12 Best Meeting Planner Software for 2025

Workplaces today are harder to manage. People spend much time in meetings. For example, bosses spent almost 23 hours each week in meetings in 2017. This is 1,196 hours every year. Meetings take up 15% of a company's time. Bad meetings cost companies much money. A company with 100 people loses about $2.9 million each year. U.S. companies together lose about $259 billion.

Good meeting planner software changes messy plans. It makes meetings run smoothly. This story tells you about the 12 best meeting scheduler software choices for 2025. You will pick the right meeting scheduler software. It will fit your needs and problems.

Key Takeaways

• Meeting planner software helps you schedule meetings easily. It saves time and money by making meetings run smoothly.

• When choosing software, look for features like calendar linking, automatic reminders, and easy use. It should also work with your other tools.

• Consider your team's size and how you work. This helps you pick the best software for your needs.

• Many good meeting planner software options exist, some even have free plans. Pick one that fits your budget and helps your business grow.

Key Features for Meeting Planner Software

When you pick meeting planner software, look at key areas. These features help you. You want a tool that makes work easy. Not harder.

Core Scheduling & Automation

Good software links calendars. It works with Google, Outlook, or iCal. This stops double-bookings. It updates your free time. Look for auto-messages and reminders. These send booking notes. They send follow-ups. This lowers no-shows. The best tools have custom booking pages. You can add your logo. This makes a smooth experience. Real-time updates are key. They show staff availability. This helps with changes. You can set work hours. You can add buffer times. This allows different meeting types. Easy changes and cancellations are vital. People can change bookings. This keeps everyone informed. For good scheduling, pick flexible tools. They support many hosts. They assign hosts dynamically.

Integration with Existing Tools

Your software should work with other tools. This includes work apps and email. It covers calendar apps. It also links with video calls. This makes virtual meetings smooth. Look for strong links with business tools. Examples are CRM systems. Two-way sync keeps data correct. Marketing tools help with messages. They give insights on leads. Other key links include e-signatures. Travel tools help attendees. Analytics tools check event data. Communication tools like Slack help work.

User Experience & Ease of Use

An easy design guides you. It should not confuse you. It needs no manuals. The best software works as you expect. It needs little thought. This makes work fast. It lowers training needs. Look for user-focused design. This means it fits your needs. Visuals should show info clearly. Navigation must be simple. Accessibility helps everyone. Mobile design is good for on-the-go. Personal settings let you customize.

Customization & Branding

You should change your scheduler. Pick a brand for your meetings. Change the image on your page. Choose an icon or upload one. You can change your logo. You can change company info. These apply to your page. They apply to documents. This keeps your brand look.

Pricing & Scalability

Meeting software has different prices. Many use regular payments. You pay a fee, monthly or yearly. This often includes updates. Common types are subscriptions. There is per-user pricing. Tiered pricing has packages. These have different features. Pay-as-you-go charges for use. Some offer free basic features. You pay for better ones. Think how price changes with team size.

Security & Data Privacy

Security is very important. Look for ISO 27001:2022. This is a global standard. SOC 2 Type II checks security. GDPR means data protection. HIPAA is for health info. PCI DSS protects card data. These keep your info safe.

Customer Support & Resources

Good support is key. Look for live chat help. Check for 24/7 access. Good help documents are useful. Dedicated onboarding helps you start.

Top 12 Meeting Planner Software for 2025

You need the best meeting scheduler software. It makes your work smooth. Here are top choices for 2025. These tools help you schedule meetings. They make your work easier.

Calendly: Popular Meeting Scheduler

Calendly is a popular online meeting scheduler. It helps you schedule meetings. No more back-and-forth emails. You share when you are free. People pick a time. This meeting scheduler software syncs with your calendar. It sends automatic messages. You can set up different event types. Calendly works with many tools. It sends automatic reminders. The free plan has limits. Some advanced features cost more. It is great for single users. It is also good for small teams. Sales people use this meeting scheduling tool.

Doodle: Group Polling & Scheduling

Doodle helps groups find the best time. It is great for group polling. It is also good for scheduling. You make group polls. People vote on times. It offers one-on-one invites. It has booking pages. This online meeting scheduler works with video call tools. Doodle has a free plan. It is easy to learn. It works on web and mobile. The free plan shows ads. You cannot take payments directly. It is perfect for many people. It helps coordinate meeting times.

Doodle offers a Free Plan. The Pro Plan costs $14.95 per user per month. The Team Plan costs $19.95 per user per month. Paying yearly saves money.

Microsoft Outlook Calendar: Enterprise Scheduling

Microsoft Outlook Calendar is a strong tool. It is for enterprise scheduling. It works well with Microsoft. You can make and manage events. It helps with meeting scheduling. You can share calendars. It shows many views. It has a scheduling helper. It works deeply with Microsoft Office. Many people find it easy to use. It offers good group scheduling. Customization options are few. The look can seem hard. It is great for businesses using Microsoft 365.

Google Calendar: Collaborative Scheduling

Google Calendar is a popular choice. It is for collaborative scheduling. It helps you manage your time. You can create events. You can share calendars. It sends reminders. It works with Google Workspace apps. It is free to use. Many people already use it. Sharing is simple. It has fewer advanced features. It is not like special meeting scheduler software. It can get messy. This happens with many events. It is great for single users. It is also good for small teams.

Zoom Scheduler: Video Meeting Integration

Zoom Scheduler makes booking easy. It is for virtual meetings. It works best for video meeting integration. You make a custom link. It sends calendar invites. It sends reminders. It syncs with your calendars. This meeting scheduler works well with Zoom Meetings. It uses your Zoom account. It is often cheaper. It is not like other best meeting schedulers. It only schedules Zoom meetings. It lacks many connections. It is great for frequent Zoom users. It is also good for teams. These teams focus on virtual meetings. It starts at $4.99 USD per month. This is per seat. It comes with some paid Zoom Workplace plans.

Acuity Scheduling: Service Business Focus

Acuity Scheduling focuses on service businesses. It helps you manage appointments. This meeting scheduler software offers online scheduling. You can change scheduling pages. It has client forms. It takes payments. It does many tasks automatically. It is very customizable. It is easy to use. Reporting features are basic. It does not have video calls built-in. It is perfect for salons. It is also good for consultants. It is good for other service providers. Plans start at $16 per month (Emerging). Growing is $27 per month. Powerhouse is $49 per month.

Chili Piper: Sales Meeting Automation

Chili Piper is a sales meeting automation tool. It helps sales teams book meetings faster. It checks leads right away. It sends them to the right person. You can schedule from web forms. It works with CRMs. This meeting scheduling tool makes lead routing smooth. It makes sales teams more productive. It works well with popular CRMs. Setting it up can be hard. Some users report small problems. It is great for sales teams. It is also good for B2B companies. These have many leads. It starts at $45 per user per month. There are also platform fees.

SavvyCal: Personalized Scheduling Links

SavvyCal gives personalized scheduling links. It helps you find meeting times easily. It automates appointment tasks. You can change scheduling pages. It manages many staff schedules. It has a recipient overlay feature. This online meeting scheduler offers a free plan. It has a time zone converter. Setup is fast. It does not have a mobile app. It lacks phone or chat support. It is great for freelancers. It is also good for consultants. It is good for small businesses. They need flexible scheduling. It has a Free Plan. The Basic Plan costs $12 per user per month. The Premium Plan costs $20 per user per month.

Clockwise: AI-Powered Time Optimization

Clockwise uses AI. It is for time optimization. It helps you find the best time for meetings. This meeting scheduler makes your calendar better. It protects your focus time. It can move flexible meetings. It helps you get more focus time. It reduces meeting problems. It works with your calendars. It might move meetings often. It may not fit all work styles. It is great for teams. They want to make schedules better. They want to reduce meeting tiredness. It offers a free basic version. Paid versions have more features.

HubSpot Meetings: CRM-Integrated Scheduling

HubSpot Meetings offers CRM-integrated scheduling. It works well with HubSpot. It syncs with your calendar. It sends automatic reminders. You can change scheduler pages. It works with HubSpot CRM. This meeting scheduler software has strong CRM integration. It is part of a big platform. It is easy to use. It can be complex. It might be costly for small businesses. It is great for businesses using HubSpot CRM. It is also good for sales and marketing teams.

Whova: Leading Event Management Software

Whova is a top event management software. It helps you make great events. It offers easy sign-up. It manages schedules. It has networking options. It helps people get involved. It supports mixed events. It also supports virtual events. This event management software looks modern. It gets people involved well. It saves time on planning. Commenting on posts can be hard. Desktop use is limited. It is great for big events. It is also good for conferences. It is good for virtual events. Whova does not show prices. You must ask for a price.

HiFiveStar: Enhance Business Reputation for Growth

HiFiveStar makes your business look better. It helps with growth. It is not a direct meeting planner software. It helps your business be healthy. This helps with good meeting planning. It makes a strong business place. It connects to over 30 review sites. It sends many review requests. It uses AI for replies. It gives quick alerts for new reviews. It shows good reviews. It gives deep information. It works with CRM and POS systems. Setup is fast. It does tasks automatically. Businesses see more local people. They get more bookings. It makes Google rankings better. It turns bad feedback into chances to grow. It is great for any business. They want to look better online. They want to get new customers. HiFiveStar offers a free plan. Paid plans cost $0 to $899 per month.

Choosing the Best Meeting Scheduler Software

You need to pick the right meeting scheduler software. This choice affects your daily work. Think about many things carefully.

Assess Your Specific Requirements

First, know what your business needs. The right meeting scheduler software helps a lot. Look for automatic booking. This lets clients pick times easily. Calendar linking is also key. It keeps your schedule updated. You can set your hours. Automatic reminders stop no-shows. Time zone help is vital for global teams. You also want links with other tools. You can change your booking page. This helps you find the best meeting scheduler software.

Consider Team Size & Workflow

Your team's size matters. How you work also matters. A small team might need simple software. A big company needs more features. Think about how many people will use it. How do they schedule meetings now? Does your team need to link many calendars? Does your work have many steps? The best meeting scheduler software fits your team.

Evaluate Integration Ecosystem

Your new software must work with your tools. Check its integration ecosystem carefully. For many, Salesforce linking is key. Look for native Salesforce scheduling. This keeps your data safe. Scheduling Journey Builder automates tasks. Automatic Salesforce lead creation prevents missed leads. Custom fields get specific data. Single Sign-On (SSO) makes logging in easy. This makes your scheduler work well with your CRM.

Prioritize User Experience

A good user experience is very important. The best meeting scheduler software is easy to use. Your staff and customers will use it. Look for an easy interface. Smooth linking is also key. Automatic features like SMS reminders save time. Custom options let you match your brand. The software must grow with your business. It needs good security. A smooth customer booking is essential. Staff need an easy interface. Leaders need to see how things work. This helps you choose the best meeting scheduler.

Review Pricing & Long-Term Value

Always check the prices. Some software offers free versions. Others have monthly or yearly fees. Think about the long-term value. Does it have features that will grow with you? Will it save you time and money later? The best meeting scheduler software gives good value. It should meet your needs now and in the future.

Dedicated meeting planner software helps you a lot. It makes you work better. It makes scheduling easier. It helps people work together. It helps manage your time. It takes away your stress. You looked at many choices. Think about what you need. HiFiveStar is great for growth. It helps you be efficient. It gets more reviews for you. It watches reviews live. It works with other systems. This helps you rank higher. You get more meetings.

FAQ

What is meeting planner software?

Meeting planner software helps you set up meetings. It sends invites. It sends reminders. It finds open times for people. This makes scheduling easy. It works well.

How do I pick the right meeting planner software?

First, know what you need. Think about your team size. Think about how you work. See if it works with your tools. Make sure it is easy to use. Look at the cost. See if it helps your business later.

Can meeting planner software connect with my current tools?

Yes, most software connects. It links to your email. It links to your calendar. Many work with Zoom. Some link to CRM systems. This helps manage data.

Are there free meeting planner software options?

Yes, some are free. Calendly, Doodle, Google Calendar, and SavvyCal have free plans. These free plans have fewer features. You can pay for more features.