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Top 5 Meeting Scheduling Tools Reviewed

The meeting is the most common word you hear in a corporate. The other two most common words are, ‘Oh no! I forget to attend the meeting’ and ‘Are you available for the meeting?’

To help people schedule and manage their multiple meetings easily, different video calling platforms have extended their feature set to meeting scheduler and reminder.

However, video calling platforms do not increase productivity and solve meeting-related challenges as effectively as a dedicated meeting scheduling tool.

The real use of meeting scheduling tools

To understand it, let’s take an example of the best meeting scheduling tool – Zoom.AI – which recently raised $600,000 in a combination of equity and debt financing.

Zoom.AI is equipped with multiple features which make work faster, smarter and better. It allows you to schedule meetings in multiple video calling platforms from its single dashboard. You can even join the meetings by clicking on the link on Zoom.AI’s dashboard.

This is the first real use of dedicated meeting scheduling tools. In case you are using multiple video calling platforms to attend meetings, you must relate the pain of scheduling and managing the meetings on different platforms.

One can easily integrate Zoom.AI with cloud file storage such as Google Drive and Dropbox to quickly find any document with just one search. It can also be integrated with Microsoft 365 and Gmail to directly schedule the meetings on the desired platform from the email.

In essence, the dedicated meeting scheduling tools are very useful if you use multiple video conferencing platforms, want to access files from multiple cloud storage with a single search, and sync multiple calendars to not miss any of the meetings you decide on the emails.

If you are looking for one such very purposeful tool, the following is the list of 5 best scheduling tools.

Top 5 Meeting Scheduling Tools

The following are the top 5 meeting scheduling tools, its pros and cons and company details.

  • Arrangr


Arrangr is one of the most popular scheduling tools. It aims to streamline the entire meeting scheduling workflow with a user-friendly mobile app. It can be integrated with multiple video meeting platforms including Facebook, Zapier, FreshChat. Surprisingly, it also helps users find meeting spots in case of in-person meetings. Thus, it also supports Uber integration!

Tool Review:


  • They are currently not charging anything due to COVID-19.
  • Generally, they charge $10/month if you choose their pro plan for 1 year and $15/month if you choose their pro plan on a monthly basis.
  • They provide a basic plan for free of cost.


  • Mobile app
  • Integration with multiple platforms
  • Meeting spot finder
  • Free basic plan


  • None yet

Company Analysis:

Founder: Adam Perl

Founded Year: 2017

Headquarter: Chester, CT

  • DemoDesk

DemoDesk claims to be the first intelligent online meeting tool for inside sales and customer service teams. It aims to convert more, happier customers online in less time and with less resources. The best part of the DemoDesk scheduling tool is that it is the web-based tool and it runs on any device on any browser.

Tool Review:


DemoDesk provides 3 pricing plans.

  • Basic: $21 per month per user
  • Pro: $43 per month per user
  • Business: $65 per month per user

If you choose an annual subscription, you will get 10% off on all plans.


  • Web-based tool
  • Faster transmission
  • Instant sharing with multiple participants for collaborative browsing and editing
  • Integrated video calls
  • Email/calendar & Salesforce integration
  • Team scheduling & booking pages


  • No possibility to take notes
  • Lack of chat function

Company Analysis:

Founders: Alex Popp, Veronika Riederle

Founded Year: 2017

Headquarter: München, Bayern, Germany

Total Funding Amount: $2.6M

Lead Investors:

  • Global Founders Capital
  • Y Combinator


Assistant.to aims to streamline the sales conversation. It can be integrated with Gmail and Outlook and enable users to select the available meeting time and share it with the person he is trying to fix the meeting. Once both agree, Asssistant.to adds a meeting with all relevant details to the calendar.

Tool Review:


It follows a very unique pricing structure.

If you want to use the scheduler for Gmail,

  • Starter: $27 user/month – charged annually
  • Closure: $45 user/month – charged annually
  • Rainmaker: $72 user/month – charged annually

If you want to use the scheduler for Outlook,

  • Starter: $27 user/month – charged annually
  • Closure: $45 user/month – charged annually


  • Very useful Chrome extension
  • Automatically create a calendar event and send an invite
  • Extensive meeting customization options


  • Does not have the ability to customize the theme
  • Does not have scheduling link option
  • Does not save the availability times that users select

Company Analysis:

Founder: Jonathan Woolf

Founded Year: 2013

Headquarter: San Francisco Bay Area, West Coast, Western US

Acquired By: Cirruspath

  • NeedToMeet

NeedToMeet is one of the most unique meeting scheduling tools which you can use without signing up. It also allows users to select the meeting time and date other than the date and time selected by the meeting host. To synchronize your calendar, you need to buy its premium version.

Tool Review:


  • Free 14-day trial
  • Standard: Free
  • Advanced: $12/year/user
  • Premium: $19/year/user


  • Free Trial
  • Most affordable
  • No sign up required for accessing basic features
  • Easy to set up
  • Integration with Outlook and Gmail


  • The phone interface fails to adapt to the proper screen size

Company Analysis:

Founder: John Centofanti

Founded Year: 2018

Headquarter: Great Lakes, Midwestern US

  • x.ai

x.ai is a very unique meeting scheduling tool which works on artificial intelligence technology. It leverages AI to act as a personal assistant when we want to create meetings with emails. All you need to do is create an account and give x.ai access to your calendar, Skype ID, and phone number.

To schedule an appointment using email, you have to write an email to a bot of x.ai (Amy) such as ‘Amy, set up a 15-minute phone call with Jill. I’ll call her” and according to your command, the bot itself creates the event into the calendar with all contact details.

Tool Review:


They offer 3 plans.

  • Free: $0
  • Individual: $8/user/month (Yearly), $10/user/month (Monthly)
  • Team: $12/user/month (Yearly), $15/user/month (Monthly)


  • Schedule meetings easily
  • Provide available meeting times
  • Natural language despite the bot
  • Slack integration


  • Lack of Multiple calendar integration
  • Hard to handle attendees
  • Takes a while to be familiarized with best practices

Company Analysis:

Founders: Alex Poon, Dennis Mortensen, Marcos Jimenez Belenguer, Matt Casey

Founded Year: 2014

Headquarter: Greater New York Area, East Coast, Northeastern US

Total Funding Amount: $44.3 Million

Lead Investor: Pegasus Tech Ventures


A meeting scheduling tool is the need of an hour. Due to the pandemic, team members have been attending more meetings than ever. This increased number in everyday meetings leads them to poor time management which eventually affects the overall productivity of the entire team.

The meeting scheduling tools are great investments. It allows team members to sync multiple calendars and integrate several enterprise apps to manage all meetings from multiple sources in a single dashboard. They can even join the scheduled meetings on different video collaboration platforms from the single dashboard. Of course, meetings can be productive if you manage it well.

About the Author:

Parth Patel is a serial entrepreneur and CEO of SyS Creations – a leading managed IT services and mobile app development firm. Operating the IT Infrastructure of SMEs and startups keeps him on his toes and his passion for helping others keeps him motivated.

Hiren Gami
Hiren Gamihttps://www.techgami.co/
Hiren Gami is Digital Marketer and Blogger at Tech Gami. He has 9 years of experience in the SEO field. He has launched a blog Tech Gami to share and update the latest Technology information in the domains of Upcoming Mobile Phones, Technology News, Games, and Vehicle News as a whole.


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