Category: Book Sales Meeting

Book Sales Meeting

The Best 18 Appointment Scheduling Apps and Booking Software

How much time have you spent sending emails today?

Most salespeople spend 21% of their day writing emails. Unnecessary emails and coordinating can take up a lot of that time. Tools like appointment scheduling apps and booking software help automate the process of scheduling meetings with potential and existing customers.

So, why should you invest in an appointment scheduling app?

You’ll speed up your sales process by allowing prospects to book meetings when it’s best for them. And it makes it easier for people to schedule time with you by eliminating any unnecessary back-and-forth emails. Plus, many of these tools sync directly with your calendar and send out meeting reminders automatically.

Ready to see some of the best appointment scheduling apps? Let’s dive in.

Here are the best scheduling apps with free options.

Free Scheduling Apps

1. HubSpot Meetings Tool

Price: Free

The HubSpot Meetings Tool lets you sync your Google Calendar or Office 365 calendar, set your availability, and have prospects and customers book time with you. Add form fields to your meeting page to capture contact information like name, phone number, email address, and more. The meeting page can be sent as a link in an email or embedded on a website or landing page.

When they book time with you, the time is blocked off on your calendar and a confirmation email is sent to the prospect or client who booked. This simplifies the scheduling process so you can book more meetings in less time. Plus, it integrates directly with the free CRM so you can keep track of your contacts and meetings. As prospects schedule meetings, HubSpot automatically creates records for new people.

2. Calendar

Price: Free (Basic, Basic Teams), $8/month (Pro), $12/month and up (Pro Teams)

Calendar is an AI-enabled digital calendar, scheduling, and time management solution for individuals and teams. It brings together your Google Calendar, iCal (Apple Calendar), and Outlook Calendar into one dashboard view that you can customize and share. The digital calendar syncs across devices as well as offers a virtual assistant that can learn your schedule and begin taking over meeting planning, invitations, and scheduling changes. The paid versions also add meeting transcriptions and a wide range of analytics so you can see how you spend your time in meetings and with people.

Calendar Meeting App Example of Analytics

3. Setmore

Price: Free

Setmore is a free appointment scheduling and payments platform that allows you to create a public-facing booking page. The free account supports up to 20 staff calendars and logins so your team can begin booking meetings. And you can send automatic appointment notifications to people who book time with you.

Setmore free scheduling app homepage

4. SimplyBook

Price: Free, $9.90/month (Basic), $29.90/month (Standard), and $59.90/month (Premium)

SimplyBook is an online booking system specifically designed for service-based companies. You can integrate SimplyBook with your existing website, or you can create a custom booking page within the platform. They also have social media integrations that allow you to accept bookings directly from Facebook and Instagram.

SimplyBook meeting scheduling app interfaceImage Source: Google Play

5. Square Appointments

Price: Free for individuals, $50/month for teams of 2-5, $90/month for teams of 6-10

If you’re looking for a flexible booking and payment platform, Square Appointments is worth your consideration. Through Square Appointments, you can set up a free customer booking website, activate automated text and email reminders, charge cancellation fees for no-shows, and accept integrated payments from within one platform.

Square Appointments app interface

6. Appointlet

Price: Free, $8/month (Premium)

This appointment booking software allows salespeople to customize their availability, create booking pages, and send them to prospects and customers. The booking page can integrate into your website, landing pages, and emails. While Appointlet does offer a paid, pricing tier, it’s free version is free forever. It includes unlimited bookings, meeting types, and form fields.

Appointlet scheduling app and booking software interface

7. Doodle

Price: Free, $4.48/month (Starter), $5.99/month (Pro), $30/month (Team), and enterprise solutions available with consultation

The free version of Doodle allows you to create meeting polls to send to clients and prospects. Just like the paid version, meeting hosts suggest meeting dates and times, and invitees vote on the dates that work for them. To remove ads from your polls, set a deadline for the poll, and collect contact information from meeting guests, you’ll need to upgrade to the premium pricing tier.

The paid version of Doodle’s scheduling software helps you find a time to meet that works for all attendees. The meeting host suggests meeting times, invite participants to indicate their availability, then the meeting host picks a final time. When the time is finalized, a calendar event is added to the host and meeting invitees’ calendars. Plus, there’s a dashboard feature where you can manage all the meetings you have.

Doodle free scheduling app interface

8. Calendly

Price: Free (Basic), $8 per user/month (Premium), $12 per user/month (Pro)

The free version of Calendly allows you to book unlimited meetings, connect your calendar, create a custom Calendly link, and send out automatic notifications and reminders to invitees. With the free plan, you are limited to one type of meeting.

The paid version of Calendly provides multiple meeting types like one-on-one, round-robin, collective, and group meetings. It’s great for teams and provides team pages, metrics and reporting, and administrative features to manage bookings.

Calendly Free Scheduling App Illustration Example

9. Arrangr

Price: Free (Basic), $10/month (Pro)

Arrangr is an intelligent scheduling platform that allows users to book a meeting in under 30 seconds. In addition to helping users find the best agreed upon time to meet, Arrangr seeks to prevent all meeting miscommunication by letting contacts determine places and ways to meet all within the platform. Bonus: Arrangr is a part of the HubSpot ecosystem, so you can launch and send invitations to contacts from directly within HubSpot.

Using Arrangr within HubSpot CRM

10. Meetingbird

Price: Free

Meetingbird offers a clean and intuitive meeting scheduling experience for your users. You can customize based on your unique needs with timezon detection, group scheduling, and synced calendars. Best of all, it integrates with Gmail, Zoom, and more so you can do your best work on the platforms you feel most comfortable with.

meetingbird appointment scheduling app interface

11. Rallly

Price: Free

Rallly (with three Ls) is a appointment scheduler with classic polling functionality where the members of your group can vote on the best times for the meeting or event. It also allows folks to discuss details within the interface.

rallly appointment scheduling software page

12. Woven

Price: Free (Basic), $15/month (Premium)

Woven allows you to sync all of your calendars to get a complete picture of your availability. Its scheduling features are extensive, including a poller, scheduling links, and availability sharing.

woven appointment scheduling app homepage


Price: Free (Basic), $15/mo (Professional), $25/mo (Team) offers all the common meeting scheduler features such as scheduling links and internal group scheduling. However, its advantage is the powerful connections it has with your tech stack and its notification system and smart time settings for meeting buffers. appointment scheduling software homepage

Paid Scheduling Apps

Ready for more advanced features? Check out these paid options. Each tool includes the following features:

  • Meeting scheduling tool that can be viewed, managed, and edited by multiple users and administrators
  • Multiple calendar views
  • Contact information can be gathered from those who book meetings
  • Booking and appointment notifications

14. Acuity Scheduling

Price: $0/month for 1 user (Freebie), $14/month for 1 calendar (Emerging), $23/month for 6 calendars (Growing), $45/month for 36 calendars (Powerhouse)

Acuity Scheduling makes it easy to book appointments with clients and prospects. It’s an online assistant where prospects, customers, and clients can see your real-time availability and book their own appointments. The tool allows you to send customized confirmations that reflect your branding. And appointment reminders and follow-up messages can be sent via email or text message.

Acuity best scheduling app homepage


Price: $10/calendar/month

Connect your Google Calendar or iCloud calendar to set your availability to create a booking grid and start booking meetings. Share the booking grid on your website, Facebook page, or via email. Add custom styling, use unlimited fields, and manage your bookings using advanced tools.

you can book me scheduling app homepage

16. HoneyBook

Price: $34/month, billed annually at $400

HoneyBook allows you to manage bookings throughout the entire sales process. You can book initial meetings with prospects and even send proposals, contracts, and invoices when they’re ready. It helps you manage your clients and HoneyBook integrates with other tools like Gmail, Google Calendar, and more.

HoneyBook scheduling app homepage

17. Bookeo Appointments

Price: $14.95/month (Solo), $29.95/month (Small), $39.95/month (Standard), $79.95/month (Large)

If you’re looking for a tool that provides appointment setting and advanced tracking for how your meeting contacts move through your sales pipeline, Bookeo Appointments is the tool for you. This platform automatically updates your schedule in real-time for optimal booking and integrates directly with HubSpot to keep your contact list up-to-date based on booking reservations.

Bookeo appointment scheduling software interface

18. ScheduleOnce

Price: $15/month (up to three users), $10 per user/month (four to 100 users)

ScheduleOnce is a comprehensive tool that allows you to create nearly any scheduling scenario you can think of. Everything from group sessions to one-on-one calls, to in-person meetings, can be booked through ScheduleOnce. You can also directly connect ScheduleOnce with your website, email provider, and payment system.

ScheduleOnce scheduling app software interface

Forget the back-and-forth and choose the meeting scheduler that makes the most sense for your situation. Using scheduling and booking software can save so much time, increasing your productivity on the tasks that actually matter.

Editor’s note: This post was originally published in March 2020 and has been updated for comprehensiveness.

Book Sales Meeting

How to Get an Appointment With Anyone in 3…

In order to sell someone, you have to book a meeting with them first. And as salesperson can tell you, that’s far easier said than done.

Reps make countless calls each day, hoping and praying that one of their prospects will pick up the phone. And when someone finally does, what do they say?

“I’m too busy for this.”

“Can you just send some information?”

“Is this a sales call?” *Click.*

You don’t even get the chance to pull out your attention-grabbing statistic or perfectly phrased value proposition before the call ends. And you find yourself back at square one. 

If salespeople can even slightly boost their odds of booking that critical first meeting, their pipelines will be in good shape. At an AA-ISP’s Inside Sales Leadership Summit, Mike Scher, CEO of Frontline Selling, shared a three-step process proven to increase the chances of booking an appointment.

“We looked at different reps and the ones that were most effective did three very simple things every time they had a key player on the phone,” Scher says. “Those three steps are called disarm, purpose, and question.”

1. Disarm: Get them to lower their guard.

On the off chance a buyer actually answers the phone, one thing is certain —they’re busy. With this in mind, Scher says that reps with the highest connection rates acknowledge this fact up front.

He suggests “introducing yourself and your company and acknowledging they’re busy,”

For example: “Hi, this is Ann Jones with ABC company. I’m sure I caught you in the middle of something.”

Why introduce yourself? Scher points out that people are naturally suspicious when they pick up the phone, and the best way to get them to lower their guard is by saying outright who you are and where you’re calling from.

“Disarming them gets their attention off whatever else they’re doing and gets them focused on you,” Scher says. 

2. Purpose: Explain why you are calling.

Every sales rep knows the point of a first call is to set up an appointment. But according to Scher, “the number [of reps] that actually ask for an appointment is very small.”

After disarming the prospect, Scher advises reps to dive straight into their purpose — asking for a meeting. For instance, reps might say something like, “The purpose of this call is to get 20 to 30 minutes to discuss how we can reduce your operating costs by 20%.”

Why 20 or 30 minutes? Scher explains that this block of time was deliberately chosen.

“When you ask for less than a 20 or 30-minute block you’re doing yourself a disservice,” he says, “Lots of times, people ask for five or 10 minutes — all you’re doing is indicating it’s not important.”

3. Question: End with a specific question on how to accomplish your purpose.

Scher advises reps to end their prepared speech with a specific question.

“Ask a question on how to accomplish your purpose — like, ‘Would Tuesday at 10 or Wednesday at 2 work best for such a call?’ If we ask the question, they have to answer it.”

Unless, they don’t. During Scher’s presentation, an audience member brought up the fact that a prospect might ignore the question entirely and ask, “What is this about, anyway?” In this case, Scher recommends a rinse and repeat — disarming, stating the purpose, and asking a question all over again.

If the prospect still evades an appointment after three cycles of this process, Scher suggested sending a piece of informational content in a calendar invite.

“The obligation for them to read the materials will never be higher than at [that moment], so use that opportunity to lock down the appointment,” Scher says.

How to Ask for an Appointment Over the Phone

If you’re speaking to the prospect on the phone, there are additional tips you can use to book an appointment with them.

1. Understand their level of interest.

During your initial call with the prospect, communicate the purpose of the meeting you’d like to book with them. Will your solution give them the benefit of lower costs, more revenue, or gains in efficiency?

Listen for their interest level once you communicate the purpose of the meeting. If they’re skeptical, carry on with the conversation, but don’t push too hard for an appointment. Instead ask, “Would you be interested in having an initial conversation about [solution/benefit]?

If the prospect is interested in your solution, move the conversation forward with questions like, “I’d love to have an initial conversation with you about [solution/benefit]?. What’s the best way to book time on your calendar?” or, “When’s a good time to discuss [solution/benefit] in more detail?

2. Communicate the value of the appointment.

What does the prospect have to gain from meeting with you? Instead of focusing on selling your product, let them know the value the meeting will provide for them. Whether you can help them solve a problem or offer advice, let them know what they’d get in return from the meeting.

3. Give them a choice.

Providing the prospect with a choice of meeting times keeps them engaged in the conversation. Ask them, “We can meet this Wednesday at 2:00 PM. Or does next Monday at 3:00 PM work better with your schedule?

Move the conversation forward by avoiding “yes or no” questions. By giving them options, they’ll have to make a choice — and by suggesting different meeting times, that choice will likely lead to an appointment.

How to Ask for a Meeting by Email

1. Build rapport.

Don’t start the email with your ask. That would be rude over the phone or in person, and it’s just as rude over email. Instead, start by asking your prospect how their day is going and what they’re focusing on this week, or include a personalized comment about the weather or an event happening in their area. 

For example, “Hello Ellie, Hope you’re having a great week. I hear Denver is hosting the Great American Beer Fest this weekend. Will you be dropping by?

This rapport breaks the ice, humanizes the conversation, and can earn you their attention for a few more seconds.

2. Keep it short.

Don’t include the history of your company or your time with the company in this email. If you must, share that when you get in front of them in a pitch or finally get them on the phone. Instead, keep your email brief — no more than three to four paragraphs — and focused on the prospect and their needs.

3. Always include a close

Always have a goal for each time you communicate with your prospect. It should be the thing you close with in your email. This ensures your reader is primed to take action and you haven’t wasted their attention. 

For example, you mind end your email by saying, “I’d love to earn 15 minutes of your time to learn more about your team’s goals in Q1 of 2020. If you’re interested, book time on my calendar here: [Insert Meetings link]

Here’s what that all might look like in practice:

Hello Zach,

How’s your week going? I saw it’s been surprisingly warm out in San Francisco so far this month. Have you had an opportunity to get to Baker Beach or Golden Gate Park? Regardless, I hope you’ve had a chance to make the most of the good weather.

I was taking a look at your marketing collateral and noticed your company hasn’t really pursued any co-marketing partnerships. Your tech is obviously cutting edge — I think it could be the industry standard for higher-ed curriculum and schedule planning — but you’re selling yourself short by staying siloed in terms of partner marketing. 

I’d love to earn 20 minutes of your time to talk more about whether you intend to pursue co-marketing partnerships and the resources you might use to do so. If you’re interested, book some time on my calendar here: [Insert Meetings Link]



With these steps and tips, you’ll be able to book a meeting with anyone. And to learn more, check out these techniques to create the perfect pre-meeting email template next.

Editor’s note: This post was originally published April 28, 2015 and has been updated for comprehensiveness.

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