10 Best Appointment Scheduling Apps in 2023 (Free and Paid)

There are dozens of appointment scheduling apps  — so how do you know which one is right for you?

Never fear: We did all the research for you, so you don't have to.

Without further ado, here are the best scheduling apps in 2023:

1. Best for B2B: Chili Piper

Chili Piper is the #1 alternative to Calendly for B2B businesses. It’s also the only appointment scheduling app built specifically for B2B revenue teams — specifically for prospecting, sales, customer success, and operations teams. 

Chili Piper has three separate products related to scheduling appointments: 

• Instant Booker helps you book appointments or meetings instantly from where you’re already working — this includes Salesforce, HubSpot, Salesloft, Outreach, Gmail, Outreach, and more.

• Handoff helps you book meetings on behalf of others (e.g. prospecting teams booking for sales teams, sales teams booking for implementation teams) 

• Form Concierge qualifies, routes, and books meetings directly from your website — doubling inbound conversions (and inbound pipeline). 

• ChiliCal is a free smart scheduling solution for customer-facing revenue reps. It's basically like a personal assistant for your calendar — it automatically reschedules low-priority meetings for customer calls, automatically inserts your availability, automatically sends reminders, automatically finishes your sentences. Lots of automatics. Hop on our waitlist to be the first to know when it goes live!

When to use Chili Piper:

• You're a B2B company with 5+ sales reps
• You care about improving conversions from MQL to SQL to Closed Won
• You want full integration with your calendar and CRM (e.g. Salesforce, HubSpot)
• You have a robust tech stack and want something that integrates seamlessly with your existing products
• You have separate prospecting, sales, and implementation teams
• You want to be able to book meetings directly from where you're already working (e.g. Salesforce, HubSpot, SalesLoft, Outreach, Gmail, Outlook, etc.)
• You'd like a personalized booking page

Chili Piper pricing:

Chili Piper’s pricing is completely transparent — and we don’t offer discounts. A seed-level startup pays the same price as a 1,000-person enterprise:

• Instant Booker is $15 per user per month with one-click booking from anywhere, including your web browser, Gmail, Outlook, Salesforce, HubSpot, Salesloft, Outreach, and more.
• Handoff is $25 per user per month, including everything in Instant Booker plus round-robin based on custom CRM rules and custom routing rules (including assign to owner)
• Form Concierge is $30 per user per month, including everything in Instant Booker plus meeting scheduling from anywhere, including from your web form,

Ready to see Chili Piper in action? Get a demo!

2. Best for simple scheduling: Calendly

Calendly is often referred to as one of the best appointment scheduling apps that allows users to easily schedule and manage their appointments. It offers a user-friendly interface and a variety of features such as calendar integration, automated reminders, and customizable booking pages.

Features:

• Book meetings: Share your availability with others, and allow them to book a meeting with you 
• Built-in polls: Find the best time to schedule a meeting with a group of people
• Basic lead routing: Simple round-robin routing, with some additional features for routing based on geo, industry, etc.

When to use Calendly: 

• You’re a freelancer, solopreneur, or consultant who would like to add qualification options to a form — but doesn’t need advanced routing
• You’re a small sales team with fewer than five reps who don’t need complex routing
• You want a free, simple scheduling solution
• You need to connect multiple calendars 
• You’d like to embed payments into the booking process (i.e. require customers to pay your consulting fee before booking the consulting meeting)

Who shouldn’t use Calendly:

• B2B revenue teams with 5+ reps
• Teams that need a bi-directional sync with Salesforce (i.e. can read and write to Salesforce)
• Teams that are prioritizing improved conversion rates (both outbound and inbound conversions)
• Businesses that require native integrations with Square, Outreach, SalesLoft, Reachdesk, Sendoso, Postal, Chameleon, etc.
• Prospecting teams that schedule meetings on behalf of sales reps

Pricing

• Basic: Free for 1 calendar/user
• Essentials: $8/mo with up to 2 calendars/user
• Professional: $12/mo for up to 6 calendars/user
• Teams: $16/mo
• Enterprise: Contact sales

3. Best for Square customers: Square Appointments

Square Appointments is an all-in-one point of sale for booking, payments, and more. It helps small businesses manage their availability, book appointments or classes with customers, and make other purchases — all in the same app.

Square Appointments features:

• Online booking: Customers can find and book your services online 24/7
• Automated reminders: Send automated appointment reminders to customers via SMS and/or email
• Easy payments: Accept any kind of payment and keep cards on files
• Combined services and item checkout: Ring up a service and a product in the same transaction for easy checkout
• Native integrations with Wix, Quickbooks, JotForm, Homebase, and, of course, all other Square products
• Client profiles: Never forget a customer’s birthday or special preference thanks to easy-to-add notes. 

When to use Square Appointments:

• You’re looking for a free appointment scheduler with a minimalistic design, rich features, and ease of use 
• You want a complete business solution without worrying about integrations and learning several new tools

Pricing

• Free: For a single location 
• Plus: $29 per month, per location
• Premium: $69 per month, per location

4. Best for small businesses: Acuity Scheduling

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Acuity Scheduling offers a range of features designed to streamline the scheduling process and enhance the user experience. It's one of the best appointment-scheduling apps for service-based businesses who need payment processing, unlimited appointments, and client management.

Features: 

• Easily book meetings: Say goodbye to phone tag. Customers can easily view your real-time availability and self-schedule their own appointments
• Accept online payments via integration with Stripe, Square or PayPal
• Offer more than appointments like gift certificates packages, memberships, or group classes
• Reduce no-shows by sending customized reminder emails and texts to clients
• Meet clients anywhere through video conferencing integrations

When to use Acuity Scheduling: 

• You need to embed payment into the booking flow via Stripe, Square, or PayPal
• You sell subscriptions, memberships, and gift certificates
• You offer classes, workshops, or certifications
• You require integrations with QuickBooks or Freshbooks for invoicing or accounting

Who should not use Acuity Scheduling:

• Customer-facing teams at B2B organizations
• Anyone looking for a free solution
• A non-business owner looking for a simple scheduling solution

Pricing:

• Freebie: Free for 1 calendar with limited features
• Emerging: $16/month for up to 6 calendars with advanced features
• Growing: $27/month for up to 36 calendars with additional features
• Powerhouse: $49/month for unlimited calendars and premium features

5. Best for health and wellness businesses: Mindbody

Mindbody is tailored specifically for businesses in the health and wellness industry. Its clients include popular fitness chains like Orangetheory, Solidcore, and barre 3.

Mindbody Features: 

• Marketing: Wish clients a Happy Birthday, put new customers into a drip campaign, or nurture customers who have expressed interest but never visited
• Integrated payments: Take payments ahead of time or accept in-person payments
• Easy booking: Let customers book classes through the Mindbody app, your custom app, via Messenger, or your website
• Engaged customers: Personalize performance tracking, gamify workouts, and give customers access to their fitness results. 

When to use Mindbody

• If you’re an owner of a fitness studio, spa, salon, or other wellness business

Pricing:

Reach out to their sales team for custom pricing.

6. Best free: ChiliCal

ChiliCal is a brand new product that was built for customer-facing revenue reps. It's smart enough to automatically pull the best time slots from your calendar in just a few clicks. Kind of like this: 

Why is ChiliCal one of the best free appointment scheduling apps? In a word... because it's smart.

You can book more qualified meetings faster with assisted sentence completion in your emails, seamless CRM integration to keep your records updated, and performance analytics so you know how efficient your outreaches are.

ChiliCal Features

• Reschedule meetings, automatically
• Reminders to be on time for every meeting, with multiple settings
• One-click availability sharing (no more toggling between windows)
• Sentence completion to help you quickly send out those emails with times
• Performance tracking to get a handle on your prospecting activities

When to use ChiliCal:

• You take a lot of external meetings with customers
• You're someone who likes to try out the most cutting-edge technology
• You like to automate out admin tasks

ChiliCal Pricing

Free forever! (but an additional cost for more advanced analytics and CRM integration)

7. Best free for Office 365 users: Microsoft Bookings

Microsoft Bookings is another one of the best best free appointment scheduling apps for people who don't need any advanced scheduling tools.

It's fully integrated with your Microsoft 365 calendar to help your customers quickly find available times and avoid double-booking.

Microsoft Bookings Features

• Add Microsoft Teams link to your meeting invite
• Create a simple booking page for easy scheduling
• Allow customers to reschedule or cancel meetings

When to use Microsoft Bookings

• You already use Microsoft 365 and just need a simple scheduling tool

Microsoft Bookings Pricing

Microsoft Bookings is free with your Microsoft 365 subscription.

8. Best for multilingual features: YouCanBookMe

YouCanBookMe offers 44 languages and a customizable booking page, so it's one of the best appointment scheduling apps for those who need multilingual support. It’s a low-cost online appointment scheduling solution for companies that book meetings with customers in multiple languages — but aren’t looking for any advanced scheduling features. 

Features: 

• Manage your availability: Set up your schedule and share it with others
• Customizable notifications: Email and SMS reminders, follow-up emails, and customized events
• Personalized booking page: Your colors, your logo, your brand

When to use YouCanBookMe:

• If multiple languages is a priority — but you don’t need any advanced scheduling features (e.g. lead qualification and routing, SDR-to-AE handoff, etc.)
• You want simple pricing model without a lot of extra bells and whistles

Not recommended for: 

• B2B sales teams with more than 5 reps 
• B2B companies with separate teams for prospecting, sales, and implementation
• Teams who’d like meeting information (e.g. meeting creation, no-shows, reschedules) to be recorded in their CRM
• Teams with a robust tech stack and need native integrations with tools like Outreach, SalesLoft, Reachdesk, Sendoso, Chameleon and more

Pricing

• Free: Basic scheduling for a single user
• Paid: $10.80 per user per month

9. Best for Zoho CRM users — Zoho Bookings

Zoho Bookings is the best appointment scheduling app for folks who use Zoho CRM for client management. It offers everything you'd expect a basic scheduling app to offer — sharing availability, reminder emails, and gating meetings behind a form.

Zoho Bookings features

• Reduce email back-and-forth: Customers can check your availability online and book with you
• Eliminate no-shows: Remind customers with email and text messages
• Qualify appointments: Add questions to your appointment booking for with custom fields
• Meet online or offline: Choose what's best for you
• Zoho CRM integration: Schedule appointments with your Contacts and Leads, Email your booking page, Add new Zoho Bookings customers to any module, sync bookings with your Zoho CRM calendar, push custom fields of Bookings to Meetings module

When to use Zoho Bookings

• If you use Zoho CRM
• Zoho Bookings Pricing
• Free for Zoho One users
• Basic: $6 per staff/month
• Premium: $9 per staff/month

Best for healthcare: 10to8

10to8 is one of the best appointment scheduling apps for healthcare, including public healthcare, private healthcare, care homes, vaccination sites, and telemedicine. It's an appointment scheduling tool that helps you reduce no-shows by up to 90%, eliminate costly admin, and empower your patients.

10to8 features

• Online appointment scheduling: Clients can see available services, locations, times, staff and make online appointments
• Accept payments: Clients can make booking payments securely online with PayPal or stripe
• Compliant with GDPR, HIPAA, and CCPA

Who should use 10to8

• Healthcare offices that need to make appointments with clients and require HIPAA compliance
• Education institutions that need a scheduling app for student services

Pricing

• Free: 1 seat
• Pro: $7.20 per seat/per month
• Premium: $19 per seat/per month
• Bespoke: Contact sales

Wrapping Up

There you have it — the best appointment scheduling apps in 2023.

Did I miss any? Feel free to connect with me on LinkedIn to let me know!