Best Appointment Scheduling Software
Stop the email ping-pong—let clients book directly into your calendar
TL;DR
Calendly is the leader for professional meeting scheduling with best integrations. Acuity excels for service businesses needing payments and intake forms. Square Appointments works well for local service businesses already using Square. For simple needs, Calendly's free tier is surprisingly capable.
Appointment scheduling software eliminates the most annoying part of scheduling: the back-and-forth emails to find a time. Instead, you share a link, clients see your availability, and book directly. But scheduling tools have evolved beyond simple calendar sharing to include payments, intake forms, reminders, and team scheduling. Here's how to choose.
What is Appointment Scheduling Software?
Scheduling software automates appointment booking by sharing your real-time availability. Clients pick available slots, the meeting is added to both calendars, and confirmations/reminders are sent automatically. Advanced features include payment collection, intake forms, team scheduling, round-robin assignment, and integration with video conferencing and CRMs.
Why Scheduling Software Matters
Every scheduling email exchange costs time and risks losing the meeting. Prospects drop off, clients reschedule, and your calendar becomes a negotiation. Scheduling software eliminates this friction: clients book instantly, no-shows decrease with reminders, and you look professional. For anyone taking appointments, it's essential.
Key Features to Look For
Calendar Integration
essentialSync with Google, Outlook, iCloud calendars for real-time availability
Customizable Booking Page
essentialBranded scheduling page with your logo and colors
Automated Reminders
essentialEmail and SMS reminders to reduce no-shows
Buffer Time
importantAdd padding between appointments automatically
Payment Collection
importantTake deposits or full payment at booking
Intake Forms
importantCollect information from clients before appointments
Team Scheduling
importantRound-robin, collective, or individual team member booking
Video Conferencing
nice-to-haveAuto-create Zoom, Meet, or Teams links
Key Factors to Consider
- Use case: sales calls vs. service appointments vs. internal meetings
- Payment needs: do you collect payment at booking?
- Team vs. individual: complex team scheduling vs. personal calendar
- Integration requirements: CRM, video conferencing, payment processor
- Branding importance: white-label vs. platform-branded pages
Pricing Overview
Scheduling tools range from free to $15-30/user/month for full features.
Free
$0
Basic individual scheduling
Professional
$10-$15/user/month
Full individual features, integrations
Team
$15-$30/user/month
Team scheduling, round-robin, routing
Top Picks
Based on features, user feedback, and value for money.
Calendly
Top PickThe professional standard for meeting scheduling
Best for: Professionals and sales teams wanting polished, reliable scheduling
Pros
- Best-in-class UX
- Excellent integrations
- Great free tier
- Professional appearance
Cons
- Payments require higher tier
- Limited customization
- Per-seat pricing adds up
- Intake forms could be better
Acuity Scheduling
Feature-rich scheduling for service businesses
Best for: Service businesses needing payments, packages, and intake forms
Pros
- Excellent for services
- Strong payment integration
- Good intake forms
- Packages and memberships
Cons
- Interface less polished
- Squarespace ownership
- Can be complex
- Less modern feel
Square Appointments
Appointment scheduling integrated with Square payments
Best for: Local service businesses using Square for payments
Pros
- Free for individuals
- Square integration
- Good for local services
- POS connection
Cons
- Less suitable for professional services
- Limited for teams
- Square ecosystem lock-in
- Fewer integrations
Common Mistakes to Avoid
- Not setting buffer time—back-to-back meetings burn out fast
- Too many meeting types—decision fatigue for bookers
- No reminders configured—no-shows are expensive
- Forgetting timezone handling for international clients
- Over-complicated booking flow that loses people
Expert Tips
- Add buffer time between meetings—you need breaks
- Use intake questions to qualify before committing time
- Set booking notice limits—don't allow same-day bookings if unprepared
- Customize confirmation emails with next steps and preparation
- Review analytics to optimize meeting types and availability
The Bottom Line
Calendly is the clear leader for professional scheduling—polished, reliable, and well-integrated. Acuity wins for service businesses needing payments and complex intake. Square Appointments makes sense for Square ecosystem businesses. Start with Calendly's free tier—it handles most needs without cost.
Frequently Asked Questions
Free tier or paid?
Calendly's free tier handles basic scheduling well: one event type, unlimited meetings, calendar integrations. Upgrade for: multiple event types, reminders, payment collection, team features, and integrations.
How do I reduce no-shows?
SMS reminders are most effective (90%+ open rate). Send reminders at 24h and 1h before. Require payment or deposits for high-value appointments. Make rescheduling easy—better than no-shows.
Calendly vs. built-in calendar scheduling?
Google Calendar appointment slots and Outlook booking pages work for basic needs. Dedicated tools add: better UX, more customization, integrations, payments, and team features. If basic works, use it; switch when limitations hurt.
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