11 Best Apps for Group Meetings That Make Scheduling Easy

Coordinating group meetings often takes more effort because people tend to have different schedules. Fortunately, the best group meeting apps are designed to simplify the process by streamlining scheduling, communication, and follow-ups.

Tired of juggling endless email threads or getting ghosted at the last minute?

These tools provide a structured way to bring everyone together. They allow participants to share availability, confirm schedules, and even join video calls, all within a single platform.

In this guide, we’ve rounded up 11 reliable options, both free and paid, that make organizing group meetings far less stressful. Here’s what we considered when selecting the best group meeting apps:

How We Evaluate the Best Apps for Group Meetings

Choosing the right meeting app is not just about picking the most popular one. We look for apps that are practical, reliable, and easy to use. Here are some factors we considered before creating our list of the best apps for group meetings:

• Ease of Use: The best apps for group meetings should be simple to use from the first click. If an app feels confusing, people will stop using it. That’s why we check how easy it is to set up a meeting, invite participants, and share availability. Clear menus, intuitive interface, and minimal steps are important.
• Scheduling Features: We consider the best apps for group meetings that let people share availability, vote on best meeting time, and confirm a final schedule. Features like automatic time zone detection and calendar syncing are also considered. We also test how reminders work for scheduled events.
• Integration: To choose the best apps for group meetings, we check how well the scheduling app integrates with tools like Google Calendar, Outlook, Slack, or Microsoft Teams. Integrations should feel seamless, not add extra work. Apps that connect smoothly with other platforms are considered in our list.
• Flexibility and Customization: Different groups need different solutions, and the best apps for group meetings should adapt to those needs. We test whether users can customize things like notifications, participant limits, or recurring schedules. An app that adjusts to both simple and complex needs is far more useful.
• Pricing and Value: We consider the best apps for group meetings that fit a range of budgets. Some free tools offer everything a small group might need, while others charge for premium options like advanced integrations or larger participant limits. The apps that balance cost and quality are the ones we recommend.

11 Best Apps for Group Meetings Your Team Can Use

Whether you're running a remote team meeting, organizing a client session, or planning a group event, the right app can make all the difference.

The best group meeting apps help you check availability, send automated reminders, coordinate across time zones, and lock in plans without the usual back-and-forth.

So, which tools are actually worth using?

Here’s our curated list of the 11 best apps you and your team members can start using today to make meetings more efficient—and less of a headache.

1. WhenAvailable

WhenAvailable is one of the best apps for group meetings that helps people find the best time to meet. You can create a poll with multiple time options, then share it with your group through a link or email invitation.

Guests don’t need to sign in to vote, which makes it easy for anyone to take part. You can watch responses come in real time and quickly identify which date works best for everyone.

Whether you’re planning to host a book club meeting, a business board meeting, or even a family reunion the tool adapts to any kind of gathering. That flexibility is what makes it stand out as one of the best apps for group meetings.

Because the app is ad-free, the whole experience feels professional and smooth. Plus, you can add custom backgrounds to your polls, making them visually engaging and more fitting for your event type.

Key Features

• Real-time vote tracking to see group availability as responses come in
• Vote on any question, not just date/times
• Email and in-app reminders and notifications
• Customizable polls with deadlines, options, and limits
• Themed polls
• In-poll chat section

Pros

• Very easy to set up and use
• No account needed for participants
• Affordable pricing for Premium features

Cons

• Limited advanced integrations compared to some apps for group meetings

Pricing

• Basic: Free; unlimited basic polls, but limited to 20 guests
• OneTime: $10/poll; one-time fee to upgrade a single poll
• Premium: $38/year

2. Calendly

Another tool on our list of best apps for group meetings is Calendly. This tool simplifies the process of scheduling meetings, client calls, and appointments for enhanced productivity.

As one of the best apps for group meetings, Calendly supports flexible event scheduling with custom event types for different needs. Each event type can be customized with specific rules, durations, and multiple locations.

Plus, Calendly allows you to set detailed availability rules, buffers between meetings, and limits on daily events which gives you full control over your schedule. You can also use the analytics features to track performance and measure meeting volume and effectiveness.

Key Features

• Customizable event types for one-on-one, group, and team meetings
• Integration with video conferencing tools like Zoom, Microsoft Teams, and Google Meet
• Website embedding options to book directly from your site
• Team scheduling with round robin, collective events, and routing forms
• Automated reminders and follow-ups to reduce missed meetings
• Browser extensions and mobile apps for scheduling on the go

Pros

• Free plan available
• Excellent integrations options
• Strong team scheduling options

Cons

• Workflows can be overwhelming for new users

Pricing

• Free: Allows one event type
• Standard: $12/seat/month
• Teams: $20/seat/month
• Enterprise: Starting at $15k/year for large companies

3. Doodle

One of the best apps for group meetings that allows group polls for meeting time availability preferences is Doodle. Compared to some Doodle alternatives, the tool supports unlimited group poll time slots, sign-up sheets, and one-on-one scheduling, which makes it flexible for any type of event.

Responses are tracked in real time, so you always know who has confirmed and who still needs a reminder. Doodle even automatically sends personal calendar invites to participants who provide their email addresses, making the process seamless.

Since Doodle integrates with popular video conferencing tools like Zoom, Microsoft Teams, Google Meet, and Webex, meetings are set to start with scheduling links already included.

Key Features

• Easy group polling for availability
• One-on-one scheduling for professionals and consultants
• Calendar syncing with Google, Outlook, Office 365, and Apple Calendar
• Automatic time zone detection to simplify international scheduling
• Collect payments as you schedule
• Automated reminders to reduce no-shows and improve attendance

Pros

• One of the best scheduling apps great for large groups with many schedules to coordinate
• Strong calendar syncing to avoid conflicts
• Enterprise features available for professional teams

Cons

• Ads in the free version, which some users find distracting

Pricing

• Free: Includes one booking page
• Pro: $14.95/month per user
• Team: $19.95/month per user
• Enterprise: Custom pricing

Also Read:

• Must-Have Group Meeting Scheduler Apps
• Doodle Alternatives to Consider

4. YouCanBookMe

Businesses and small teams that want to make booking meetings simple can use YouCanBookMe, one of the best apps for group meetings that automates the entire process. It allows you to create beautifully branded booking pages that show your availability.

You can offer different types and lengths of appointments, host group sessions, set minimum notice periods, and even add buffer times. You can share your booking links on social media, email signatures, websites, or directly with clients.

The platform also supports payment collection, making it easier for businesses to get paid when appointments are booked. You can accept Apple Pay, Google Pay, and credit or debit cards, and integrate with Stripe for secure processing.

Key Features

• Customizable booking pages with logo, colors, and background images
• CRM integration and real-time analytics tracking
• Zapier integration for workflow automation
• Minimum notice periods and buffer time for appointments
• Group scheduling for multiple participants
• Automated confirmation, reminder, and follow-up messages

Pros

• It’s one of the best apps for group meetings with a free version
• Supports video conferencing links for quick meeting access
• Works for meeting participants without requiring them to create an account

Cons

• Larger teams with complex meeting needs may find the tool less robust compared to other tools

Pricing

• Free
• Individual: $9/month
• Professional: $13/month
• Teams: $18/month per member

5. TimeTap

TimeTap is one of the best apps for group meetings built to handle complex booking needs for businesses of all sizes. It gives you the flexibility to manage multiple team members’ booking pages and automate much of the admin work that slows down scheduling.

The platform comes with automatic email and SMS notifications. Businesses can set up confirmations, follow-ups, and even yearly reminders to keep customers engaged long after their initial booking.

Another of the valuable advanced features TimeTap offers that makes it stand out among the best apps for group meetings is the automated waitlist. When a cancellation happens for upcoming events, the system instantly invites someone from the waitlist, filling the spot and keeping your schedule full.

Key Features

• Multiple staff collaborative calendar management with a single organizational login
• Automated text and email reminders with follow-ups and next-step workflows
• Custom booking forms to collect, store, and manage customer information
• Automated waitlist management to fill cancellations and avoid lost revenue
• Travel time calculator that adjusts availability based on appointment locations
• Advanced API and integrations with Salesforce, Office 365, Google Calendar, and more

Pros

• Supports multi-location, multi-staff organizations
• Highly customizable scheduling flows

Cons

• No free plan unlike most of the best apps for group meetings but free trials are available

Pricing

Paid plans start at:

• Professional: $22.45/month
• Business: $40.45/month
• Enterprise: Custom pricing

Also Read:

• When2meet Alternatives for Smoother Scheduling
• How to Run a Team Meeting Successfully: Effective Tips

5. Appointlet

If you're looking for an all-in-one solution among the best apps for group meetings that allows you to coordinate internal meetings with your teams easily, then Appointlet is a great option.

For remote teams, Appointlet provides flexible scheduling options. For instance, meetings can be distributed evenly among team members. Alternatively, clients can choose which team members they’d like to meet. Users can also host multi-attendee meetings, such as group sessions, workshops, or interviews, directly from the platform.

Since the tool automatically syncs with Google and Outlook calendars, users’ availability is always up to date. When a client books a meeting, it is reflected on the user’s calendar, thereby preventing double bookings.

Key Features

• Calendar synchronization with Google and Outlook
• Automated email invites and reminders
• Built-in web conferencing room creation
• Team scheduling with round-robin meetings or attendee choice
• Multiple booking methods (link sharing or website embedding)
• Integrations with calendar apps, CRMs, video conferencing, and payment tools

Pros

• Broad industry use cases
• Allows robust integrations
• Affordable pricing compared to other top apps for group meetings

Cons

• No native mobile app for on-the-go management

Pricing

• Free: Up to 5 members
• Premium: $12/month per member
• Enterprise: Custom pricing

7. MeetFox

Among the best apps for group meetings, MeetFox is one that offers solutions for meeting, scheduling, video conferencing and payment collection in the same platform.

The platform allows you to distribute meetings among multiple team members or host group sessions with several participants.

For online meetings, MeetFox provides in-browser video calls, which eliminates the need for external video tools or software downloads. You can embed scheduling buttons or pop-ups on websites, emails, or social media channels.

Key Features

• Automated email and SMS reminders
• Integration with multiple calendars, CRMs, and email tools
• Website, email, and social media booking buttons
• Multi-device accessibility with desktop and mobile support
• Team scheduling and multiple attendee meetings
• Analytics and reporting tools for meeting tracking

Pros

• MeetFox eliminates the need for multiple tools due to its wide functionality
• You can collect payments during booking
• Offers reminders that help reduce missed meetings

Cons

• May be complex for users who only need basic scheduling

Pricing

• Free: One meeting type
• Pro: $15/month per user
• Premium: $42/month per user

8. Zoom

Zoom is a widely recognized tool for its video conferencing capabilities and one of the best apps for group meetings. Users can share their screens during meetings to present slides, documents, or other materials, which is similar to having face-to-face communication.

The platform also includes integrated team chat for instant messaging during meetings. Users can send files, links, or video messages without interrupting the conversation.

Just like other best apps for group meetings, Zoom provides meeting scheduling options that integrate with Google Calendar, Microsoft Outlook, and other calendar tools. This allows users to send invites and set reminders for meetings.

Key Features

• Breakout rooms for smaller group discussions
• Meeting recording with cloud storage
• Webinar hosting capabilities
• Real-time chat and file sharing
• Polling and Q∓A features
• Meeting scheduling and calendar integration

Pros

• Offers great collaboration features including screen sharing, annotations, and breakout rooms
• Works across several devices
• Includes security features like passwords, waiting rooms, and encryption to protect meetings from unauthorized access

Cons

• Limited free plan with only 40-minute span for group meetings

Pricing

Zoom offers a standalone Zoom Scheduler plan for sharing meeting slots for interviews, office hours, and more at $5.99/month. This plan is included in Workplace Business and Business Plus plans.

• Basic: Free
• Pro: $16.99/month per user
• Business: $21.99/month per user
• Pro Plus: $21.99/month per user
• Business Plus: $26.99/month per user

Also Read:

• How to Find a Meeting Time That Works for Everyone
• How to Host a Book Club Meeting Successfully

9. Google Meet

Teams already using Google Workspace can make use of Google Meet to set up and host unlimited meetings since it's part of Google Workspace suite.

As one of the best apps for group meetings, Google Meet offers several features to enhance interaction. Users can share screens to present documents during new meetings while interacting with participants throughout the live chat.

Meetings are encrypted, and hosts have full control over participant access, including waiting rooms, approvals, and permissions. Meeting sessions can be recorded and video and audio recordings are saved directly to Google Drive. This allows teams to review discussions or share them with those who could not attend.

Key Features

• Live captions and transcription for accessibility
• Integrated chat for messaging and file sharing
• Recording of meetings with automatic Google Drive storage
• Google Calendar integration for seamless scheduling
• Host controls including mute, remove, and access permissions
• Real-time screen sharing with annotation tools

Pros

• Simple and intuitive user interface
• High security with encryption and host controls
• Supports large meetings and live streaming

Cons

• No built-in group polling tools like some best apps for group meetings

Pricing

Google Meet is offered as part of the tools under the Google Workspace paid plans, which include:

• Starter: $8.40/month per user
• Standard: $16.80/month per user
• Plus: $26.40/month per user
• Enterprise Plus: $42/month per user

10. Setmore

Setmore doubles down as a group meeting scheduler and team collaboration tool. It helps businesses, freelancers, and teams simplify appointment booking, manage to-do lists, and improve client engagement.

The tool integrates directly with your website, social media, and communication platforms, making it simple for customers to send meeting requests wherever they interact with your business.

One of the most useful aspects of Setmore is its automation. The platform sends instant confirmations and reminders to clients, helping reduce no-shows and missed appointments.

Key Features

• Automated appointment confirmations and reminders for clients and team members
• Shared staff calendars for better visibility and workload management
• Recurring appointment scheduling for repeat clients
• Seamless integrations with Zoom, Google Meet, and Teleport for virtual meetings
• Multi-staff and multi-location support for growing businesses
• Real-time notifications and alerts for booking updates

Pros

• Offers a free plan like most apps for group meetings
• Easy-to-use interface for both businesses and clients
• Flexible integrations with payment and video conferencing tools

Cons

• Limited features for customization in the free plan

Pricing

• Free: 200 appointments/month
• Pro: $12/month per user

11. Microsoft Teams

Microsoft Teams is a versatile group communication app that helps businesses stay connected and productive. It combines chat for direct messages, video conferencing, file sharing, and project management software tools into a single platform.

For virtual meetings, Microsoft Teams offers features like PowerPoint Live, Microsoft Whiteboard, and AI-generated meeting notes. Participants can join meetings via desktop, mobile, or web browser, making it convenient for remote employees on the go.

Scalability is another reason why Microsoft Teams is one of the best apps for group meetings. Small businesses can rely on Teams for affordable access to video communication. Enterprises, on the other hand, can leverage its advanced security, compliance, and analytics tools.

Key Features

• Team channels and threaded chat conversations for group communication
• File sharing and real-time co-authoring of documents
• Integration with Microsoft 365 apps like Word, Excel, and PowerPoint
• Task and project management with Microsoft Planner and To Do integration
• Automated meeting recordings and transcripts for future reference
• Desktop and mobile versions

Pros

• All-in-one scheduling, communication, meetings, and project management app
• Supports unlimited meetings with large participant capacity
• Easy collaboration for remote employees with real-time file editing

Cons

• Requires Microsoft 365 subscription for full functionality

Pricing

• Microsoft Teams Essentials: $4.80/month per user
• Microsoft 365 Business Basic: $7.20/month per user
• Microsoft 365 Business Standard: $15/user per user

Also Read:

• What is Event Scheduling and How to Do it Right?
• How To Host a Virtual Family Reunion Like a Pro

FAQ

1. What are the best apps for group meetings?

The best apps for group meetings are those that simplify scheduling, improve collaboration, and adapt to different team needs. Some of the popular options include:

• WhenAvailable
• Calendly
• Doodle
• YouCanBookMe
• TimeTap
• Appointlet
• MeetFox
• Zoom
• Google Meet
• Setmore
• Microsoft Teams

2. What’s the difference between meeting scheduling apps and video conferencing apps?

A scheduling app typically focuses on finding the best time for everyone, while a video conferencing app provides the platform to hold the meeting. Some tools combine both, and often businesses use them together.

3. Are paid apps for group meetings always better than free ones?

Not always. Free apps cover the basics like scheduling and reminders, which work well for small groups. Paid apps usually add premium features such as advanced integrations, larger capacity, and more customization options.

4. How secure are the best apps for group meetings?

Most apps use standard encryption to keep your data safe. However, if security is your top concern, it’s best to check the app’s privacy settings and compliance with data protection laws before using it.

5. Do the best apps for group meetings work on mobile?

Yes, most of the best scheduling apps have mobile-friendly versions or dedicated apps. This makes it easy to schedule, track, and join meetings from anywhere, whether you’re on the go or working remotely.

Decide on the Best Apps for Group Meetings for Your Team

Coordinating group meetings doesn’t have to feel like a hectic task. The right group meeting scheduler can help sync everyone’s availability and make collaboration smoother.

In this list, we explored 11 of the best apps for group meetings, covering both free and paid options. Indeed, tools like WhenAvailable can help you quickly and conveniently create availability polls, send reminders, and find the best time for all.

When deciding which solution fits your team, focus on how easy it is to use the app, and the flexibility it provides for different meeting types. Ultimately, the right app will help you save time and boost productivity.