We complain about spending countless hours in unproductive and mismanaged meetings.
But the greater crime is all the wasted time we spend scheduling the meeting.
The endless back-and-forth communication and steps — reviewing calendars, finding out the best place to meet, setting up a call-in number, adding the meeting to the calendar, and inviting all the necessary attendees. The process makes your meeting a hassle before it even starts.
Whether you’re trying to find the perfect window of time to catch up with your busy team, or looking for the best way to coordinate with your clients, these meeting scheduler tools have you covered.
Meeting Scheduler Tools
A lot of meeting scheduler tools connect to your inbox, but what if you need your meeting schedule available in your CRM as well? HubSpot’s meeting scheduling tool integrates with both your calendar and your HubSpot CRM, so setting up meetings with customers, prospects, or leads is a painless process.
The Meetings tool provides users with a personalized booking link they can share via email to invite people to view their availability and book time. When someone schedules a meeting, it will automatically be added to your calendar, and pushed to the CRM.
(By the way, we humbly recommend our own tool because of the value it provides, especially for sales reps and marketers. Click here to see how it works.)
This tool handles meeting scheduling from beginning to end by reserving tentative meeting times and also releasing slots that don’t get taken. It integrates with calendars and CRMs, and it has the capability of scheduling group events. The most unique thing, though, is its ability to suggest the perfect meeting location for all parties.
Demodesk is an all-in-one meeting scheduler and assistant designed specifically for sales demo scheduling. Not only do you get custom booking pages, calendar syncing, and meeting analytics, but you can also take advantage of its advanced screen sharing and virtual display options. As a plus, it has native integrations with many tools, including CRMs.
Finding a time for a group of people to meet can be a nightmare, especially if your team is large or includes remote employees. Rallly lets you create a simple, straightforward poll where attendees can vote on a day for an event that works best for them. It also includes an open comment section on the meeting page, so attendees can plan the meeting agenda or discuss details before the event.
Assistant.to lets you work directly from Gmail and Google Calendar to select available meeting times and share those open slots with the person you’re trying to schedule a meeting with.
From within the message compose screen in Gmail, you can select the meeting duration and location. This information is included in an email, allowing the recipient to click on the time that works best for them. Once you’ve agreed on a time, the app adds the meeting with all the relevant details to your calendar. Currently, group scheduling is not an option.
Calendar, which recently acquired Timebridge, is a free service that integrates Google and Apple calendars. The app offers two ways to schedule meetings.
With the “outbound” method, hosts indicate their own availability, list the attendees they’d like to come to a meeting, and use the Calendar software to send out an email to collect everyone’s preferred times. After Calendar determines the ideal time for everyone to meet, the app will schedule the meeting for you. With the “inbound” method, Calendar gives you a personal URL where users can check your availability and request times to meet with you.
NeedToMeet doesn’t require you to sign up for an account to use their service. You simply enter a brief description of your meeting’s purpose, block off your availability on a calendar, and send the link to attendees. The free version doesn’t sync with your calendar, but they do offer a premium subscription which integrates with Outlook.
This tool differs from services like Rally and Doodle because it allows attendees to indicate their preferred date and times, rather than only choosing from a list of dates and times set by the meeting host.
If you find yourself struggling to make your availability known to clients, try out YouCanBook.me. This freemium service offers users a custom URL where users can view free spots on your Google Calendar or iCloud Calendar and book time with you.
The service allows you to customize your booking page with different layouts, colors, and your company’s logo.
Pick automatically scans everyone’s Gmail calendars to find open slots, and then delivers a list of mutually available times. You can then send a calendar invite to all attendees directly from the app.
All members of your team need to be on Pick in order to share their availability. The app also provides users with an individual URL so you can share your availability with people requesting a meeting.
With Doodle, you can pick date and time options, and poll a group to see what works best for them. You don’t have to sign up for a Doodle account to participate in a poll. You can also create a public Doodle URL, where individuals can request a meeting with you based on your listed availability.
Calendly integrates directly with your Google or Office 365 calendar, and gives you a personalized URL where people can view your availability and schedule times to meet you. They offer a basic free plan, and a paid premium plan that allows for group scheduling and other additional features.
To help you stay organized, the app lets you set up custom meeting types and durations, e.g., “30 Minute Check-In” or “60 Minute Project Review.” You can add also add custom questions to the form people use to sign up to meet with you, include a link to a document or web page people should review prior to your meeting, or even make events private.
Meet Clara, a virtual assistant fueled by machine learning who can schedule all your meetings and get acquainted with your scheduling patterns. Once you sign up, you indicate your preferences as to which days and times you are available for meetings and your favorite locations for coffee, lunch, or drinks.
If someone requests a meeting, you canCC Clara’s email address (which can be customized to your company’s domain), and the virtual assistant will determine a time, date, duration, participants, and location for the meeting. She also understands human commands like, “I’m sick, can you reschedule my meetings on Tuesday?”
It currently only works with Gmail, and it does have a hefty price tag, but it could be worth the cost if scheduling is a major pain point for your company. Especially considering it’s still significantly cheaper than hiring a human personal assistant.
If your team uses the GSuite and would like to streamline scheduling processes, you can schedule meetings with others through Google Calendar.
If your work email is already part of a GSuite membership, you can go to your calendar, search another team member under the “Meet with” tab on your left, and then click their name to view their calendar up against your own. If you click on a time slot on that calendar, you can schedule a meeting with both yourself and that teammate.
If your teammates aren’t part of your GSuite, you can press the share button and share your calendar with their email address. From there, they can enter the calendar and schedule a meeting time with you.
The options are endless for meeting scheduler tools. The choice is ultimately up to you which one fits your personal workflow.
Zoom is known as one of the most popular video conferencing platforms, but it also includes tools to make the process of scheduling one a lot easier. You can choose to add the meeting to your calendar (which may send an invite to the recipient for you) or you can copy and paste the generated invite to an email. In addition, Zoom Meetings features include recording and transcripts functions.
The HubSpot Meetings Tool allows you to book meetings with contacts without wasting time with all the back-and-forth, and it connects with Gmail, Outlook, and more. Best of all: It’s free.
Here are the steps to get started:
1. Sign up for a free HubSpot Sales account.
The Meetings Tool comes free with our Sales Hub, and both are powerful when combined with our free CRM.
2. Click the Meetings link under the Sales tab.
This will take you to the back end of the Meetings tool where you can create your own meeting link.
3. Click the “Create meeting link” button in the top right corner.
You may see the option to choose Personal or Team. If it’s just you that’s requesting the meeting, choose Personal.
4. Fill out your meeting details.
HubSpot asks for the headline (which will show up on your Meetings Tool), name, what you want your link URL to be, and more details.
5. Configure your meeting in HubSpot.
There are also additional fields for optional details to be included in the invite, such as subject and description that will be sent to attendees.
6. Designate your availability.
This is the key feature that eliminates the back and forth. By designating when you can meet, this will display only those times for the recipient to choose from.
7. Add form questions for qualification.
If you’re in sales and have your Meetings Tool visible to anyone, you may want to only allow qualified prospects to book with you. This section requires a few fields to give you more insight.
8. Click “Save changes” and check your work.
Once you click this button, you’ll see a popup that includes your page link and the embed code.
Copy and paste the booking link into your browser and check to see if your Meetings Tool has this meeting configured the way you want it.
If you’re ready to take advantage of this neat tool, you can set it up for free right now.
Editor’s Note: This post was originally published in July 2015 and has been updated for freshness, accuracy, and comprehensiveness.
Read more: blog.hubspot.com