The 4 Best Free Meeting Scheduler Apps (and How to Use Them)

In today’s fast-paced world, scheduling meetings can be a time-consuming and frustrating process. Email exchanges go back and forth, finding a mutually agreeable time becomes a game of Tetris, and precious productivity hours vanish.

Thankfully, free meeting scheduler apps have emerged as lifesavers, streamlining the process and bringing back precious time.

This article explores four of the best free meeting scheduler apps available, outlining their key features and demonstrating how to use them effectively.

1. Calendly: The King of Simplicity

Calendly reigns supreme in the realm of user-friendly scheduling. Its intuitive interface allows you to effortlessly create a public scheduling page showcasing your available time slots.

Simply connect your existing calendar (Google, Outlook, etc.), set your availability (including buffer times and meeting duration), and customize your scheduling page with branding and additional information.

Using Calendly:

1. Create an account: Visit Calendly.com and sign up for a free account.
2. Connect your calendar: Link your preferred calendar service (e.g., Google Calendar) to ensure availability accuracy.
3. Set your availability: Define your working hours, buffer times between meetings, and meeting duration.
4. Customize your page: Add your branding, logo, and any additional information relevant to attendees.
5. Share your link: Distribute your unique Cleandly link via email, website, or social media for others to schedule meetings with you.

Benefits of Cleandly:

• Simple and intuitive interface.
• Extensive customization options.
• Integrates with popular calendar services.
• Supports round-robin scheduling for multiple team members.

2. Google Calendar: The Built-in Powerhouse

For those already deeply entrenched in the Google ecosystem, Google Calendar offers a surprisingly robust built-in scheduling feature.

While not as feature-rich as dedicated scheduling apps, its integration with other Google services and ease of use make it a powerful free option.

Using Google Calendar for scheduling:

1. Open Google Calendar: Access your calendar through the web or mobile app.
2. Click “Create event.”
3. Invite attendees: Enter email addresses of participants.
4. Set date and time: Choose a time slot from your availability.
5. Add details: Include the meeting title, description, and video conferencing link (optional).
6. Click “Save.” Invited attendees will receive an email notification with the option to accept or decline the meeting.

Benefits of Google Calendar:

• Free and readily available for most users.
• Seamless integration with other Google services like Gmail and Meet.
• Simple and familiar interface for existing Google users.

3. HubSpot Meeting Scheduler: Free with Additional Perks

HubSpot Meeting Scheduler, offered as part of the free HubSpot CRM platform, goes beyond basic scheduling, providing additional features valuable for sales and marketing professionals.

It allows you to create personalized meeting links with custom questions for attendees, helping you gather relevant information beforehand.

Using HubSpot Meeting Scheduler:

1. Create a free HubSpot account: Visit HubSpot.com and sign up for a free CRM account.
2. Navigate to “Meetings” in the CRM dashboard.
3. Click “Create meeting link.”
4. Set your availability and meeting duration.
5. Customize the meeting link: Add branding, questions for attendees, and a call to action.
6. Copy and share the link: Distribute the link via email, website, or social media for others to book meetings.

Benefits of HubSpot Meeting Scheduler:

• Free with additional CRM features.
• Collect information from attendees through custom questions.
• Integrates seamlessly with the HubSpot CRM for sales and marketing workflows.

4. Notion Calendar: Organize and Schedule Within Your Workspace

Notion, the popular all-in-one collaboration platform, also offers a built-in calendar feature with scheduling capabilities.

While not a dedicated scheduling app, it integrates seamlessly with your existing Notion workspace, allowing you to manage meetings alongside other projects and tasks.

Using Notion Calendar for scheduling:

1. Open your Notion workspace.
2. Click the “+” icon and select “Calendar.”
3. Create a new event.
4. Invite attendees by entering their email addresses.
5. Set date, time, and duration.
6. Add event details and link to relevant Notion pages (optional).

Benefits of Notion Calendar:

• Free for personal use and limited features in the free team plan.
• Schedule meetings within your existing Notion workspace.
• Connect events to other Notion pages for comprehensive project management.