tool that meets your specific requirements. Here, we present 5 of the top options with diverse sets of features to cater to various needs. 

#1. Calendly (Web, iOS, Android) 


Calendly stands out as one of the most user-friendly online schedulers available. With simple steps, you can seamlessly integrate your calendar(s), establish scheduling parameters, and share your booking page link with clients. They'll have access to your available timeslots and the specific meeting lengths and types you prefer.

The platform's automated workflows streamline administrative tasks such as sending reminder emails and follow-ups, allowing you to concentrate on growing your business and fostering customer loyalty.

Gone are the days of endless back-and-forth emails between you and your clients. With Calendly, your schedule fills up efficiently, and unnecessary email exchanges are minimized for everyone involved. 


Calendly is a scheduling software that helps people and businesses organize and manage their appointments more efficiently. Some of its key features include:

  • Scheduling: Calendly allows users to set their availability preferences and share a link with others, who can then schedule appointments based on those available time slots.
  • Integration: It integrates with various calendar platforms such as Google Calendar, Outlook, and iCloud, allowing users to sync their schedules seamlessly.
  • Automated Reminders: Users can set up automated reminders for upcoming appointments, reducing the chances of no-shows or missed meetings.
  • Customization: Calendly offers customization options for scheduling preferences, including buffer times between appointments, meeting lengths, and specific event types.
  • Team Scheduling: For businesses, Calendly offers team scheduling features, allowing multiple team members to share availability and schedule meetings collaboratively.
  • Analytics: Users can track their scheduling metrics and analyze data related to appointment bookings and attendee engagement.
  • Multiple Meeting Types: It supports various types of meetings, such as one-on-one appointments, group meetings, and even round-robin scheduling for team collaboration.
  • Personalized Links: Users can create personalized scheduling links that reflect their branding or specific meeting types.

These are just some of the features offered by Calendly to streamline the scheduling process for individuals and businesses.


Calendly simplifies and accelerates scheduling for both you and your clients through:

  • Incorporating your branding into your scheduling page.
  • Creating buffers between appointments to prevent overlaps.
  • Setting limits on meetings per day to manage workload effectively.
  • Defining minimum scheduling notices to minimize last-minute requests.
  • Sending confirmation and reminder emails and texts for improved communication.
  • Adding custom questions to booking forms to gather essential information before meetings.
  • Facilitating easy embedding of your booking page directly onto your website. 


The prices listed below are for accounts with annual billing, offering potential savings of up to 20% per user per month.

  • Basic: $10 per user per month - Includes one connected calendar, unlimited event scheduling, and automated event notifications.
  • Teams: $16 per user per month
  • Enterprise: Cu​stom pricing tailored to larger organizations requiring advanced security, control, and support.

Calendly offers a free trial granting access to all Teams features for 14 days. Following the trial period, users can subscribe to any paid plans or revert to the free plan.

#2. AgilityPortal (Appoint me) ​(Web, iOS, Android)

While AgilityPortal isn't exclusively designed as a scheduling tool, it includes a module for arranging meetings that offer a seamless experience for customers and clients to schedule appointments. Especially useful for global businesses, AgilityPortal supports appointment scheduling in 14 languages, ensuring ease of booking for all parties involved.

The interface of AgilityPortal conveniently showcases your services, providers, and available time slots. Clients and members can effortlessly locate the service they need, whether it's booking an appointment, registering for a class, or joining a membership program. 


AgilityPortal is an online booking system offering various features to streamline appointment scheduling and management. There's no need for multiple apps to manage appointments; AgilityPortal consolidates video calling, built-in calendars, and various business building blocks. It not only handles appointments but also bridges communication gaps with clients and customers effectively.

Some of its key features include:

  • Customizable Booking Page: Users can create a personalized booking page that reflects their branding and includes all necessary booking information.
  • Calendar Integration: seamlessly integrates with popular calendar platforms like Google Calendar, Outlook, and iCal, ensuring that appointments are synchronized across all devices.
  • Client Management: Users can maintain a client information database, including contact details, appointment history, and preferences.
  • Reminders: The system sends automated email or SMS reminders to clients before their scheduled appointments, reducing no-shows and last-minute cancellations.
  • Resource Management: Users can manage resources such as rooms, equipment, or staff availability, ensuring efficient allocation for each appointment.
  • Reporting and Analytics: provides reporting tools to track booking trends, client demographics, and revenue, enabling users to make informed business decisions.
  • Multi-Location Support: It supports businesses with multiple locations, allowing users to manage bookings and resources across different branches or offices.

These features collectively make AgilityPortal a versatile and comprehensive solution for businesses looking to streamline their appointment scheduling processes.


AgilityPortal streamlines and speeds up the scheduling process for both you and your clients by:

  • Integrating your branding seamlessly into your scheduling page.
  • Implementing buffers between appointments to avoid scheduling overlaps.
  • Setting daily meeting limits to effectively manage workload.
  • Establishing minimum scheduling notices to reduce last-minute requests.
  • Sending confirmation and reminder emails and texts for better communication.
  • Incorporating custom questions into booking forms to gather necessary information prior to meetings.
  • Allowing effortless embedding of your booking page directly onto your website. 


AgilityPortal offers the following pricing tiers:

  • Medium (P2) (100-999 Users): $3 /user/month
  • Large (P3) (1000-4999 Users): $5 /user/month
  • Enterprise (P4) (Unlimited Users: $10.00 /user/month 

#3. YouCanBookMe (Web, iOS, Android)


 YouCanBookMe is a user-friendly online booking application that caters primarily to small businesses and individual users. By seamlessly integrating with your calendar, YouCanBookMe enables you to share your availability with clients effortlessly. Clients can then conveniently view your open time slots and choose the one that best suits their needs. Once they schedule an appointment, it automatically updates your calendar, ensuring smooth and efficient scheduling.


 YouCanBookMe offers a range of features to simplify appointment scheduling and enhance user experience:

  • Calendar Integration: Seamlessly syncs with your existing calendar (Google Calendar, Outlook, iCloud, etc.) to display your real-time availability.
  • Customizable Booking Page: This allows you to create a personalized booking page with your branding and preferred layout.
  • Flexible Scheduling: This feature offers customizable booking options, including setting specific availability, appointment durations, and buffer times between appointments.
  • Automated Notifications: Sends clients automatic confirmation and reminder emails, reducing no-shows and last-minute cancellations.
  • Time Zone Support: Automatically adjusts to clients' time zones, avoiding confusion and scheduling errors for international or remote appointments.
  • Multiple Booking Types: Supports various bookings, such as one-on-one appointments, group sessions, classes, and events.
  • Payment Integration: Optional integration with payment processors to collect payments or deposits at the time of booking.
  • Client Management: Stores client information, booking history, and easy access and communication preferences.
  • Embedding Options: Allows easy embedding of the booking widget onto your website or social media platforms for seamless booking directly from your online presence.
  • Reporting and Analytics: Provide insights into booking trends, client demographics, and performance metrics to optimize scheduling efficiency.

These features collectively make YouCanBookMe a versatile and efficient tool for businesses and individuals to manage their appointments effectively.


YouCanBookMe also offers:

  • Custom Booking Forms: Allows you to create custom forms with specific questions or fields to gather necessary information from clients during the booking process.
  • Resource Booking: Enables booking of resources such as rooms, equipment, or facilities alongside appointments, ensuring efficient allocation and management.
  • Team Scheduling: Supports scheduling for multiple team members or resources, allowing clients to select their preferred provider when booking appointments.
  • Multi-Language Support: Offers multilingual capabilities, allowing clients to interact with the booking system in their preferred language for enhanced accessibility.
  • API Integration: Provides API access for advanced integration with other systems or custom development, allowing for tailored solutions to meet unique business needs.
  • White-Label Solutions: Offers white-label options for businesses to customize the booking experience further and present it as part of their own brand identity.

These additional options further expand the functionality and flexibility of YouCanBookMe, catering to a wide range of scheduling requirements for businesses and organizations.


YouCanBookMe provides two pricing options:

  • Basic Plan:
    • Includes linkage to one calendar.
    • Priced at $12 per calendar per month.

#4. HubSpot Meetings (Web, iOS, Android)

HubSpot Meetings

The meetings tool is bundled with its marketing, sales, and CRM software. One standout feature automatically generates a customer record whenever a new contact schedules a meeting. This streamlines the process, preventing double bookings and ensuring smoother interactions with customers.


HubSpot Meetings provides a range of features to streamline appointment scheduling and enhance customer interactions:

  • Integration with HubSpot CRM: Seamlessly connects with HubSpot's CRM software, allowing automatic creation of customer records when appointments are scheduled.
  • Customizable Booking Pages: Enables users to create personalized booking pages with branding and preferred layout to reflect their business identity.
  • Meeting Types: Supports various types of meetings, including one-on-one appointments, group meetings, and demos, with customizable duration and availability settings.
  • Calendar Integration: Syncs with popular calendar platforms such as Google Calendar, Outlook, and Office 365 to display real-time availability and avoid scheduling conflicts.
  • Automated Reminders: Sends automatic confirmation and reminder emails to participants, reducing no-shows and improving attendance rates.
  • Time Zone Detection: Automatically detects and adjusts for different time zones, ensuring accurate scheduling for participants located in different regions.
  • Customizable Forms: Allows users to add custom questions or fields to booking forms to gather specific information from participants before the meeting.
  • Embedding Options: Offers easy embedding of booking widgets onto websites, blogs, or emails, providing a seamless booking experience for customers.
  • Analytics and Reporting: Provides insights into booking metrics, including appointment volume, attendee demographics, and conversion rates, to track performance and optimize scheduling strategies.

These features collectively make HubSpot Meetings a versatile tool for businesses to efficiently manage their appointment scheduling process and improve customer engagement.


In addition to the mentioned features, HubSpot Meetings also offers:

  • Customizable Meeting Links: Allows users to create personalized meeting links with custom URLs or aliases for easy sharing and branding.
  • HubSpot CRM Integration: Seamlessly syncs meeting data with HubSpot's CRM system, providing a centralized view of all customer interactions and appointments.
  • Multiple Meeting Locations: Supports scheduling meetings at different locations or venues, allowing users to specify meeting rooms or virtual meeting platforms.
  • Team Availability: Enables users to view and schedule appointments based on the availability of team members, ensuring efficient coordination and collaboration.
  • Booking Permissions: Offers granular control over booking permissions, allowing users to restrict access to certain meeting types or time slots based on user roles or permissions.
  • Advanced Scheduling Rules: Provides advanced scheduling rules, such as blackout dates, recurring availability, and custom time slot intervals, to accommodate complex scheduling scenarios.
  • Mobile Accessibility: Offers mobile-friendly booking pages and apps, allowing users to schedule and manage appointments on the go from their smartphones or tablets.

These additional options further enhance the flexibility and functionality of HubSpot Meetings, catering to the diverse needs of businesses and organizations for effective appointment scheduling and management. 


HubSpot's meeting scheduling feature is integrated into its CRM software, specifically within the Sales Hub. Pricing for Sales Hub begins at $18 per month when billed annually for the Starter plan. 

#5. CalendarHero (Web, iOS, Android)


CalendarHero simplifies the process of scheduling remote meetings by automating the task. It seamlessly integrates with leading video conferencing and webinar platforms, ensuring compatibility and smooth communication experiences. Additionally, CalendarHero offers a range of features to enhance scheduling efficiency and collaboration.


Here are some of the key features offered by CalendarHero:

  • Automated Scheduling: CalendarHero automates the process of scheduling meetings, saving time and effort for users.
  • Integration with Video Conferencing and Webinar Providers: It seamlessly integrates with major video conferencing and webinar platforms, allowing users to schedule and join meetings directly from CalendarHero.
  • Calendar Integration: CalendarHero syncs with users' existing calendars (such as Google Calendar, Outlook, etc.), ensuring that scheduled meetings are reflected accurately.
  • Smart Scheduling: It offers smart scheduling capabilities, taking into account users' availability, preferences, and time zones to suggest optimal meeting times.
  • Customizable Meeting Preferences: Users can set customizable meeting preferences, including meeting durations, buffer times, and preferred meeting times, to tailor the scheduling process to their needs.
  • Automated Reminders: CalendarHero sends automated reminders to participants before scheduled meetings, reducing the likelihood of no-shows.
  • Collaborative Scheduling: It supports collaborative scheduling, allowing users to invite multiple participants and coordinate meeting times efficiently.
  • Analytics and Reporting: CalendarHero provides analytics and reporting features, allowing users to track meeting metrics, analyze scheduling patterns, and optimize their scheduling processes.
  • Security and Privacy: It prioritizes security and privacy, ensuring that users' meeting information and personal data are protected.

These features collectively make CalendarHero a valuable tool for streamlining meeting scheduling processes and enhancing productivity in both individual and team settings. 


CalendarHero also offers:

  • Customizable Booking Pages: Users can create personalized booking pages with branding and preferred layout, providing a professional and seamless booking experience for clients and partners.
  • Multiple Language Support: CalendarHero supports multiple languages, catering to a diverse user base and ensuring accessibility for users worldwide.
  • Multi-platform Access: Users can access CalendarHero across various devices and platforms, including web browsers, mobile apps, and desktop applications, for convenient scheduling on the go.
  • Integration with Productivity Tools: It integrates with popular productivity tools such as Slack, Microsoft Teams, and Zapier, allowing users to streamline their workflows and automate tasks related to meeting scheduling.
  • Advanced AI-powered Scheduling: CalendarHero leverages artificial intelligence (AI) algorithms to analyze scheduling patterns, suggest optimal meeting times, and continuously improve scheduling efficiency over time.
  • Client and Partner Collaboration: Users can easily collaborate with clients, partners, and external stakeholders by sharing scheduling links and coordinating meeting times seamlessly.
  • Customizable Notifications: Users can customize notification preferences, including email reminders, SMS alerts, and in-app notifications, to stay informed about upcoming meetings and appointments.

These additional options further enhance the versatility and functionality of CalendarHero, empowering users to streamline their meeting scheduling processes and improve overall productivity.


CalendarHero provides three subscription plans:

  • Free Plan
  • $8 per month Plan
  • $12 per user per month Plan

Appointment Scheduling Free and paid versions

Online booking tools have free and paid versions. The paid version offers more extensive functionality, making it particularly advantageous for companies with specific requirements.

Typically, the free version differs from the paid one primarily in functionality. Free versions often limit the number of bookings and quotas, while paid versions offer unlimited quotas and bookings. Moreover, the paid version may provide specialized features tailored to specific industries, such as hairdressers, therapists, doctors, and hotels.

With the paid version, users can access custom features tailored to their unique business needs. These may include setting up landing pages, personalizing booking forms, integrating payment services, accessing mobile apps, and more.

The benefits of opting for the paid version are clear. Companies can effectively manage and organize their bookings and reservations, enhancing customer relationships by addressing specific needs and expectations. Through personalized booking processes, they create positive customer experiences, fostering loyalty.

However, using a paid version has costs and limitations. Most paid versions require a monthly payment, often with an annual contract. The cost varies depending on the provider, specifications, and number of bookings. Therefore, companies should carefully assess their requirements and expectations to ensure a favorable cost-benefit ratio.

In summary, free and paid online booking tool versions offer distinct benefits and features. Companies should evaluate their specific needs and choose the option that best aligns with their objectives.

Enhance your meetings with a meeting scheduling appEnter heading here...

 A reliable meeting scheduler streamlines the process of scheduling meetings, ensuring they are efficiently added to your calendar. 

By automating scheduling workflows and even meeting action items, you can maintain productivity seamlessly. This makes not only scheduling a breeze but also streamlines the entire process that ensues.

Most popular posts

Join over 98,542 people who already subscribed.

Follow us on Google News



Related Posts



No comments made yet. Be the first to submit a comment
Thursday, 30 May 2024
Table of contents
Download as PDF

Ready to learn more? 👍

One platform to optimize, manage and track all of your teams. Your new digital workplace is a click away. 🚀

I'm particularly interested in an intranet for