Best Tools for Scheduling Group Meetings in 2025

Whether you're a manager of a team of employees, or you work with a group of people on a regular basis to achieve a common goal, scheduling group meetings can be a daunting task. Trying to find an available time that works for everyone can be nearly impossible. And what about when someone has to cancel at the last minute?

In this blog post, we will discuss some of the best tools for scheduling group meetings in 2025. We'll cover everything from online meeting platforms to schedulers that allow for asynchronous communication. Stay tuned!

Best Tools for Scheduling Group Meetings

• Booknetic
• Doodle
• Acuity Scheduling
• HubSpot Meeting Scheduler
• Calendly
• YouCanBook.me
• Arrangr
• Acuity Scheduling
• Engageware
• MeetFox
• When2meet
• Rally

1. Booknetic

Booknetic is a complete meeting and appointment scheduling solution for small businesses, professionals, and enterprises. It offers features like automated reminders, payment integration, and customizable forms. With Booknetic, you can create different types of appointments, such as one-on-one meetings, group sessions, or events. You can also offer services like beauty procedures, private lessons or even car repairs, etc. For each type of appointment, you can set up how long it lasts, how many people can attend, what days and times it's available, and other options.

• Online booking: Customers can see your availability for different types of meetings and book a time that works for them.
• Confirmation email: The app will send both you and the customer a confirmation email with all the details of the appointment.
• Calendar integration: Booknetic integrates with Google Calendar, so your appointments are automatically added to your calendar.
• SMS, WhatsApp, and Telegram integrations: You can send and automate SMS reminders to your customers through these platforms.
• Team scheduling: Booknetic can automatically assign appointments to team members based on availability and equal opportunities.

Pros:

• Easy to understand dashboard
• Booknetic's dashboard is separate from WordPress, so employees are less likely to cause problems
• Helpful support

Cons:

• Set up process can be a little challenging

Pricing: $79 for lifetime license

2. Doodle

Doodle is an excellent tool for scheduling group meetings in 2025. Whether you need a quick meeting on your mobile device or a formal meeting with multiple participants, Doodle has you covered.

You can upgrade to Pro or Team versions for more features and integrations. For instance, you can sync Doodle with your Google Calendar or connect it with over 750 other apps via Zapier. You can also automate tasks like adding new poll participants to a CRM or sending email notifications when someone votes on your poll.

Features:

• Google Calendar and Zapier integration
• Automatic reminders and notifications
• Group bookings and recurring appointments
• Free version and low-cost paid versions
• Easy to use and reliable

Pros:

• Really powerful options for group meetings and decisionmaking
• Has a sleek look

Cons:

• You need to pay monthly
• Less suited for customer connections

Pricing: Free, $14.95/Month per user for Pro, $19.95/Month per user for Team plan

3. HubSpot Meeting Scheduler

HubSpot Meetings is a powerful tool for scheduling group meetings in 2025. It works seamlessly with HubSpot's CRM platform, so you can avoid the hassle of sending multiple emails to find a suitable time. You can also customize your meeting page with your brand and ask important questions to your clients before the meeting. HubSpot Meetings syncs with your calendar and shows your availability to your team and prospects. Plus, it's free to use and there are no hidden fees.

Features:

• CRM integration
• Customizable meeting page
• Pre-meeting questions
• 2-way calendar sync
• Free of charge section

Pros:

• Comprehensive coverage
• Really powerful CRM tool with excellent integrations

Cons:

• Too expensive for small businesses
• Product is too large

Pricing: $9600/Year for Professional, $43200/Year for Enterprise plan

4. Calendly

Calendly is a great tool for scheduling group meetings. It has a simple and aesthetically pleasing interface, is user-friendly, and offers cross-software compatibility. You can enter your availability into Calendly, which then provides you with a link to your calendar.

When communicating with people you need to set up a meeting with, just send them your link, and it will show them the times you are available. They can then choose a meeting time, length, and location. This will generate a meeting on your calendar, and a notification will be sent to remind you and your invitees before the meeting begins.

Calendly integrates with popular apps such as HubSpot, Zoom, Zapier, and Microsoft Office 365. It also has personalized booking pages or forms for individual team members.

Features:

• Schedule meetings with anyone
• Zoom, Salesforce, and Stripe integration
• Customize availability, meeting types, and confirmation messages
• Collect payments, track analytics, and send reminders
• Multiple time zone, language, and currency support

Pros:

• A straightforward way to schedule meetings
• Really useful for freelancers and discovery calls

Cons:

• Too basic for business management needs
• Pricing model is a bit complicated

Pricing: Free, $8/Month per seat for Essentials, $12/Month per seat for Professional, $16/Month per seat for Teams plan

5. YouCanBook.me

YouCanBook.Me is a powerful appointment scheduling app that lets you schedule meetings and save time. It has features like round-robin scheduling links, app integrations, and online payments.

YouCanBook.Me works with Zapier, Stripe, and Zoom to make your work easier. You can also send personalized and recurring links to your clients and charge them for bookings. The plugin is secure and has team management options. You can use it for free or upgrade to the premium plan for $12 per month.

Features:

• Supports multiple languages
• Free and premium plans
• Works with popular apps
• Round-robin and recurring links
• Online payments and reminders

Pros:

• User experience is majorly positive
• Initial set up is easy

Cons:

• Lacks advanced features
• Product scope is limited

Pricing: Free, $10/Month per calendar for paid plan

6. Arrangr

Arrangr is a powerful plugin for Elementor that simplifies group meeting scheduling. It's a versatile solution for professionals and teams of all sizes, offering features like app integration, group scheduling links, and availability-based or round-robin meeting creation.

Arrangr works seamlessly with Outlook, Google, iCloud, and Office 365 calendars. It also lets you create a booking link that your clients can use to pick the best time for them. Arrangr automatically displays your available slots and generates video conferencing links. You can also send surveys to up to 50 recipients depending on your plan.

It is a secure and reliable product for both hosts and guests.

• Features:
• Multi calendar and app integration
• Flexible meeting options
• Video conferencing and survey support
• Secure and trustworthy

Pros:

• Exceptional for scheduling
• Polls for deciding

Cons:

• Not suitable for bigger business needs

Pricing: Free, $29.99/Year for Pro, $59.99/Year for Pro+ plan

7. Acuity Scheduling

Acuity Scheduling is a powerful tool for booking group meetings. It offers a range of features, depending on your plan. You can sync your calendar with Google Workspace, Office 365, Exchange, and Outlook. You can also connect with Zoom, GoToMeeting, and Join.me for video calls.

Acuity Scheduling is more than just a scheduler for your website. It also helps you manage invoicing, accounting, payments, and mass emailing. Your clients can view your availability and book their own appointments with you.

Features:

• Supports multiple languages
• Monthly or yearly subscription
• Accepts various payment methods
• Embeddable scheduler
• Customizable email and SMS reminders

Pros:

• Extensive set of advanced features
• Optimized for business needs

Cons:

• You get Powered by Acuity if you don't pay the top price

Pricing: $20/Month for Emerging, $34 for Growing, $61 for Powerhouse plan

8. Engageware

Engageware is the best scheduling tool for group meetings, especially for Salesforce users. It works on any device and has features like alerts, custom scheduling links, and Salesforce integration. It also meets high security standards, making it a trustworthy and dependable option for group meetings.

Features:

• Salesforce integration
• Mobile-friendly
• Notifications and reminders
• Personalized scheduling links
• Secure and reliable
• Engageware's pricing is available on request. But with all the features and benefits that this tool provides, it's definitely worth checking out.

Pros:

• Ease of use
• Round Rpbin selection method

Cons:

• Initial set up is challenging
• Some users have reported problems with support

Pricing: $78/Year

9. Simply Schedule Appointments

The Elementor plugin Simply Schedule Appointments is an easy-to-use appointment-booking plugin that natively supports group meetings. With Simply Schedule Appointments, you can easily add booking forms to any page and accept bookings.

It's perfect for a variety of appointment types, from medical appointments to hair salon appointments.

Features:

• Appointment scheduling
• Client management
• Staff management
• Booking form templates
• Adaptive themes

Pros:

• It is time-effective, as it is easy to manage and easy to understand

Cons:

• Automation possibilites are limited

Pricing: $99 for Plug, $199 for Professional, $349 for Business editions

10. Easy Appointments

Easy Appointments is a user-friendly online scheduling software perfect for scheduling group meetings. With features like multiple staff support, recurring appointments, and WooCommerce integration, Easy Appointments has everything you need to manage your appointments. It also offers customizable email and SMS notifications and payment acceptance through Stripe, PayPal, and offline methods.

Features:

• Customizable email and SMS messages
• Stripe, PayPal and local payment options
• Online scheduling
• Google Calendar integration

Pros:

• It is completely free and open source
• Really easy to use

Cons:

• Lacks advanced features
• Is not being updated as much
• Outdated design

Pricing: Free

11. Bookly

Bookly is the most popular appointment booking plugin for Elementor, and Bookly Pro takes it to the next level. It's a comprehensive solution for businesses of all sizes, offering features like automatic reminders, group bookings, and recurring appointments. Bookly Pro is also responsive and integrates with WooCommerce for online service sales.

Features:

• Multi-language and RTL support
• Lifetime license
• 17+ supported payment gateways
• Responsive design
• Custom durations for appointments

Pros:

• Proved track of operations
• Easy to use interface

Cons:

• Add-on costs can add up quite fast

Pricing: $89 for lifetime license

12. LatePoint

LatePoint is a versatile plugin for booking appointments online, suitable for any type of business. It allows you to accept group bookings, collect payments securely, and send SMS reminders to your clients and agents. LatePoint also has a user-friendly dashboard for managing your appointments and a range of add-ons to enhance its features.

Features:

• Supports multiple languages
• One-time purchase
• Online payment options
• SMS notifications
• Flexible appointment durations

Pros:

• Specifically made for WordPress
• Offers all add-ons in a bundle

Cons:

• Lack of advanced tracking features

Pricing: $79 for lifetime license

13. MeetFox

MeetFox is a free scheduling and meeting software that helps you organize group meetings online. You can create your own booking page, host video calls, and collect payments with MeetFox. It also integrates with various apps and platforms to simplify your workflow. MeetFox is suitable for professionals, coaches, consultants, and anyone who needs to meet with clients online.

Features:

• Unlimited meetings and meeting types
• Logo and color customization
• SMS meeting reminders
• Integrated video calling and recording
• Multiple payment gateways

Pros:

• All-in-one solution for appointment booking
• Email signature integration

Cons:

• Limited customization

Pricing: Free, $10/Month per user for Pro, $35/Month per user for Premium packages

14. When2meet

When2meet helps you find the best time for a group to get together. It is a free tool that lets you create a simple event and invite people to indicate their availability. You can see at a glance when everyone is free or busy, and adjust the time range accordingly. When2meet is ideal for businesses, but also for any occasion that involves multiple people.

Features:

• Easy event creation and sharing
• Flexible time slots and grids
• Drag-and-drop interface
• Real-time updates
• No account required

Pros:

• Completely free
• Simple and easy to use

Cons:

• Limited integration availability
• Recurring appointments are not available

Pricing: Free

15. Rallly

Rallly is a fun and easy way to schedule social events. You can create polls to vote on different options, such as date, time, location, or activity. You can also chat with your coworkers, share photos, and get directions within the app. Rally helps you discover new places and experiences, and stay connected.

Features:

• Poll creation and voting
• Group chat and photo sharing
• Location discovery and directions
• Calendar sync and reminders
• Personalized recommendations

Pros:

• Allows unlimited polls

Cons:

• Is not suitable for businesses

Pricing: Free

What Are Online Meeting Scheduler Apps?

Online meeting scheduler apps are tools that allow you to schedule and manage meetings with ease. There are a variety of different types of online meeting schedulers, each with its own set of features and benefits. Some online meeting schedulers allow you to see the availability of all attendees in real time, while others allow for asynchronous communication so that everyone can participate at their convenience.

What Are The Benefits Of Online Meeting Scheduler Apps?

There are a number of benefits of using online meeting scheduler apps, including:

• Eliminating the need for back-and-forth emails to schedule a meeting.
• Allowing you to see the availability of all attendees in real-time.
• Enabling asynchronous communication so that everyone can participate at their convenience.
• Providing a central repository for all meeting information, including agendas, minutes, and action items.
• Integrating with your email and calendar to make scheduling even easier.

What to Look for in a Scheduling Group Meetings Tool?

When you are looking for the best tool for Scheduling Group Meetings, you should consider the following features:

1. Ease of use: The user interface and functionality should be easy to understand and use.
2. Functionality: The tool should have all the features that you need to schedule group meetings effectively.
3. Compatibility: The tool should be compatible with your existing calendar system.
4. Pricing: The tool should be affordable and offer a free trial period.

CONCLUSION

Group meeting tools this year seems to be a lot more advanced than the ones we had before. But even with all of the technological advances, there are some things that will never change. The best way to make sure your group meetings run smoothly is to use a tool that allows for plenty of communication and collaboration and one that is easy to use. So whatever technology comes out in the next ten years, make sure you find a tool that checks these boxes! Visit our blog regularly for updates on the latest group meeting tools and how they can help you be more productive.