Best Appointment/Meeting Schedulers for Coaches

Paid Meeting Scheduling Apps

Ready for more advanced features? Check out these paid options. Each tool includes the following features:

• A meeting scheduling tool that can be viewed, managed and edited by multiple users and administrators
• Multiple calendar views
• Contact information can be gathered from those who book meetings

16. Acuity Scheduling

• Price: $14/month for 1 calendar (Emerging)
• $23/month for 6 calendars (Growing)
• $45/month for 36 calendars (Powerhouse)

Acuity Scheduling makes it easy to book appointments with clients and prospects. It’s an online assistant where prospects, customers, and clients can see your real-time availability and book their own appointments. The tool allows you to send customized confirmations that reflect your branding. And appointment reminders and follow-up messages can be sent via email or text message.

17. YouCanBook.me 

Price: $10/calendar/month

Connect your Google Calendar or iCloud calendar to set your availability to create a booking grid and start booking meetings. Share the booking grid on your website, Facebook page, or via email. Add custom styling, use unlimited fields, and manage your bookings using advanced tools by employing YouCanBook.me.

18. HoneyBook 

• Price: $9/ month (Starter)
• $34/month (Unlimited)
• $390/year (Unlimited Annual)

HoneyBook allows you to manage bookings throughout the entire sales process. You can book initial meetings with prospects and even send proposals, contracts, and invoices when they’re ready. It helps you manage your clients and HoneyBook integrates with other tools like Gmail, Google Calendar, and more.

19. Bookeo Appointments

• Price: $14.95 per user/month (Solo)
• $29.95 per user/month (Small)
• $39.95 per user /month (Standard)
• $79.95 per user/month (Large)

If you’re looking for a tool that provides appointment setting and advanced tracking for how your meeting contacts move through the sales pipeline, Bookeo Appointments is the tool for you. This platform automatically updates your schedule in real-time for optimal booking and integrates directly with HubSpot to keep your contact list up-to-date based on booking reservations.

20. Bookafy 

• Price: $9/month (Pro)
• $13/month (Pro+)
• Custom Plans for Enterprise

Bookafy is an appointment scheduling tool for meetings, calls, sales demonstrations, and service appointments. Onboarding on Bookafy is easy as it allows a simple, one-time setup.

With Bookafy, you can generate a meeting link for various meeting tools ranging from Zoom, GoToMeeting, and more. Bookafy’s skill-based scheduling feature makes it easier to prioritize and schedule your meetings.

21. Chili Piper

• Price: $15 per user/month (Instant Booker)
• $25 per user/month (Handoff)
• $30 per user/month (Form Concierge)

Chili Piper is a meeting lifecycle automation platform that helps sales teams connect with buyers throughout the customer lifecycle. Chili Piper does a couple of things well: scheduling multi-person meetings at once and sending email times via email. 

Now, we know we mentioned that back-and-forth emails to schedule meetings aren’t the most efficient, but Chili Piper’s scheduling widget is the exception to this rule. Rather than sending your prospect to a landing page with your calendar, you can place convenient buttons at the end of an email to get a meeting booked in one click.

22. AppointmentCore 

Price:

• Professional version for $87 per month
• Team version for $47 per month
• Personal version for $27 per month

AppointmentCore allows you to automate your online coaching business’ appointment scheduling tasks for your Google, Outlook, and Infusionsoft (now Keap) calendars. You can set time slots for your appointments and your clients will be able to select the time slot that suits them best.

Key features:

• You can quickly view appointments from the dashboard calendar.
• It offers integration with a number of platforms including Zoom, WebEx, Google, and Outlook.
• AppointmentCore only shows available time slots to your clients.

23. Assistant.to  

Price: Free

Assistant.to lets your clients book appointments directly through email using an embedded schedule. It’s an ideal tool for online coaches who use Google Calendar and Infusionsoft (now Keap) to manage their scheduling tasks.

Key features:

• Automatic notifications will alert all parties whenever an appointment is scheduled or rescheduled.
• Your clients can book appointments directly through their email inbox without having to visit your website or create an account.
• to support integration with several apps including UberConference, Hangouts, GoToMeeting, and WebEx.
• It continually monitors your availability and works with your client to book a commonly available time slot.

24. Pick

Price: $9 per month

Pick is a simple and easy-to-use scheduling solution that lets you create a customized URL extension such as pick.co/yourname. It can help online coaches quickly set up their availability so clients can pick a time for the meeting that suits them best.

Key features:

• You can quickly set up your availability and preferences as well as add multiple calendars.
• Pick compares the calendars of all parties to come up with a time that works best for you and your clients.
• Automatic booking allows all participants to be notified of scheduled meetings via email.
• It supports integration with Office 365 and Gmail.

25. X.ai 

Price:

• It has a free version
• Individual version for $8 per month
• Team version for $12 per month

X.ai is a smart appointment bookings app that compares all of your calendars to identify the best times for you to meet your clients. It is an AI-based solution that allows online coaches to offer personalized experiences to their customers.

Key features:

• X.ai confirms the meeting details with you before communicating with your clients, giving you complete control.
• You’ll be able to customize x.ai based on several factors like your availability and how x.ai should follow up with your clients.
• Meetings can be scheduled with a single email whereas x.ai handles the follow-up tasks so you can focus on delivering your online coaching services.
• It integrates with Office 365, Outlook, and Google.

26. WhenAvailable  

Price:

• It has a free version
• OneTime Premium version for $10 per poll
• Premium version for $38 per year

WhenAvailable is a simple scheduling tool that lets you book group meetings. It’s our recommended solution for online coaches who want to schedule virtual and on-site events such as board meetings or a pick-up basketball game.

Key features:

• People can mark their availability on the calendar for the proposed dates.
• WhenAvailable helps you figure out the time that best suits all parties involved.
• You’ll be able to import Google Calendar and Contact as well as chat with your clients.

27. NeedtoMeet  

Price:

• It has a free 14-day trial and a standard free version
• Advanced version for $12 per year per user
• Premium version for $19 per year per user

NeedtoMeet is a meeting scheduling tool that allows you to quickly find a time that suits all parties. It allows online coaches to book appointments with groups by sharing their availability.

Key features:

• You can schedule meetings and invite guests through NeedToMeet or by sending emails.
• NeedtoMeet sends you an email notification when attendees respond to your invites.
• You’ll be able to plan meetings on the web, on your smartphone, or by using its Microsoft Outlook plug-in.

28. Paperbell 

First thing first: our scheduling software lets you customize your calendar based on your availability. Rather than present your schedule as a free-for-all for perspectives, you make the rules.

If you don’t work a traditional nine-to-five and want to offer extended (or reduced!) hours, Paperbell has you covered.

This approach to scheduling is a win-win as you set your own hours while also empowering clients to book online during times that make sense for them. The ability to see a variety of appointment options gives your clients a sense of freedom and flexibility.

Another bonus of Paperbell is that your clients can schedule multiple sessions at once. Rather than force clients to manually schedule or email you for a follow-up appointment, they can pick and choose their respective dates over weeks or months. 

This also means that clients can schedule their own ongoing weekly or monthly appointments. Whether you’re on a super-consistent schedule or your hours vary month-to-month, our custom of time-blocking is that you can repeat week-to-week or edit as needed. 

30. Acuity 

Like most scheduling software for coaches, Acuity offers a basic calendar view and scheduling page for clients to see your availability in real-time. Features such as notes and intake forms upon booking are a nice touch for gathering essential information and avoiding needless back-and-forth before your initial appointment. 

Acuity does have somewhat of a learning curve for those looking to set up client scheduling ASAP, though.

31. ScheduleOnce 

Another self-serve appointment solution, ScheduleOnce is notable for its wide range of integrations and customization features. For example, users can use unique branding on their scheduling pages so they’re more personable and colorful. Advanced appointment routing is ideal for teams juggling offering a variety of appointment types.

However, ScheduleOnce might offer a bit too much for a single coach. Based on its pricing and range of upgrades, the platform isn’t really intended for individuals and is best suited for larger teams.

32. Pick.co 

Pick.co is a minimalist scheduling solution that emphasizes ease of use.

The tool showcases availability and offers an option to suggest an alternative appointment time if there’s nothing available. In addition to instant integrations with Gmail and Office 365, Pick.co offers custom branding for your scheduling link (“pick.co/yourname”). 

At a glance, the scheduler can be a bit clunky if you have a wide availability (see above). Although it’s not exactly visually striking, it gets the job done if you’re concerned with scheduling and only scheduling. 

33. Doodle 

Doodle is perhaps best known as an internal meeting solution, allowing companies to organize meetings via polls rather than email back and forth to fight over the best time to get together. 

Even so, the platform also doubles as potential scheduling software for coaches and other individual businesses. 

Scheduling one-on-one meetings is straightforward as Doodle’s interface indicates available times and grays out anything that’s no good. Like many tools noted on our list, however, Doodle is yet another tool that seems better suited for teams based on its pricing, integrations, and features.

34. Schedulista 

Schedulista is a sleek scheduling solution that’s arguably better suited for brick-and-mortar business owners (think: salons, medical practices) versus coaches. Features such as intake forms, document uploads, and questionnaires further drive this point home.

That said, the platform’s calendar integration is solid and it all looks fantastic via mobile.

35. Appoint.ly 

Appoint.ly is yet another scheduling tool that integrates with your email calendar and offers shared scheduling links for clients. 

The gray, list-heavy interface might look a bit old-school and isn’t exactly eye-popping. However, Appoint.ly is a good, basic solution for coaches on a tight budget.

36. LinkedIn

Many people overlook the new user interface on LinkedIn. But make no mistake: LinkedIn possesses a powerful way to track and set reminders, take notes on key individual clients, observe daily actions, and stay current on those clients, their representative companies, and their brands. Under every person’s profile, you can take client notes. – John O’Connor, Career Pro Inc. 

37. Basecamp

We use vCita to schedule client appointments: An easy-to-use pop-up opens when they go to your website. It’s simple, and clients love it. However, my favorite tool for client management is Basecamp. 

You can add your client notes to it and then add any other team members to contribute. For us, it is our writers, proofreaders, coaches, and admin staff. There is never any confusion about who is doing what or when. – Erin Kennedy, Professional Resume Services, Inc. 

38. Coaches Console 

There are a lot of tools out there that coaches can use for managing clients and keeping up with scheduling, but I personally love The Coaches Console. It is a “one-stop-shop” solution, especially for coaches who are just starting. You may house your website there, manage your calendar and email list, and it even provides a shopping cart. I highly recommend it for new coaches just starting. – Kitty Boitnott, Boitnott Coaching, LLC/Teachers in Transition 

39. CoachAccountable

For client management, I rely on CoachAccountable for tracking coaching sessions, paperwork, communications, and programs. I also use it to manage coaching groups and classes. Although it includes a scheduling component, I find that Acuity offers me more options. The combination of these two tools packs a powerful and systematized punch. – Cheryl Lynch Simpson, Executive Resume Rescue 

40. Google Drive

We don’t use any coach-specific software or apps. We keep a simple system using a combination of Google Drive, Dropbox, and Calendly. These programs seamlessly integrate and enable our clients to access the drives remotely or on their smartphones. – Kelly Meerbott, You: Loud & Clear 

41.  Squarespace Scheduling

Squarespace Scheduling is a cloud-based appointment scheduling application for managing business appointments online. All three of its online appointment-scheduling packages are free of charge during the seven-day trial period. Despite the paid nature of the software, those in the service industry will have a hard time finding a better solution.

• Unlimited appointments
• Excellent user interface
• Easy to change appointments on the fly

42. 10to8  

10to8 is an online booking application with a unique instant chat feature. It can be integrated with more than 5,000 apps and program suites, including Office 365, Google Calendar, Zoom, Slack, Stripe, PayPal, and Xero. Not all of these integrations are available with the 10to8 free plan, but it still earns a place on our free appointment scheduling software list because of its versatility.

• Excellent for small businesses
• Recurring appointments
• Numerous software integrations

43. MeetFox 

MeetFox is the best free booking software for managing meetings and appointments online. It has an easy-to-use dashboard that enables you to customize booking options. There are lots of features available with the free version, but the more comprehensive solutions come with its paid models.

• Accept Stripe payments from clients
• Create customized emails
• Live chat support

44. EssentialPIM 

EssentialPIM is just what the doctor ordered if you want to take care of online appointment scheduling for free. The app combines appointment scheduling with a password manager and CRM features. While many basic features are available with the free plan, it is the paid plans that truly unlock this software’s potential.

• Unlimited bookings and services across all plans
• Excellent CRM platform
• Integration with external calendars available across all plans

45. EngageBay

EngageBay is so much more than simple appointment booking software. The fact that it offers a whole suite of CRM, outreach, and marketing tools is a significant benefit to those needing these additional services, as everything is combined in one tool.

• Unlimited bookings and services across all plans
• Excellent CRM platform
• Integration with external calendars available across all plans