Did you know that 46% of business appointments were made by clients while 54% were booked by staff. Enter appointment scheduling software—innovative tools designed to streamline your booking process and keep your operations running smoothly. Whether you're a freelancer, a small business owner, or managing a large enterprise, these tools can save you time, reduce stress, and improve customer satisfaction. 

In this article, we'll take a closer look at popular scheduling solutions. We'll explore their features, pros and cons, and identify which one might be the best fit for your business needs. 

Let's dive in and discover how you can transform your scheduling woes into business wins.

Calendly

Calendly is a scheduling software developed by Calendly LLC, an American company founded in 2013 by Tope Awotona. As of 2023, Calendly serves millions of users worldwide, simplifying the appointment booking process for individuals and businesses alike. The platform integrates seamlessly with major calendar systems and offers a user-friendly interface.

Features

• Automated Scheduling: Users can set their availability, and invitees can book times that suit both parties.

• Calendar Integration: Syncs with Google Calendar, Outlook, Office 365, and Apple Calendar.

• Customizable Event Types: Create different types of events with unique settings and availability.

• Team Scheduling: Coordinate meetings for teams with round-robin, collective, and group scheduling options.

• Reminders and Follow-ups: Automated email reminders and follow-ups to reduce no-shows.

• Time Zone Detection: Automatically detects and adjusts for invitees' time zones.

• Integrations: Compatible with apps like Zoom, Salesforce, Slack, Stripe, and more.

• Analytics and Reporting: Track scheduling metrics and performance.

Pros

• User-Friendly Interface: Easy to set up and navigate.

• Reduces Scheduling Conflicts: Automates meeting bookings, minimizing back-and-forth emails.

• Customizability: Highly customizable to fit different scheduling needs.

• Integrations: Extensive third-party app integrations, such as with Salesforce and Hubspot, enhance functionality.

• Time Savings: Efficient scheduling saves time for both users and invitees.

Cons

• Cost for Advanced Features: Some useful features are locked behind premium tiers.

• Learning Curve for Advanced Settings: Complex features may require time to master.

• Limited Customization on Lower Tiers: Basic and free plans have fewer customization options.

• Reliance on Internet: No offline functionality.

• Potential Privacy Concerns: Sharing calendar links publicly may raise privacy issues.

Who Is It For?

Calendly is adaptable for various business sizes and types.

• Small Businesses & Freelancers: The free plan offers essential features, while the lower-tier paid plans ($10 - $12 USD/month) provide additional functionality at an affordable price.

• Medium-Sized Businesses: The Team plan ($16 - $20 USD/month) includes team features and integrations beneficial for growing businesses.

• Large Enterprises: The Enterprise plan (custom pricing) offers advanced features such as SSO, enhanced security, and dedicated support, which are critical for large organizations. This plan starts at $15,000 USD.
  

While Calendly is versatile enough for general business use, it is particularly strong in sectors that rely heavily on appointments, such as consulting firms, real estate, and healthcare practices.

Zoho Bookings

Zoho Bookings is a scheduling software developed by Zoho Corporation launched in 2020, part of the Zoho Suite of business applications. Founded in 1996, Zoho Corporation serves millions of users globally. As of 2023, Zoho Bookings is utilized by numerous small to large businesses to manage appointments and bookings effectively through its integrated platform.

Features

• Automated Scheduling: Easily manage and automate appointment bookings based on your availability.

• Calendar Integration: Syncs with Google Calendar, Zoho Calendar, and Outlook Calendar.

• Customizable Booking Pages: Create personalized booking pages with your branding.

• Resource Management: Allocate resources (like meeting rooms or equipment) for appointments.

• Team Scheduling: Handle team bookings efficiently with different allocation methods such as round-robin and priority-based scheduling.

• Reminders and Notifications: Send automated email and SMS reminders to reduce no-shows.

• Payment Integration: Supports payment gateways like PayPal, Stripe, and Zoho Payments.

• Reporting and Analytics: Get comprehensive reports and analytics to track scheduling performance.

Pros

• Comprehensive Integration: Works seamlessly with other Zoho apps, enhancing overall efficiency.

• Customizable Booking Pages: Allows extensive customization to align with company branding.

• Resource Management: Efficiently manages resources and availability.

• Built-in Payment Options: Supports various payment gateways for easy fee collection.

• Affordable Pricing: Competitive pricing with a range of features even in lower tiers.

Cons

• Complex for Beginners: Initial setup can be complicated for new users.

• Limited Integrations Outside Zoho: Fewer integrations with third-party apps compared to competitors.

• Steeper Learning Curve: Advanced features may require significant time to master.

• Interface Design: Some users find the interface less intuitive.

• Customer Support: Reports of slow customer support response times.

Who Is It For?

Zoho Bookings is versatile and suitable for various business sizes and types.

• Small Businesses & Freelancers: The basic plan ($6 - $8 USD/month) offers essential features at a budget-friendly price, making it ideal for small businesses and individual professionals. They also have a forever free plan limited to one user only.

• Medium-Sized Businesses: The premium plan ($9 - $12 USD/month) includes more advanced features, such as resource management and team scheduling, suitable for growing businesses.

• Large Enterprises: Larger companies can benefit from the enterprise plan (custom pricing), which offers advanced customization, integrations, and dedicated support.

Zoho Bookings is particularly beneficial for businesses already using other Zoho applications, as the integration between Zoho apps can significantly enhance overall productivity. It is well-suited for industries like consulting, education, health and wellness, and other appointment-driven sectors.

Square Appointments

Square Appointments is a scheduling software developed by Square, Inc., a financial services and mobile payment company founded in 2009 by Jack Dorsey and Jim McKelvey. As of 2023, Square serves millions of users worldwide, providing a comprehensive suite of tools for businesses, including payment processing and appointment scheduling.

Features

• Automated Scheduling: Simplifies booking management by allowing clients to book appointments online.

• Calendar Integration: Syncs with Google Calendar and integrates with Square’s ecosystem.

• Custom Booking Website: Provides a free, customizable booking website for clients to schedule appointments.

• Client Management: Centralized client profiles with appointment history and notes.

• Team Management: Manage staff schedules, set individual availability, and allocate appointments.

• Payment Integration: Built-in payment processing with Square Payments, including prepayment options.

• Reminders and Notifications: Automated email and SMS reminders to reduce no-shows.

• Mobile App: Full-featured mobile app for managing appointments on the go.

Pros

• Integrated Payments: Seamlessly integrates with Square's payment processing.

• Easy Setup: User-friendly interface makes setup straightforward.

• Free Plan Available: Basic features available at no cost for individual users.

• Custom Booking Site: Free, customizable booking website enhances online presence.

• All-in-One Solution: Combines scheduling, payment processing, and client management.

Cons

• Cost for Teams: Pricing increases significantly for team management features.

• Limited Customization: Customization options might be limited compared to some competitors.

• Dependence on Square Ecosystem: Best suited for users already within the Square ecosystem.

• Feature Gaps: Lacks some advanced features such as detailed reporting and analytics.

• Payment Fees: Payment processing fees can add up, especially for businesses with high transaction volumes.

Who Is It For?

Square Appointments is versatile and suitable for various business sizes and types, particularly those already using Square's other services.

• Small Businesses & Freelancers: The free plan for individual users is ideal for small businesses and freelancers who need basic scheduling and payment processing.

• Medium-Sized Businesses: The Plus plan ($35 USD/month) offers additional features like staff management and advanced reporting, suitable for growing businesses.

• Large Enterprises: The Premium plan ($85 USD/month) provides advanced capabilities and priority support, making it suitable for larger businesses with complex scheduling needs.

Square Appointments is particularly well-suited for service-oriented businesses such as salons, spas, wellness centers, and other appointment-driven sectors that benefit from integrated payment solutions.

Appointy

Appointy is a scheduling software developed by Appointy Inc., a company founded in 2006. As of 2023, Appointy serves millions of users globally, offering a robust platform for appointment booking and management. The software is designed to simplify scheduling for businesses of all sizes and across various industries.

Features

• Automated Scheduling: Facilitates easy appointment booking based on user-defined availability.

• Calendar Integration: Syncs with Google Calendar, Outlook, Office 365, and Apple Calendar.

• Customizable Booking Page: Allows users to create a personalized booking page with their branding.

• Client Management: Centralized client profiles with appointment history, notes, and contact details.

• Team Scheduling: Options for individual and team scheduling, including round-robin and group booking features.

• Payment Integration: Supports payment gateways like PayPal, Stripe, and Square for seamless transactions.

• Reminders and Notifications: Automated email and SMS reminders to reduce no-shows.

• Reporting and Analytics: Comprehensive reports and analytics to monitor performance and bookings.

• Mobile App: Manage appointments on the go with the fully-featured mobile app.

Pros

• User-Friendly Interface: Easy to set up and navigate.

• Comprehensive Features: Offers a wide range of features even in free and lower-tier plans.

• Scalability: Suitable for businesses of all sizes, from freelancers to large enterprises.

• Customizable: Highly customizable booking pages and settings.

• Multi-Device Support: Accessible from desktop, tablet, and mobile devices.

Cons

• Limited Free Plan: The free plan comes with limitations on the number of users and features.

• Customer Support: Some users report slow customer support response times.

• Learning Curve: Advanced features may require time to master.

• Occasional Bugs: Users have reported occasional glitches and bugs.

• Additional Costs: Some useful features are only available in higher-tier plans.

Who Is It For?

Appointy is suitable for various business sizes and types.

• Small Businesses & Freelancers: The free plan and lower-tier Growth plans ($19.99 - $29.99 USD/month) offer essential features, making them ideal for small businesses and individual professionals.

• Medium-Sized Businesses: The Professional plan ($49.99 - $59.99 USD/month) includes advanced features such as detailed analytics, priority support, and advanced customization, suitable for growing businesses.

• Large Enterprises: The Enterprise plan (custom pricing) offers comprehensive capabilities, including dedicated support, advanced security features, and extensive customization options. This plan ranges between $79.99 to $99.99 USD/month.

Appointy is particularly beneficial for service-driven sectors like education, health and wellness, consulting, beauty and wellness, and other industries where appointment scheduling is critical.

Setmore

As of 2023, Setmore has garnered a substantial user base, providing an efficient platform for appointment booking and management. Its features cater to businesses of all sizes and across various industries, simplifying the scheduling process.

Features

• Automated Scheduling: Allows clients to book appointments online based on your availability.

• Calendar Integration: Syncs with Google Calendar, Outlook, Office 365, and Apple Calendar.

• Customizable Booking Page: Create a personalized booking page to reflect your brand.

• Client Management: Centralized client profiles with appointment history, notes, and contact details.

• Team Scheduling: Manage staff schedules, set individual availability, and allocate appointments.

• Payment Integration: Supports payment gateways like Stripe and Square for seamless transactions.

• Reminders and Notifications: Automated email and SMS reminders to reduce no-shows.

• Reporting and Analytics: Detailed reporting and analytics to monitor appointments and business performance.

• Mobile App: Full-featured mobile app for managing appointments on the go.

• Video Meeting Integration: Integrates with Zoom and Teleport for virtual meetings.

Pros

• User-Friendly Interface: Simple and intuitive setup and navigation.

• Strong Free Plan: Features available in the free plan are quite robust.

• Customizable: Allows for extensive customization of the booking page.

• Multi-Device Support: Accessible on desktop, tablet, and mobile devices.

• Video Integration: Built-in support for virtual meetings.

Cons

• Limited Features on Free Plan: While robust, some advanced features are only available on paid plans.

• Learning Curve for Advanced Features: Some features might take time to master.

• Customer Support: Mixed reviews on the responsiveness of customer support.

• Occasional Bugs: Users have reported occasional performance issues and bugs.

• Pricing Tiers: Higher-tier plans can be pricey for small businesses.

Who Is It For?

Setmore is adaptable for various business sizes and types.

• Small Businesses & Freelancers: The free plan offers essential features to up to four users, making it a great choice for small businesses and individual professionals.

• Medium-Sized Businesses: The Pro plan ($5 - $12 per USD/month per user) provides advanced features such as two-way calendar sync, SMS notifications, and payment integrations, suitable for growing businesses.

• Large Enterprises: The Team plan ($5 - $9 USD/month per users) offers extensive capabilities, including more advanced reporting, priority support, and additional customization options, making it suitable for larger businesses with complex scheduling needs.

Setmore is particularly beneficial for service-oriented sectors like healthcare, beauty and wellness, education, and consulting, where appointment scheduling is crucial.

BONUS: Leadmatic

Unlike the other scheduling tools we've discussed, Leadmatic is a full-suite CRM (Customer Relationship Management) tool. This means that besides the usual features like appointment scheduling and calendar management, Leadmatic offers much more. Here are some key features:

• All-in-One Inbox: You can track all lead activities in one place, whether it's through SMS, email, or social media.

• Reputation Management Hub: A centralized place to manage your online reputation.

• Automated Missed Call Text Back: A tool that automatically sends a text message to anyone who calls and you miss their call.

The setup and implementation of this CRM package is a one-time payment of $2,200 CAD. After that, there's a subscription fee of $97 CAD per month.

Who is it for?

Leadmatic is perfect for small to medium-sized businesses that want a one-stop-shop of tools and automations they need to run their business and complete day-to-day tasks. It combines appointment scheduling with robust CRM capabilities, making it a powerful tool for managing client relationships and streamlining operations.

READ MORE: What is the ROI of a CRM software?

Takeaway

Not using an appointment scheduler can leave a business struggling with inefficiencies and missed opportunities. Without an automated system, double bookings, scheduling conflicts, and endless back-and-forth communication become common issues. These inefficiencies can lead to dissatisfied clients, lost revenue, and increased stress for you and your team.

On the flip side, implementing an appointment scheduler can bring significant tangible benefits. Imagine having a system that manages your bookings, sends automated reminders to clients, and syncs seamlessly with your calendar. Not only does this save you time, but it also reduces no-shows, improves client satisfaction, and streamlines your operations. Features like payment integration allow you to collect fees upfront, further enhancing your cash flow.

Whether you choose Calendly, Zoho Bookings, Square Appointments, Appointy, Setmore, or even a full-suite CRM like Leadmatic, the right tool will depend on your specific business needs. Some schedulers offer simple, easy-to-use solutions at no cost, while others provide advanced features that cater to larger businesses. Ultimately, investing in an appointment scheduler is an investment in your business’s efficiency, customer satisfaction, and overall success. Choose the one that best fits your business, and watch the tangible value it adds to your daily operations.

If you want to know the secret to marketing your service-based businesses through affordable tools that will make your day to day operations more efficient, contact us at The Digital Firm. We are very happy to scale your business!