Best Appointment Scheduling Software for Small Business Needs

Your small business doesn’t have time to worry about scheduling issues. So it would be best if you had an intuitive tool that minimizes any friction during this process and gives you visibility into your schedule. To help you with your decision, we’ve created this guide that gives you an overview of some of the best appointment scheduling software for small business needs.

Plus, we’ll show you each tool’s prices and available discounts so you have a complete picture and make the best decision for your business.

Best appointment scheduling software for small business needs

The tools we’ll talk about offer great features that make scheduling and managing appointments a breeze. Every tool in this list is worth checking out, so make sure you do. These are the tools that you’ll read about:

Appointment scheduling software	Pricing	Free trial	Discount
Calendar	Standard: $6/month (billed annually) Pro: $8/month (billed annually)	14-day free trial.	Get 25% cashback for all Calendar plans for 2 years by subscribing through the NachoNacho marketplace.
HubSpot	Free Plan: $0 Marketing Hub: Starts at $50/month Sales Hub: Starts at $50 Service Hub: Starts at $50 CMS Hub: Starts at $25 Operations Hub: Starts at $50	14-day free trial.	With our exclusive HubSpot discount, you can get a 30% discount on all HubSpot plans for the first year and 15% after the first year.
Copper	Basic: $29/month/user Professional: $69/month/user Business: $129/month/user	14-day free trial.	By subscribing through the NachoNacho B2B marketplace you can get 10% cashback for all Copper plans forever.
Clevero	Custom pricing	N/A	Save 30% on all Clevero plans only in the NachoNacho marketplace.
nTask	Basic: $0Premium: $4/month/user Business: $12/month/user Enterprise: Custom pricing	7-day free trial.	15% cashback on all nTask plans forever.
Monday.com	Individual: $0Basic: $8/month/user Standard: $10/month/user Pro: $16/month/user Enterprise: Custom pricing	14-day free trial.	You can get 20% cashback for all Monday.com plans for the first year by subscribing through the NachoNacho marketplace.

Key features in appointment scheduling software

Time slots: Time slots are a common feature in appointment scheduling software because it makes it easier for prospects to find the best time to meet. Before scheduling software, everyone involved in the meetings would have to go back and forth, sending emails to agree on a day and time. Now, with time slots, you can create a calendar with days and times where you are available. Then you can send this calendar to prospects, so they choose the time that works for them. Some tools even let you embed this calendar in websites so people can create a meeting directly from your website.

Integrations: Depending on how your sales and support communication are set up, you may have meetings scheduled across different calendar apps. It’s important for you to check what calendars can you integrate into your tool so that you don’t miss any meetings. In addition to calendar integrations, meeting scheduling tools can connect with other CRMs and project management tools. 

Notifications: Reminders are another essential feature of appointment scheduling software. These notifications ensure that no one on your team forgets a meeting. This is a feature that calendar apps offer automatically. However, these can be more customizable in specialized tools.

CRMs: Appointment scheduling is often a feature included in CRMs. And it makes sense because meetings are critical for businesses. It makes sense for them to live inside these platforms because they provide context for every contact. Since it’s one of the most basic features, some platforms offer it for free. This makes it a good option for small businesses. However, this option is more beneficial if you commit to using the full CRM since all that information will live there. Meaning you will also have access to lead generation tools, deal management, customer support, and more.

Project management: Another type of tool that offers appointment scheduling is project management platforms. However, they focus on optimizing internal meetings more than sales ones. That is why sometimes, with these tools, you won’t find other features, such as time slots. With project management appointment schedulers, you can improve collaboration and make the most out of these internal meetings. This is key when your team is distributed with multiple remote workers. With that in mind, these tools also provide features such as Kanban boards, task management, Gantt charts, and more.

Payment processing: Sometimes, with prospects, you want them to make a payment during the call. If this sounds like something you need, then make sure your tool of choice offers this feature. 

Best meeting scheduling software for B2B lead/customer meetings

We’re dividing this list into two sections. The first one is tools that will help you optimize your appointment scheduling with leads and customers. These types of meetings are for sales purposes and support. 

Calendar

Calendar is a simple yet complete appointment scheduling tool and more. It gives you all the features you need from an online calendar. For example, create time slots in your schedule so other people know exactly when you’re available and what time is perfect for the meeting—no need to send multiple emails just to agree on a date and time. Just send a custom link for your calendar to anyone and wait for the appointment confirmation.

Not only that, but you can use it for free, which makes it perfect for individuals. And the paid plans are also affordable for small businesses.

Calendar Pricing

Calendar discount: Get 25% cashback for all Calendar plans for 2 years by subscribing through the NachoNacho marketplace.

14-day free trial.

Standard: $6/month (billed annually)

Pro: $8/month (billed annually)

Copper

Copper is the go-to CRM for businesses using Google workspace as their main communication channel with leads and customers. This CRM platform integrates with Google apps like Gmail, Docs, and, most importantly, calendar. This means that you can schedule meetings through the same Google calendar that you’re already using every day.

However, the difference is that with Copper you will have the context of every contact in your CRM and the ability to build custom workflows to keep the conversation going after you end your meetings. Same as with other tools, you can also share a link, so contacts see your availability and select the best time. 

Copper is a great option for small businesses that use Google calendar as their main calendar app for these reasons. 

Copper pricing

Copper discount: By subscribing through the NachoNacho B2B marketplace you can get 10% cashback for all Copper plans forever.

14-day free trial.

Basic: $29/month/user

This Plan includes all Google Workspace integrations, pipelines, contact enrichment, team collaboration tools, and everything you need to schedule appointments. This is an affordable option to schedule appointments reliably while taking your customer relationships to the next level. 

Professional: $69/month/user

Business: $129/month/user

HubSpot

HubSpot is one of the leading CRMs for businesses of all sizes. And one of the most impressive parts of this platform is the number of free tools for marketing, sales, operations, and support that they offer. Among these free tools is the meeting scheduler.

With HubSpot’s meeting scheduler, you can create time slots in your calendar and send a link to people to choose the best time. But not only can you send a link, but you can also embed your calendar and time slots on your website so people can schedule an appointment with you on their own. This makes the process much easier for your leads.

Plus, you can send group meeting links or invitations where your prospects can choose between your sales reps with the best availability for them. And then, all your meetings will be automatically added to your database inside HubSpot.

All of this makes appointment scheduling effortless for everyone involved. And it gives you visibility into each prospect’s journey as they go through your pipeline.

HubSpot pricing

HubSpot discount: With our exclusive HubSpot discount, you can get a 30% discount on all HubSpot plans for the first year and 15% after the first year.

14-day free trial.

Free Plan: $0

The HubSpot Meeting Scheduler is completely free, so you can start using it right away without having to pay for a plan. 

Marketing Hub: Starts at $50/month

Sales Hub: Starts at $50

Service Hub: Starts at $50

CMS Hub: Starts at $25

Operations Hub: Starts at $50

Clevero

Clevero is a complete business management software that does much more than just schedule meetings. But focusing on the appointment scheduling features, with Cleverlo you get one-to-one bookings, self-service scheduling, availability management, recurring events, and more. Plus, appointment reminders, so you never miss a meeting.

Outside of scheduling features, Clevero also offers a CRM to manage your sales pipeline, email marketing, digital forms, project management, billing, ticketing, invoicing, and inventory management. So if your looking for this type of software and also need appointment scheduling, then check out Cleverlo.

Clevero pricing

Clevero discount: Save 30% on all Clevero plans only in the NachoNacho marketplace.

To get a custom price for Cleverlo, reach out to their sales team.

Best meeting scheduling software for internal meetings

These tools are project management tools that focus on improving collaboration around internal meetings of distributed teams. Check out these tools if you want to get more out of your teams’ discussions.

nTask

nTask is a powerful project management tool with equally as powerful meeting management features. In addition to the main features of appointment scheduling software, nTask also boosts collaboration and productivity. Your team can create follow-up actions, share minutes of the meeting, so everyone is on the same page, link tasks, and add notes.

All of these features are very useful for project management since they will make meetings more actionable. So in case you’re looking for more productive features for internal meetings plus a better organization for your projects, check out nTask.

What makes nTask such a good meeting scheduling software for small businesses is that the meeting management features are completely free with the Basic Plan for up to 5 users, which is free forever. So, you can start managing your meetings for free and also get project management features such as time tracking, issue tracking, and document management.

nTask pricing

nTask discount: 15% cashback on all nTask plans forever.

7-day free trial.

Basic: $0

The Basic plan includes the appointment scheduling features, so if that’s your main necessity, then this plan will do. Although, if you need more than 5 users, then you will need to pay for one of the paid plans.

Premium: $4/month/user

Business: $12/month/user

Enterprise: Custom pricing

Monday.com

Monday.com is one of the most known project management tools for its easy-to-use interface and large feature list for all kinds of projects. Among these features, you can find the Zoom integration plus scheduling apps from the Monday.com marketplace.

Thanks to the powerful capabilities of the platform, you can connect your meetings with tasks, statuses, deadlines, timelines, shifts, and more. You can create a board where you include all your team members’ schedules to map out each person’s availability. This way, with one glance, you can know the right time to meet for everyone. Monday.com will enhance your internal meetings this way, so if that’s your goal, then check out Monday.com.

Monday.com pricing

Monday.com discount: You can get 20% cashback for all Monday.com plans for the first year by subscribing through the NachoNacho marketplace.

14-day free trial.

Individual: $0

Basic: $8/month/user

Standard: $10/month/user

Pro: $16/month/user

Enterprise: Custom pricing

Employee Scheduling Software For Small Business: FAQs

In this section of the guide, you’ll find everything you need to know about appointment scheduling software.

What does appointment scheduling software do?

As the name suggests, with this type of tool, team members can schedule any kind of meeting efficiently and have all this information in one place. With good scheduling software, all meetings within your team can be tracked so you don’t miss any opportunity. But not only can you schedule meetings, you can also create time slots in your personal calendar that other people can see and select the best time to meet. All you need to do is send an invite, and people click on the time slot you have available, which makes it easy to find the right time for everyone.

Plus, your meetings can be synched with CRMs, making all lead information easily accessible.

In some cases, this ability is a feature inside another software. For example, some CRMs offer appointment scheduling tools. This means that you could do much more than schedule meetings if you decide to go this route.

How much does appointment scheduling software cost?

There is a wide range of prices depending on how many features you need. Some tools mentioned in this guide offer the main features you need, like meeting scheduling and custom time slots, completely for free. However, if you need a solution for your whole team, then you can expect around $6 per user.

In the case of platforms that include appointment scheduling as one of many features, the prices will range from $0 to hundreds depending on the size of your team and the additional features you need.

To give you a better idea, here’s a summary of the prices of the tools we talked about:

Appointment scheduling software	Pricing	Free trial	Discount
Calendar	Standard: $6/month (billed annually) Pro: $8/month (billed annually)	14-day free trial.	Get 25% cashback for all Calendar plans for 2 years by subscribing through the NachoNacho marketplace.
HubSpot	Free Plan: $0 Marketing Hub: Starts at $50/month Sales Hub: Starts at $50 Service Hub: Starts at $50 CMS Hub: Starts at $25 Operations Hub: Starts at $50	14-day free trial.	With our exclusive HubSpot discount, you can get a 30% discount on all HubSpot plans for the first year and 15% after the first year.
Copper	Basic: $29/month/user Professional: $69/month/user Business: $129/month/user	14-day free trial.	By subscribing through the NachoNacho B2B marketplace you can get 10% cashback for all Copper plans forever.
Clevero	Custom pricing	N/A	Save 30% on all Clevero plans only in the NachoNacho marketplace.
nTask	Basic: $0Premium: $4/month/user Business: $12/month/user Enterprise: Custom pricing	7-day free trial.	15% cashback on all nTask plans forever.
Monday.com	Individual: $0 Basic: $8/month/user Standard: $10/month/user Pro: $16/month/user Enterprise: Custom pricing	14-day free trial.	You can get 20% cashback for all Monday.com plans for the first year by subscribing through the NachoNacho marketplace.

What are the benefits of using appointment scheduling software?

Always find the best time to meet fast: The days of sending emails back and forth discussing what time works for all parties involved should be left in the past. A better way to do this is through time slots. Appointment scheduling software allows you to create time slots in your calendar when you know you’re available. To arrange a meeting, all you’d need to do is send a link to your calendar, and the other person can just select the most convenient time. This way, you and your invitees can save time and just focus on preparing for the call or meeting. 

Never miss a meeting: Schedules can get very messy very quickly. Video calls, in-person meetings, personal events, and more fill up executives’ and agents’ calendars. And with so many events every week spread out across different calendar apps, it’s easy to lose track, which could lead to lost opportunities. This is less likely to happen with appointment scheduling software because they allow you to sync all your calendars in one place. Giving you complete visibility of every appointment you have.

Have context on every call: When you only see an invitation in your calendar with a name, you don’t have the full context. And that’s because calendar apps are often disconnected from the rest of your business. Some meeting scheduling tools also offer contact management so that you and your agents can easily access the full history of interactions. With the context in hand, it’s easier to know the right approach to reach your goals.

Do you need appointment scheduling software?

If you’re an individual that doesn’t have the need to set up meetings every week constantly, then you’re probably fine just using the standard Google calendar. However, there are many other cases where an appointment scheduling software could make your and your team’s life easier. 

If you have multiple calls every week, then this type of software can help you never miss a call. Also, your sales team will be in constant communication with leads, and it’s crucial that they’re able to schedule appointments without any trouble, as well as keep track of all meetings. 

Basically, if you’re running a business, appointment scheduling software is essential because it’s going to allow lead communication to be frictionless. In addition, online meetings will continue to grow as remote work increases. Just look at the following statistics to get a picture of the current world of remote work and video conferencing:

• 35% of workers have the option to work remotely full-time.
• 86% of businesses do employee interviews over video calls.
• 45% of teams use video calling tools daily or weekly.
• 80% of workers use video conferencing tools for 1:1 meetings.
• 78% of employees report using video conferencing tools for team meetings.
• The use of video conferencing tools increased by almost 80% in 2021.

Which appointment scheduling software is best for you?

Now that you’ve read about some of the best scheduling apps for small business needs out there, make sure you check out the ones that most fit your goals and needs. You’ll find that they range from simple tools that focus on just appointment scheduling and others that are full of other features.

To make the best decision, review your SaaS stack to see exactly what features your team need and which ones you already have. This way, you ensure not to have overlapping tools. 

Start scheduling appointments the right way with one of the tools we mentioned in this guide, and remember that you can save a lot of money just by subscribing to your tool of choice from the NachoNacho marketplace.