11 Must-Have Group Meeting Scheduler Apps for 2025

We’ve all been there — endless email threads, scattered messages, and the frustrating back-and-forth of “Does this time work?”

Trying to coordinate a meeting across different schedules, time zones, and availability can feel impossible. That’s where a group meeting scheduler comes to the rescue.

With the right appointment scheduling tools, groups or teams can effortlessly find preferred meeting times, automate invites, and sync with their calendar — all without the hassle.

Whether you’re booking a one-on-one or managing complex meeting types, the best tools provide a booking page where participants can pick a time that works.

In this guide, we’ll explore the best group meeting scheduler options available in 2025. With these options, you can spend less time scheduling meetings and more time getting things done.

How We Choose the Best Group Meeting Scheduler Tools

With so many group meeting scheduler options available, we focus on key factors that ensure a smooth scheduling experience. Here’s how we evaluate each group meeting scheduler to find the most efficient solutions for your team:

Ease of Use and Setup: A group meeting scheduler should be intuitive, requiring minimal setup to start booking meetings. We assess whether the platform offers a user-friendly interface, straightforward onboarding, and clear instructions for both organizers and participants. The easier it is to create a booking page and configure meeting types, the better the experience for all.

Features and Functionality: We examine each group’s meeting scheduler’s core features and unique functionalities. These include options for different meeting types, polls, integration with calendars, and the availability of a booking page. Priority is given to scheduling tools that allow users to set preferred meeting times and customize availability settings.

Integration and Calendar Sync: With a top-tier group meeting scheduler, one must be able to seamlessly integrate with popular calendar platforms and tools. We evaluate how well each solution syncs with widely-used applications like Google Calendar. The booking page should automatically update to reflect real-time availability, preventing double-bookings and scheduling conflicts.

User Experience and Reliability: A group meeting scheduler must be reliable, with minimal downtime and responsive customer support. We consider user feedback, platform performance, and troubleshooting efficiency. The best platforms ensure that scheduling meetings remains hassle-free, keeping teams productive and reducing frustration.

Pricing and Value: Our evaluation considers the cost-effectiveness of each group meeting scheduler relative to its features. We analyze pricing tiers, user limits, and additional costs for premium features. Special attention is paid to scalability, ensuring the solution remains affordable as your team grows and scheduling needs evolve.

Top Group Meeting Scheduler Tools You Can Use

Finding the right group meeting scheduler can make a world of difference in organizing seamless, efficient meetings. Here are some of the best group meeting scheduler tools available today.

1. WhenAvailable

WhenAvailable is a user-friendly group meeting scheduler designed to simplify the process of finding mutually agreeable times for events.

Whether you’re organizing a family reunion, board meeting, book club session, or weekend get-together, WhenAvailable streamlines scheduling by allowing organizers to create availability polls effortlessly.

You can propose multiple dates and times, and share the poll via a link or email invitations. Your guests can then vote on their preferred slots without needing to sign in. You can even hide guests from other guests, plus the poll numbers, if you desire some privacy.

This group meeting scheduler offers a variety of background themes to customize your polls, ensuring an engaging and personalized experience. Notably, WhenAvailable provides an ad-free environment across all plans, including the free version.

Key Features

• Unlimited availability polls
• Wide selection of background themes
• Participants can vote without having to sign in
• Easy sharing options via direct links or email invitation
• Ability to limit participant slots per session
• Ad-free experience across all plans

Pros

• User-friendly interface
• Real-time voting and results tracking
• Versatile use cases, from family events to business meetings

Cons

• Paid plans needed for features like Google Calendar sync and limit votes per date/time

Pricing

• Basic: Free; unlimited polls for up to 20 guests
• OneTime: $10/poll; one-time charge for upgrading a single poll
• Premium: $38/year

2. ChiliCal

ChiliCal, developed by Chili Piper, is a smart group meeting scheduler tailored for customer-facing sales and marketing professionals.

This innovative scheduling tool transforms the traditional booking process by offering intelligent, streamlined solutions that maximize meeting efficiency and reduce administrative overhead.

Designed to streamline the booking process, ChiliCal offers features like one-click instant booking, automatic rescheduling, and AI-driven scheduling assistance. The tool also enables round-robin scheduling between team reps to ensure balanced workload distribution.

By integrating seamlessly with CRM systems like Salesforce and HubSpot, ChiliCal ensures that all meeting data is accurately tracked and easily accessible. Its capabilities make it a valuable tool for sales and customer success representatives looking to optimize their scheduling workflows.

Key Features

• One-click instant booking without forms
• Auto-detects time zones for seamless scheduling
• Allows users to schedule on behalf of team members
• Administrator control over user permissions is available
• Automatic rescheduling to open up more availability
• AI Co-Pilot for optimal time slot distribution

Pros

• Seamless CRM integration
• Supports flexible meeting management
• AI-driven features eliminate scheduling friction

Cons

• No free plan, plus relatively high price point for smaller teams

Pricing

• ChiliCal Teams: $22.5/user/month

3. Calendly

Calendly is a leading group meeting scheduler that simplifies the process of booking meetings. By connecting up to six calendars, it automates scheduling through real-time availability, ensuring seamless coordination among participants.

Users can define their availability with detailed settings, including scheduling rules and buffer times, to maintain control over their calendars. This group meeting scheduler integrates with various video conferencing apps, allowing users to set preferences for in-person meetings or calls.

Additionally, it offers customizable event types. Sharing scheduling links is straightforward, with options to embed them on websites, landing pages, or emails, facilitating easy meeting bookings.

Key Features

• Round-robin and collective event scheduling
• Embed scheduling links on websites, landing pages, or emails
• Define availability with detailed settings, scheduling rules, and buffers
• Connect up to six calendars to automate scheduling with real-time availability
• Over 100 integrations with marketing and sales automation software
• Sync video conferencing apps for in-person meetings or calls

Pros

• Simplifies the booking process with automated scheduling
• Provides customizable meeting types, catering to diverse needs
• Automates reminders and follow-ups to boost attendance

Cons

• Can be overwhelming for users needing simple solutions

Pricing

• Free: Includes one event type and one connected calendar
• Standard: $12/seat/month
• Teams: $20/seat/month
• Enterprise: Custom pricing, starting at $15k/year

4. SimplyBook.me

SimplyBook.me is a versatile group meeting scheduler designed to streamline appointment scheduling for service-based businesses. By defining services and providers, businesses can display availability, allowing clients to book meetings 24/7.

The group meeting scheduler offers a mobile-optimized booking website or integration with existing sites, enabling clients to schedule appointments via multiple channels, including Facebook, Instagram, Google, or a branded client app.

Automated email and SMS reminders help reduce no-shows, while the admin app allows you to manage bookings on the go.

Key Features

• Notifications via SMS and email for appointment updates
• Multi-channel booking acceptance (via Facebook, Instagram, Google, and more)
• Provides a mobile-optimized booking website or integration with your existing site
• Accept online payments and deposits through various payment processors
• Personalized client app and admin app for seamless management
• Custom features like coupons, gift cards, and loyalty systems

Pros

• Robust integration capabilities with popular platforms and payment processors
• Flexible customization options to fit specific business needs
• User-friendly interface for both clients and administrators

Cons

• SMS gateways and credits are not included in the subscription fee

Pricing

• Free: $0/month (50 bookings)
• Basic: $9.90/month (100 bookings)
• Standard: $29.90/month (500 bookings)
• Premium: $59.90/month (2,000 bookings)

Additional booking and SMS packages are available for purchase.

5. Doodle

Doodle is a premier group meeting scheduler designed to simplify the process of coordinating meetings and events. This group meeting scheduler offers a streamlined approach to coordinating meetings across diverse professional environments. These range from recruitment and board meetings to sales, education, and enterprise-level collaboration.

By creating polls organizers can propose multiple time slots, allowing participants to indicate their availability without the need for registration. This streamlined approach eliminates the back-and-forth often associated with scheduling, making it ideal for various scenarios, from team meetings to social gatherings.

Doodle integrates seamlessly with popular calendar applications, ensuring that all participants stay informed and organized.

Key Features

• Personalized booking page to share your availability
• Automatic video conferencing links and calendar invites generation
• Poll creation, with multiple time options and efficient preference gathering
• Syncs with Calendar tools like Google Calendar and Outlook to avoid conflicts
• Custom branding on invites and booking pages for enhanced professionalism
• Mobile accessibility with Doodle’s Android and iOS apps

Pros

• Supports multiple meeting types
• Seamless integration with popular tools and apps
• No registration required for participants, lowering barriers to response

Cons

• Limited advanced customization options in the free version

Pricing

• Free: $0 forever
• Pro: $14.95/user/month
• Team: $19.95/user/month

6. Rallly

With over 94,000+ registered users and 300,000+ meeting polls created, Rallly has proven to be a reliable group meeting scheduler tool among other scheduling apps.

Rallly is a simple group meeting scheduler that can help you coordinate meetings like reunions, hangouts, and others with less stress. With this tool, you can create meeting schedule polls and participants can vote on available time slots.

Plus, this group meeting scheduler tool supports multiple languages, so it is accessible to a global audience. Best of all, participants can vote on their preferred time slots without having to go through any time-consuming process of registration or login.

Key Features

• Customizable meeting polls
• Shareable poll links
• Participant availability voting
• Visual representation of poll results
• Multiple time slot proposals
• Multi-Language Support — Available in over 10 languages

Pros

• Free and accessible
• Easy to use with no technical skills needed
• Rallly is mobile-friendly and responsive

Cons

• Not suitable for very complex or automated meeting scheduling

Pricing

Rallly is completely free to use. There are no premium plans or hidden costs. Users can create unlimited polls without payment.

7. Clockwise

Clockwise is an intelligent group meeting scheduler that helps you schedule meetings with ease. It uses AI to automatically find the best meeting time for everyone, so you can spend less time sending back and forth emails for preferred meeting times and more time getting things done.

Unlike some group meeting scheduler tools, Clockwise dynamically adjusts and reschedules meetings based on individual and team-wide preferences.

It identifies open time slots and shifts flexible meetings so critical work sessions remain undisturbed. Clockwise also provides features like focus time and availability sharing features so it's easy to optimize schedules across entire teams.

Key Features

• AI-powered scheduling automation
• Integration with Google Calendar
• Smart meeting time optimization
• Automatic rescheduling based on availability
• Flexible meeting options and scheduling links
• Cross-team coordination for large organizations

Pros

• Has a user-friendly interface with intuitive navigation
• Integrates seamlessly with existing calendars and tools
• Offers a free plan

Cons

• Works only with Google Calendar, no Outlook support

Pricing

Clockwise offers a free plan to get started. For more advanced features and team collaboration, you can use any of the paid plans which are billed annually:

• Teams: $6.75 per month
• Business: $11.50 per month
• Enterprise: Custom pricing

8. Picktime

One of the all-in-one group meeting scheduler tools with 24 hours scheduling is Picktime. It is a versatile tool so it offers features for appointment booking and event scheduling for businesses of all sizes.

One appealing feature Picktime offers as opposed to most group meeting scheduler apps is the integration with major video conferencing tools, including Zoom, Google Meet, and Microsoft Teams. This makes it easy to schedule and manage virtual meetings without switching between multiple apps.

You’ll get features like automated reminders, calendar synchronization, and reporting functionality to track bookings or time spent in meetings. Plus, you can set rules for availability, and automate notifications to reduce no-shows.

Key Features

• Integration with video meeting, CRM, payment, contact, and calendar tools and more.
• Automated reminders for attendees
• Supports scheduling for weekly or monthly recurring meetings
• Accepts payments through PayPal, Stripe, and Square
• Detailed reporting for appointments, revenue, and customer engagement
• Custom booking pages

Pros

• It provides a free plan with no hidden charges
• Picktime integrates with major video conferencing tools for seamless virtual meetings
• Supports multiple business locations

Cons

• SMS reminders are a paid feature. Not included in the free plan.

Pricing

• Free plan
• Starter: $4.00 per user/month and supports only 3 users
• Pro: $3.00 per user/month for 10+ users

9. Vyte

If you’re looking for a user-friendly group meeting scheduler to check participants’ availability for meetings like virtual book club, team discussions, and much more, then Vyte is a great option.

Just like other group meeting scheduler tools, Vyte streamlines scheduling with real-time availability sharing and automated reminders. Its interface is quite intuitive and it allows users to propose multiple time slots, vote on the best option, and finalize meetings in no time.

What’s more? Vyte supports multiple languages, so it is one of the best group meeting scheduler tools for international teams.

Key Features

• Calendar sync (Google, Office 365, iCloud, and more)
• Group meeting scheduling with voting system
• Automatic meeting reminders
• Customizable booking page
• Team collaboration features
• Integration with video conferencing apps including Google Meet, Zoom, and more

Pros

• Vyte is user-friendly unlike some group meeting scheduler apps
• Syncs directly with major calendar providers
• Offers convenience by automating reminders, confirmations, and time zone adjustments

Cons

• The free plan has limited features for group scheduling and meetings

Pricing

• Free Plan
• Pro Plan: $10/month per user (billed monthly)
• Enterprise: Custom pricing

A 14-day free trial is available for the Pro plan, with no credit card required.

10. SimplyMeet.me

Remote teams who rely on virtual meetings can use this group meeting scheduler to fix meeting time and send custom reminders. It supports multiple calendar integrations so it’s easy to manage meetings across different platforms.

Additionally, SimplyMeet.me offers advanced scheduling features like buffer times, time zone detection, and poll-based meeting scheduling which is not common with most group meeting scheduler tools.

Another functionality that makes this group meeting scheduler a great option for professionals and teams is that it allows for payments to be accepted for scheduled meetings.

Key Features

• Calendar sync with Google, Outlook, iCloud, CalDav, and more
• Buffer times before or after meetings to prevent scheduling conflicts
• Timezone detection and automatic adjustment for meeting participants
• Automated email and SMS reminders to reduce no-shows
• Poll meetings feature with multiple time slots to vote on for better coordination
• Payment integration with Stripe, PayPal, Square, and other processors

Pros

• It syncs with major calendar providers
• Automatically detects and adjusts time zones for participants
• Offers a dedicated mobile app for scheduling on the go

Cons

• The free version only supports one user which is quite limited

Pricing

• Individuals: Free forever
• Professional: $11.99/user/month (14-day free trial)
• Enterprise: Custom pricing

11. Acuity Scheduling

Acuity Scheduling is a powerful group meeting scheduler to streamline group meeting planning and appointment bookings. With this tool, you can create a branded scheduling page, manage multiple locations, and allow participants to book consultation or schedule meetings.

It is one of the best group meeting scheduler tools that automate client interactions with custom intake forms, reminders, and follow-ups. The tool also supports multiple calendars, making it a great fit for companies with teams across different locations.

Key Features

• Automated appointment booking and meeting scheduling
• Multiple calendars, up to 36 bookable calendars for different team members or locations
• Custom branding for booking page with business logos and colors
• Automated confirmation, reminder, and follow-up emails
• Automatic time zone conversion based on the participant’s location
• Integration with Zapier, Google Calendar, and other productivity tools

Pros

• Simple and intuitive for both businesses and clients
• Acuity Scheduling reduces admin work with automatic booking and reminders
• It is scalable for teams since it supports multiple calendars and participants

Cons

• No free plan available, unlike most group meeting scheduler apps

Pricing

• Emerging: $20/month
• Growing: $34/month
• Powerhouse: $61/month
• Enterprise: Custom pricing (contact for a quote)

FAQ

1. How do I schedule a meeting with multiple people?

You can use a group meeting scheduler to create a poll with available time slots. Participants will have to vote on their preferred times, and the best option is selected. This will help eliminate the need for endless back-and-forth emails. However, group meeting scheduler tools automate the scheduling process with AI-powered features.

2. Are there free group meeting scheduler options available?

Yes. There are several free great group meeting scheduler apps you can use. Some options with a free plan include:

• WhenAvailable
• Calendly
• SimplyBook.me
• Doodle
• Rally
• Vyte
• Clockwise
• Picktime
• SimplyMeet.me

With these options, you can create group meeting polls with customizable time slots and automatic reminders at no cost.

3. What features should I look for in a group meeting scheduler?

To choose a good group meeting scheduler for your team, you’ll need to consider important factors like:

• Ease of use
• Scheduling options
• Calendar integration
• Reliability and support
• Pricing and features offered

4. Do group meeting scheduler tools support time zone adjustments?

Yes, most group meeting schedulers handle time zones automatically. They detect each participant’s local time and adjust meeting slots accordingly. This feature helps teams in different locations find suitable times without confusion.

5. Which group meeting scheduler is best for large teams?

For large teams, consider a group meeting scheduler with automation, cross-team coordination, and smart scheduling features. Tools like WhenAvailable, Clockwise and Acuity Scheduling are great options for managing schedules across multiple team members.

Have You Decided On the Group Meeting Scheduler Tool to Use?

What’s more to say? Whether you’re organizing a small team huddle or a company-wide board meeting, what you need is a reliable group meeting scheduler tool to save time and reduce the stress of coordinating meetings.

A great group meeting scheduler should offer flexibility, ease of use, and integration with popular calendar and video conferencing tools. Plus, you should be able to automate your reminders and follow-ups.

The good thing is that our list of group meeting scheduler tools cuts across various free and paid options with several meeting scheduling features.

So make a choice based on your needs and start managing your team meetings with ease.