•   5 min read

The Top 10 Meeting Scheduling Tools to Watch Out for in 2023

Gautham Nagaraj

ByGautham Nagaraj

Published January 23, 2023

top 10 meeting scheduling tools

Hunting for meeting scheduling tools a few years ago might not have given you too many options. But things are a lot different now. In a marketplace full of trusted as well as emerging tools that promise to automate meeting scheduling, how do you pick one that’s best for you? This post lists the top 10 meeting scheduling tools you should have an eye on this year.


Why you need a meeting scheduling tool

Considering how the world has transitioned to a virtual/hybrid work environment, virtual meetings are literally part of a day’s work. Particularly in sales. Anyone who is a salesperson knows that booking a meeting is everything. 

We know how hard you had to work to get there and how many cold calls or emails you had to complete before you got the ‘I’m interested’. But once you do get there, it’s super important to make the process of booking a meeting completely frictionless. For your prospect and for yourself. 

This is best done when it’s automated and locked-in in a few clicks. If it takes more than one step for a meeting to get schedules, the prospect might just decide that it isn’t worth all that effort. This is where a meeting scheduling tool comes in handy. It lets you find a slot that’s convenient for your prospect and yourself or your account executive - without going back and forth a bunch of times.

So your best bet is to invest in one.

Which one? 

Like we said before, there are a lot of tools in the market today. In this post, we’re listing the top 10 meeting scheduling tools that you should keep your eye on this year if you’re on the lookout. 

Also, while we’re talking about a sales use-case here, meeting scheduling tools are obviously relevant to any other business or function that involves a lot of conversations - recruiting, marketing and more.


How we picked our top 10 meeting scheduling tools

Before we get into the list, let’s walk through the 3 things that make a meeting scheduling tool great. These three factors helped us narrow down our list to 10. Make sure that you have them in mind when you make your final selection as well to make sure you choose right for your specific needs. 

Ease - This one is a given. Your meeting scheduling tool has to be easy to implement, navigate and use. You should be able to configure it and add it wherever you need to (you email or your website). And it should be able do what it promised - make scheduling easy and instant. 

Value - When budgets are tight, a meeting scheduling tool might not be on the list of investment priorities. Which is why it needs to be at a price point that offers strong value for money to even be considered. 

Integrations - New tool 101 - anything you add to your current tech stack should integrate seamlessly and perfectly with it. The same goes for a new meeting scheduling tool. It needs to integrate with your current platform as well as your emails. In the sales scenario, a meeting scheduling tool needs to integrate with every rep or account executive’s email account (gmail or outlook) and also with the sales engagement platform the team uses.


The top 10 meeting scheduling tools of 2023

NOW let’s get into the list. Here are our picks for the top 10 meeting scheduling tools that should be on everyone’s radar in 2023.


Calendly is one of the OGs. It has a simple, calendar-like interface that helps a prospect (or candidate or whoever you’re interacting with) select a date, and pick from the option of available time-slots that are displayed against that date. 

Cool features 

  • Lets you suggest multiple times for invitees 
  • Runs polls (if there are multiple guests) to select a date and time, and convert the top voted one into a meeting for all
  • Lets you assign incoming meetings to a team member (say an Account Executive) in a round-robin manner based on who has immediate availability
  • Allows you to assign team members for group meetings, and inversely, let invitees book meetings with multiple team members 

Cost - Begins from a free basic plan and ranges to $16 /seat/mo for team plans. Enterprise pricing (30+ seats) is on request.


Calendar is another meeting scheduling tool that allows you to create open time slots and share slot-booking links to your invitees. Something everyone loves about Calendar is the extensive data it offers on number, and time spent on meetings, attendee stats and so on. 

Cool features

  • Leverages AI to book meetings automatically based on your availability
  • Provides data-backed stats on how and where you spend your time most productively
  • Let’s you set up multiple workplaces, each with different meeting rules, scheduling pages and more - great for larger teams that need more customization

Cost - Begins from a free basic plan and ranges to $8 /seat/mo for the Pro plan (billed annually)


The Outplay Meeting Scheduler is the perfect meeting automation tool for sales teams. It not just offers seamless scheduling and routing capabilities, it also helps you engage leads with multi-channel sequences and track them to closure. All from a single platform. 

Cool features -

  • Is an integration with Outplay - your all-in-one sales stack that lets you prospect, engage, schedule, track and sell from a single place
  • Embeds your calendar on to your website for quick access
  • Provides a single view of your calendar between invited prospects and teammates to schedules without clashes
  • Offers round robin scheduling with custom lead routing rules to get the right people on board without liaising back and forth 
  • Lets you auto-distribute new leads to available team members to ensure quick action, and equitable distribution


Outplay Meeting scheduler pricing table

Cost - A steal at $29 /month billed annually. Contact us for customizable plans.


4. Google Calendar

google calendar

If you have a Google account, you have a free calendar scheduling tool at hand. Along with helping you stay on top of your own schedule, it also helps you share your calendar, schedule meetings & appointments, collaborate with teammates, add Google Meet links seamlessly. While this might not be the perfect fit for larger teams, it definitely is a free tool that packs a punch for smaller teams.

Cool features -

  • Let’s you share your calendar with teammates and view it against yours to schedule appropriately
  • The Find a Time  feature allows you to sync with all invitee calendars to propose a slot that works for all
  • Lets you customize time and location
  • Allows you to set reminders so you don’t miss a thing

Cost: Free but the Google Workspace subscription unlocks more features


SavyCal is a multi-purpose scheduling app that has a whole range of functionalities based on the plan you choose. From customizing meeting duration to locations, SavyCal covers the basics while also offering other use-case solutions like payment scheduling. 

Cool features -

  • Let’s you connect to your payment app (like Stipe) to schedule and collect payments 
  • Let’s you personalize meetings for guests by pre-filling their data 
  • Let’s you create polls to find a common time for between invitees, and also allows an  overlay of polling page on the invitees’ calendars to avoid double booking

Cost - Begins from a free basic plan and ranges to $20 /seat/mo for the Premium plan.


We’re in the future and the future is AI. The meeting scheduling tool marketplace has got the memo. Clara is an AI-powered scheduling assistant that handles your meetings and back and forths for you. Down to writing your follow-up emails. It’s like having a virtual full-time team member when you don’t have the budget to hire one.

Cool features -

  • Provides an email ID and customizable name for the virtual assistant. You just CC this ID onto your emails and Clara takes over the back and forth on arriving at a time slot and booking the meeting. 
  • Clara also drafts and sends follow-ups and reminder emails to help you stay on top of your schedule

Cost - This is a pricey tool. Pricing starts at $99/user/month. Right up to $399/user/month for the executive plan. And there’s no free plan.


This is a cool tool for a hybrid workplace where teams have both in-person as well as virtual meetings as frequently. SideKick lets you schedule meetings using your favorite virtual tools (like Zoom or Google Meet), but it also lets you add the options of physical locations near you. 

Cool features -

  • Let’s you add physical locations with addresses to your SideKick dashboard and create specific scheduling pages for those locations 
  • You can sync your contacts and create contact groups 
  • Sidekick has an AI virtual assistant that you can use for to schedule meetings when you get a meeting request

Cost - There’s a free plan and a ‘Superhero’ $5/mo plan. An affordable option for small teams.


Another AI-powered offering, Motion isn’t just a calendar and scheduling tool. It’s also a project management solution that aims to help you prioritize your meetings and get more productive. It helps you set your productive hours, and customize your bookings page as well.

Cool features -

  • Enter your working hours, task and priority level, Motion’s AI will break it down for you and schedule it across your specified time-period
  • Motion’s dynamic calendar reorganizes itself based on the new tasks you add
  • Motion generates its own email script while scheduling replies

Cost - Their individual plan comes at $34 billed monthly ($19 billed annually) and the Team plan comes at $20/user/mo billed monthly ($12 billed annually)


OnceHub is a meeting scheduling tool that works for a variety of different meeting scenarios - groups, panels or one-on-ones. It also provides comprehensive data on your meetings to help you optimize timing and durations. 

Cool features -

  • Has timezone recognition which is particularly handy if your team works in shifts or deals with invitees based in different locations
  • Let’s your invitees between booking a single meeting or multiple meeting sessions at the same time
  • Let’s you customize the kind of meetings, and number of meetings you want to have in a day or week

Cost - Their individual plan comes at $34 billed monthly ($19 billed annually) and the Team plan comes at $20/user/mo billed monthly ($12 billed annually) 


10. Doodle


Doodle is a simple and easy-to-use meeting scheduling tool that solves the back-and-forths by letting you conduct polls. Doodle is the name most synonymous with poll-based meeting scheduling and is a low-effort way to get multiple attendees on to the same page.

Cool features -

  • Let’s you set poll deadlines and reminders for people who haven’t shared their responses
  • Updates invitees of the selected time slot and also blocks it on your calendar

Cost - Begins from a free basic plan and ranges to $8.95 /seat/mo for team plans. Enterprise pricing is on request.



As you might have noticed, there are a whole bunch of meeting scheduling tools with some really cool capabilities. Each defined for specific purposes. As a salesperson, we get that your aim is not just to schedule meetings as easily as possible, but also continue the engagement till you convert the prospect into a customer. That’s why we created the Outplay Meeting Scheduler in the first place. To help you schedule your meetings and then continue the multi-channel engagement, track responses and sentiment, and swoop in with the finisher. All from a single platform. So check it out with a personalized demo.