Time is an entrepreneur’s most valuable resource. Between managing teams, meeting clients, and handling multiple projects, staying organised is critical, and that is where calendar and scheduling tools for entrepreneurs come in.
These tools streamline planning, boost productivity, and keep your day running smoothly.
In this guide, we will cover 15 top calendar and scheduling apps for entrepreneurs and share tips on choosing and maximising the right one for your business.
See also: 25+ Best Collaboration Tools for Entrepreneurs and Teams
Key Takeaways
- Calendar and scheduling tools streamline appointments, automate reminders, and simplify team coordination.
- Selecting the right tool means weighing features, pricing, compatibility, and integrations.
- The ideal solution should fit your business goals and work style, whether you are solo or part of a team.
- Leading options like Calendly, Acuity Scheduling, Google Calendar, and ClickUp cater to diverse entrepreneurial needs.
15 Best Calendar and Scheduling Tools for Entrepreneurs and Teams
Entrepreneurs and teams now depend on efficient scheduling systems that go beyond simply marking dates. Choosing the right solution helps entrepreneurs manage time more productively, reduce scheduling confusion, and present a professional front to clients.
Below are 15 of the best calendar and scheduling tools for entrepreneurs and teams, offering seamless booking, team coordination, automation, and integration with everyday work tools.
1. Calendly
Calendly is a popular scheduling tool that eliminates back-and-forth emails and integrates with Google Calendar, Outlook, Zoom, and Salesforce.
Its automation, custom workflows, and branding options make it ideal for both solopreneurs and growing teams, especially in service-based businesses.
Key Features
| Feature | Description |
|---|---|
| Multiple Calendar Integrations | Syncs with Google, Outlook, Office 365, and iCloud. |
| Time Zone Detection | Automatically adjusts meeting times for participants in different time zones. |
| Meeting Types | Supports one-on-one, group, round-robin, and collective scheduling. |
| Custom Workflows | Automates follow-ups, reminders, and confirmations with personalised branding. |
| Integrations | Connects with Zoom, Microsoft Teams, Slack, Salesforce, HubSpot, and more. |
| Payment Integration | Accepts payments via Stripe or PayPal for paid consultations. |
| Mobile App | Manage scheduling on iOS and Android. |
| Buffer Times | Adds breaks between meetings to prevent back-to-back scheduling. |
| Analytics & Reporting | Tracks meeting activity and team performance. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic bookings, single event type |
| Standard | $10/month | Automation, multiple event types |
| Teams | $16/month | Round-robin logic, team scheduling tools |
| Enterprise | $15,000/year | Advanced support, analytics and security features |
Pros and Cons
| Pros | Cons |
|---|---|
| Eliminates email back-and-forth | Advanced workflows only on Premium plans |
| Supports solo entrepreneurs and teams | The free plan is very limited. |
| Robust integration with popular tools | Some key integrations require higher tiers |
| Custom branding for professionalism | Learning curve for advanced settings |
| Payment processing for paid sessions | Limited offline and desktop functionality |
| Strong automation for reminders and follow-ups | Lacks built-in video conferencing |
| Great for service-based businesses | It can get expensive for large teams |
See also: Best Business Tools And Software For Entrepreneurs
2. Doodle
Doodle is a versatile scheduling tool that simplifies group meeting coordination. It is ideal for entrepreneurs managing teams or client meetings across multiple time zones.
Instead of long email chains, Doodle offers polls where participants pick suitable time slots, making it a favourite for collaborative scheduling.
Key Features
| Feature | Description |
|---|---|
| Group Polling | It allows participants to vote on preferred time slots for meetings. |
| Calendar Integrations | Syncs with Google, Outlook, Office 365, and iCal. |
| Time Zone Adjustment | Automatically detects and adjusts for participant time zones. |
| Custom Branding | Allows personalised branding for business accounts. |
| Integrations | Connects with Zoom, Microsoft Teams, and Slack. |
| Automatic Reminders | Sends reminders to reduce no-shows. |
| One-on-One Scheduling | Enables private meeting setup alongside group polls. |
| Mobile App | Available on iOS and Android for scheduling on the go. |
| Ad-Free Experience | Available for paid plans to provide a professional look. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic polls, calendar sync, advertisements |
| Pro | $6.95 | Ad-free experience, custom branding, unlimited polls |
| Teams | $8.95 | Admin tools, analytics, improved integrations |
Pros and Cons
| Pros | Cons |
| Simplifies group scheduling via consensus polls | Lacks comprehensive automation found in tools like Calendly or Acuity |
| No signup necessary for participants enhances ease of use | Free version includes ads, diminishing professionalism |
| Integrates with multiple calendar platforms for seamless updates | Booking form functionality is limited compared to advanced tools |
| Budget-friendly for small teams and external scheduling needs | Not ideal for intake forms, payment collection or branded workflows |
3. Asana Calendar
Asana is primarily a project management tool, but its built-in calendar view makes it an excellent choice for entrepreneurs who want to manage schedules and tasks in one place.
It is ideal for teams needing visibility into deadlines, task dependencies, and project timelines, all while keeping everything integrated within a single platform.
Key Features
| Feature | Description |
|---|---|
| Calendar View | Visualises tasks and deadlines on a calendar for better scheduling. |
| Project and Task Management | Organise tasks, projects, and subtasks with due dates and priorities. |
| Integrations | Connects with Google Calendar, Outlook, Slack, Zoom, and over 200 apps. |
| Team Collaboration | Assign tasks, comment, and share files for seamless team communication. |
| Recurring Tasks | Automate repetitive tasks for efficiency. |
| Timeline View | Displays tasks in a Gantt-style chart for project tracking. |
| Custom Fields | Tailor tasks with custom fields for detailed project tracking. |
| Workload Management | Balances team workload to avoid overbooking. |
| Mobile App | Manage tasks and calendar on iOS and Android. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic task and project views, calendar integration |
| Standard | $10.99 | Timeline view, workflow rules, unlimited dashboards |
| Advanced | $24.99 | Portfolios, workload management, advanced integrations |
| Enterprise | Custom | Enhanced security, single sign‑on and enterprise support |
Pros and Cons
| Pros | Cons |
|---|---|
| Combines scheduling with project management, reducing the need for multiple tools. | Steeper learning curve compared to simple scheduling apps like Calendly. |
| Excellent for team collaboration with comments, file sharing, and task assignments. | The free version lacks advanced features like timeline and workload view. |
| Integrates with over 200 tools, including Google Calendar and Slack. | Limited to task-based scheduling and not ideal for direct appointment booking. |
| Calendar, Timeline, and List views make project planning flexible. | It can feel overwhelming for solopreneurs who only need simple scheduling. |
| Strong reporting and workload management for growing teams. | Advanced features such as portfolio tracking require expensive plans. |
| Automates recurring tasks, reducing manual work for repetitive scheduling. | Not optimised for external client bookings. It is better for internal team use. |
| The mobile app enables on-the-go access to tasks and schedules. | Requires significant setup time for customised workflows. |
4. Google Calendar
Google Calendar is one of the most widely used calendar and scheduling tools, trusted by entrepreneurs and businesses for its simplicity and robust integrations.
It is ideal for organising appointments, scheduling meetings, and syncing events across multiple devices.
As part of Google Workspace, it integrates seamlessly with Gmail, Google Meet, and other productivity tools, making it a go-to solution for both individuals and teams.
Key Features
| Feature | Description |
|---|---|
| Multi-Calendar Management | Create and manage multiple calendars for personal, business, or project use. |
| Seamless Integration | Works with Gmail, Google Meet, Zoom, Slack, and third-party apps. |
| Time Zone Support | Automatically adjusts meeting times across global teams. |
| Shared Calendars | Share calendars with team members for better coordination. |
| Smart Scheduling | It suggests meeting times based on the availability of participants. |
| Reminders & Notifications | Custom notifications via email or mobile alerts. |
| Recurring Events | Automates repetitive meetings or tasks. |
| Color-Coded Calendars | Organise events by colour for easy identification. |
| Offline Access | View and edit calendars offline through Chrome. |
| Mobile App | Full functionality on iOS and Android devices. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic bookings, single event type |
| Business Starter | $6 | Automation, multiple event types |
| Business Standard | $12 | Standard calendar views, sharing and reminders |
| Business Plus | $18 | Business features, shared resources, Meet and Chat access |
| Enterprise | Custom | Custom pricing, tailored to specific business needs |
Pros and Cons
| Pros | Cons |
|---|---|
| Free to use with robust features for individuals and small businesses. | Lacks advanced automation like payment integration or workflows. |
| Seamlessly integrates with Google Workspace and third-party tools. | Limited branding and personalisation options for client-facing businesses. |
| Real-time sync across all devices ensures up-to-date scheduling. | It does not natively support external client booking without add-ons. |
| Smart scheduling feature suggests the best meeting times automatically. | It can feel basic for businesses needing advanced scheduling capabilities. |
| Excellent for teams using Gmail and Google Meet for collaboration. | Analytics and reporting are minimal compared to premium tools. |
| Offline mode ensures accessibility without an internet connection. | Requires plugins or integrations for CRM and marketing tools. |
| Highly secure with Google’s encryption and privacy measures. | The interface can become cluttered for users managing multiple calendars. |
5. Microsoft Outlook Calendar
Microsoft Outlook Calendar is a trusted scheduling tool widely used by businesses that rely on Microsoft 365. It is designed for professionals who want powerful email integration, team collaboration, and enterprise-level security.
Entrepreneurs and growing businesses use Outlook Calendar to manage meetings, share availability, and integrate seamlessly with tools like Teams, OneDrive, and SharePoint.
Key Features
| Feature | Description |
|---|---|
| Email Integration | Built directly into Outlook for effortless scheduling via email. |
| Shared Calendars | Share calendars with teams for transparency and coordination. |
| Group Scheduling Assistant | Suggests available time slots for multiple participants. |
| Recurring Events | Automates repetitive meetings and tasks. |
| Time Zone Management | Supports global scheduling with automatic time zone conversion. |
| Task & Calendar Sync | Combines email, tasks, and calendar in one platform. |
| Integrations | Works with Microsoft Teams, OneDrive, SharePoint, and 3rd-party apps. |
| Mobile Access | Full functionality on iOS and Android via the Outlook app. |
| Privacy & Permissions | Advanced sharing settings for viewing/editing permissions. |
| Offline Access | Calendar access and updates without an internet connection. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic email and calendar services |
| Microsoft 365 Business Basic | $1.99 | Email, Outlook, SharePoint, Teams, and Calendar |
| Microsoft 365 Personal | $9.99 | Includes all features of Basic, plus the ability to install Outlook on multiple devices |
| Microsoft 365 Family | $12.99 | Allows up to six people to share the subscription and includes all features of Personal |
| Microsoft 365 Business Basic | $7.20 | Advanced admin controls, security, and analytics |
Pros and Cons
| Pros | Cons |
|---|---|
| Seamless integration with Microsoft 365 suite (Word, Excel, Teams, etc.). | Limited automation for client scheduling compared to tools like Calendly. |
| Enterprise-level security and compliance features for data protection. | The free version is restricted; most features require a Microsoft 365 subscription. |
| Built-in email and calendar for a unified experience. | It can feel overly complex for small businesses or solopreneurs. |
| Excellent for managing team schedules and shared calendars. | The user interface can feel outdated compared to newer scheduling tools. |
| Offline functionality ensures accessibility at all times. | Lacks built-in payment collection and advanced workflows. |
| Ideal for corporate environments with a strong Microsoft ecosystem. | The mobile experience is not as streamlined as Google Calendar. |
| Smart scheduling assistant saves time for team coordination. | Requires subscription for integrations with advanced third-party apps. |
6. Acuity Scheduling
Acuity Scheduling is a robust scheduling tool designed for service-based entrepreneurs, coaches, and consultants who need more than just a calendar.
It allows clients to self-book, pay for sessions, and receive automated reminders, making it a favourite for businesses that monetise time and appointments.
Key Features
| Feature | Description |
|---|---|
| Client Self-Scheduling | It lets clients book their own appointments based on real-time availability. |
| Calendar Sync | Integrates with Google Calendar, Outlook, iCloud, and Office 365. |
| Payment Integration | Accepts payments via PayPal, Stripe, and Square at the time of booking. |
| Custom Branding | Add business logos, colours, and personalised booking pages. |
| Automated Notifications | Sends reminders, confirmations, and follow-ups via email or SMS. |
| Group & Class Scheduling | Supports class bookings and group sessions. |
| Package & Membership Options | Offers bundles, subscriptions, and recurring appointment plans. |
| Timezone Conversion | Automatically adjusts for global clients. |
| Integrations | Works with Zoom, Google Meet, Mailchimp, QuickBooks, and Zapier. |
| Mobile App | Manage bookings on the go for iOS and Android. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic bookings, single calendar |
| Emerging | $16 | Intake forms, custom branding, reminders |
| Growing | $27 | Group events, memberships, advanced integrations |
| Powerhouse | $49 | Full access, multiple locations, premium support |
Pros and Cons
| Pros | Cons |
|---|---|
| Allows clients to self-schedule, reducing back-and-forth communication. | The free plan is basic. Premium plans are necessary for full features. |
| Built-in payment processing makes it perfect for paid appointments. | It can feel overwhelming for beginners due to the depth of its features. |
| Supports classes, workshops, and group sessions for trainers and coaches. | The interface is not as sleek as that of some competitors, such as Calendly. |
| Robust customisation for branding and booking workflows. | SMS reminders may require extra costs. |
| Extensive integration with CRMs, email marketing tools, and accounting apps. | Limited reporting compared to enterprise scheduling software. |
| Automates reminders and follow-ups, reducing no-shows. | Slightly more expensive than basic scheduling tools for small businesses. |
| Offers membership and package options for recurring revenue. | Lacks advanced team scheduling like round-robin. |
7. Microsoft Bookings
Microsoft Bookings is a scheduling tool tailored for businesses using Microsoft 365. It simplifies appointment management by allowing clients to book services online, while automatically syncing schedules with Outlook and Teams.
It is ideal for entrepreneurs, consultants, and service-based businesses that want a professional, integrated booking experience.
Key Features
| Feature | Description |
|---|---|
| Online Booking Page | Customisable booking page for clients to schedule appointments. |
| Calendar Sync | Syncs with Outlook Calendar and Microsoft Teams for real-time availability. |
| Automated Notifications | Sends email confirmations and reminders to reduce no-shows. |
| Multiple Staff Management | Assigns appointments to different team members based on availability. |
| Customisable Services | Add service descriptions, duration, pricing, and staff preferences. |
| Time Zone Support | Automatically adjusts for clients in different regions. |
| Integrations | Works with Microsoft 365 tools and third-party apps via Zapier. |
| Payment Integration | Supports payments through integration with PayPal (limited). |
| Multi-Device Access | Accessible via web and mobile apps on iOS and Android. |
| Data Security | Built-in compliance with Microsoft’s enterprise security standards. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic bookings, single calendar |
| Microsoft 365 Business Basic | $6 | Bookings, Outlook, Teams, SharePoint and more |
| Microsoft 365 Business Standard | $12.50 | Office suite with advanced business tools |
| Microsoft 365 Business Premium | $22 | Full access, multiple locations, premium support |
Pros and Cons
| Pros | Cons |
|---|---|
| Seamless integration with Outlook, Teams, and other Microsoft 365 apps. | Only available with Microsoft 365 Business subscriptions. |
| Customisable booking pages for a professional client experience. | Limited advanced automation compared to tools like Acuity. |
| Supports multiple staff and service types for flexibility. | Payment options are basic and less flexible than most competitors. |
| Automated reminders reduce no-shows significantly. | The interface is less intuitive for non-Microsoft users. |
| Built-in compliance and security for sensitive data. | Lacks deep branding and customisation options. |
| Mobile-friendly for both staff and clients. | Limited third-party integrations outside the Microsoft ecosystem. |
| Great for businesses already using Microsoft 365. | Not ideal for businesses using non-Microsoft tools extensively. |
See also: 25 Free Google Tools For Businesses
8. Fantastical
Fantastical is a premium calendar app designed for Apple users who want a sleek, intuitive scheduling experience.
It offers advanced features like natural language event creation, time zone support, and deep integration with macOS, iOS, and Apple Watch. Ideal for entrepreneurs who value design, simplicity, and Apple ecosystem compatibility.
Key Features
| Feature | Description |
|---|---|
| Natural Language Input | Create events by typing in plain language (e.g., “Meeting with John at 3 PM”). |
| Multiple Calendar Support | Manage multiple calendars across iCloud, Google, Exchange, and more. |
| Integration with Apple Ecosystem | Works seamlessly with macOS, iOS, iPadOS, and Apple Watch. |
| Time Zone Support | Automatically adjusts events for different time zones. |
| Tasks Integration | Syncs with Reminders and Todoist for task management. |
| Conference Call Links | Auto-detects Zoom, Google Meet, Teams links in event descriptions. |
| Widgets & Shortcuts | Customisable widgets for quick access on iPhone and Mac. |
| Templates & Event Duplication | Save time by creating event templates for recurring schedules. |
| Weather Forecasts | Displays local weather alongside your calendar view. |
| Team Scheduling | Share availability and schedule group meetings easily. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic functionality |
| Individual | $16 | Includes advanced features |
| Family | $27 | Shared features, advanced collaboration |
| Business | $49 | Full access for teams and businesses |
Pros and Cons
| Pros | Cons |
|---|---|
| Sleek, user-friendly design tailored for Apple users. | Only available on Apple devices with no Windows or Android support. |
| Natural language input speeds up event creation. | Premium subscription required for full functionality. |
| Integrates with all major calendars (Google, iCloud, Exchange, etc.). | Lacks built-in payment processing for client bookings. |
| Excellent time zone and conference link detection for remote work. | Limited collaboration features compared to tools like Asana or ClickUp. |
| Advanced widgets and shortcuts for quick scheduling. | Slight learning curve for using advanced customisation options. |
| Syncs tasks with Reminders and third-party apps like Todoist. | No in-app video conferencing; it relies on external integrations only. |
| Provides weather data for better planning. | Pricing is higher than most calendar-only apps. |
9. Teamup Calendar
Teamup Calendar is a flexible scheduling solution designed for teams that need a shared calendar without requiring user accounts for everyone.
It is great for businesses, nonprofits, and project-based teams that need to manage events, tasks, and resource bookings in one place. Its colour-coded calendars and custom access permissions make it highly collaborative.
Key Features
| Feature | Description |
|---|---|
| Shared Calendars Without Accounts | Users can access the calendar via a unique link with no login required. |
| Colour-Coded Sub-Calendars | Organise events by teams, projects, or resources with distinct colours. |
| Custom Access Permissions | Assign view-only or edit access for better control. |
| Time Zone Support | Automatically adjusts for global team scheduling. |
| Recurring Events | Set up repeating tasks or appointments with ease. |
| File Attachments | Attach documents, images, and notes to events. |
| Mobile Access | Apps for iOS and Android ensure scheduling on-the-go. |
| Integrations via iCal Feed | Sync with external calendars like Google Calendar, Outlook, and Apple Calendar. |
| Event Sign-Up Feature | Participants can sign up for events directly on Teamup. |
| API & Webhooks | Allows custom integrations for advanced functionality. |
Pricing
| Plan | Price | Details |
| Basic | Free | Basic calendar access, limited to monthly events |
| Pro | $25 | Unlimited events, calendar duplication, more views |
| Plus | Custom | Enhanced permissions, account management and support |
Pros and Cons
| Pros | Cons |
|---|---|
| Easy to share with users with no login required, ideal for large groups. | No built-in payment processing for bookings. |
| Colour-coded sub-calendars provide clarity for multi-project teams. | Lacks robust task automation compared to project management tools. |
| Custom access levels improve security and prevent unwanted edits. | The free version has limited features and sub-calendars. |
| Works well for resource booking, team schedules, and event planning. | The interface is less modern compared to apps like Fantastical. |
| Offline access and mobile apps make it highly flexible. | Limited third-party integrations beyond iCal feed. |
| The event sign-up feature is great for classes, workshops, or attendance. | Not as feature-rich for analytics and reporting as enterprise solutions. |
| API and webhooks allow developers to create custom solutions. | No advanced client scheduling workflows like reminders or follow-ups. |
10. HubSpot Meetings
HubSpot Meetings is a scheduling tool integrated with HubSpot’s CRM, making it a powerful option for entrepreneurs focused on sales, marketing, and client relationship management.
It allows prospects or clients to book meetings directly from your website or email, and automatically logs meeting details into the CRM, reducing manual work and improving follow-up efficiency.
Key Features
| Feature | Description |
|---|---|
| CRM Integration | Syncs seamlessly with HubSpot CRM to capture meeting data automatically. |
| Calendar Sync | Works with Google Calendar and Office 365 for real-time availability. |
| Personalised Scheduling Links | Create custom booking links for individuals or teams. |
| Group Meeting Links | Round-robin and team meeting options for shared availability. |
| Embedded Scheduling Widget | Add booking forms to your website, landing pages, or email signatures. |
| Automated Notifications | Sends reminders and confirmations to reduce no-shows. |
| Custom Form Fields | Collect relevant information before booking. |
| Integrations | Connects with HubSpot Sales, Marketing tools, Zoom, and other CRMs via Zapier. |
| Mobile-Friendly Access | Clients can book meetings easily on any device. |
| Free & Paid Plans | Basic features available for free; advanced features via HubSpot Sales/CRM plans. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic meeting links and HubSpot free CRM |
| Starter | $20 | Scheduling automation, more meeting types |
| Professional | $90 | Advanced CRM features, analytics and team workflows |
| Enterprise | $150 | Full access to multiple features |
Pros and Cons
| Pros | Cons |
|---|---|
| Perfect for businesses using HubSpot CRM. It eliminates manual data entry. | Advanced features require a paid HubSpot subscription. |
| Combines scheduling with lead generation by capturing client data upfront. | Limited standalone functionality. It is best when paired with the HubSpot ecosystem. |
| Round-robin scheduling is ideal for sales teams or multi-person departments. | Payment processing is not supported for bookings. |
| Embedded forms on websites increase meeting bookings directly from visitors. | Lacks deep branding customisation compared to dedicated booking tools. |
| Strong integration with Zoom and other video platforms. | It can feel excessive for solopreneurs who don’t use HubSpot CRM. |
| The free version is robust for basic scheduling needs. | Reporting and analytics are minimal in the free plan. |
| Syncs seamlessly with Google and Outlook calendars. | Setup requires familiarity with HubSpot settings. |
11. YouCanBook.me
YouCanBook.me is a straightforward and flexible scheduling tool designed for entrepreneurs and teams who want a client-friendly booking experience.
It syncs with your existing calendar (Google or Outlook), automatically detects availability, and integrates with key business tools for streamlined scheduling. Its strength lies in branding options, team scheduling, and automation.
Key Features
| Feature | Description |
|---|---|
| Calendar Sync | Integrates with Google Calendar and Microsoft Outlook for real-time availability. |
| Custom Booking Pages | Fully customisable booking pages with branding, logos, and colours. |
| Automated Notifications | Sends confirmations, reminders, and follow-ups via email and SMS. |
| Time Zone Detection | Automatically adjusts for clients in different regions. |
| Payment Integration | Accepts payments through Stripe at the time of booking. |
| Team Scheduling | Supports round-robin and pooled availability for multiple team members. |
| Custom Forms | Collect client details before the meeting. |
| Integrations | Works with Zapier, Zoom, MS Teams, Google Meet, and CRM systems. |
| Booking Limits & Buffers | Controls how often and when clients can book appointments. |
| Mobile Optimisation | Booking pages are responsive and mobile-friendly for clients on the go. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic booking link and notifications |
| Individual | $7.20 | Customised calendar and booking pages |
| Professional | $10.40 | Branding, reminders, SMS notifications |
| Team | $14.40 | Multiple users, calendar integration, advanced support |
Pros and Cons
| Pros | Cons |
|---|---|
| Easy to use for entrepreneurs and teams with minimal setup. | The free plan is limited. Most features require paid plans. |
| Fully customisable booking pages for professional branding. | Interface isn’t as modern as competitors like Calendly or Fantastical. |
| Offers payment integration for monetising bookings. | No built-in analytics dashboard for advanced reporting. |
| Supports round-robin scheduling for multiple staff availability. | Lacks deep CRM integration compared to HubSpot Meetings. |
| Automated confirmations and SMS/email reminders reduce no-shows. | Setup for advanced workflows may require Zapier or similar tools. |
| Integrates with major video platforms like Zoom and MS Teams. | The mobile app for admins is limited compared to others like Acuity. |
| Affordable compared to some premium scheduling solutions. | No offline functionality. It requires the internet to manage bookings. |
12. SavvyCal
SavvyCal is a modern scheduling tool that prioritises a great experience for both the entrepreneur and the client. It stands out with its ability to let invitees overlay their calendars during booking, making it easier to find a mutually convenient time.
It is ideal for consultants, freelancers, and teams who want flexibility and personalisation in scheduling.
Key Features
| Feature | Description |
|---|---|
| Calendar Overlay for Invitees | Invitees can overlay their calendars for easier scheduling. |
| Calendar Sync | Works with Google Calendar, Outlook, and iCloud for real-time availability. |
| Multiple Meeting Types | Offers one-on-one, group, and round-robin scheduling. |
| Customisable Booking Links | Branded and personalised booking pages for a professional experience. |
| Team Scheduling | Coordinate availability for multiple team members. |
| Time Zone Support | Automatic time zone adjustments for global meetings. |
| Buffer Times & Limits | Prevents back-to-back meetings with smart scheduling controls. |
| Integration with Video Platforms | Works with Zoom, Google Meet, and Microsoft Teams. |
| Payment Integration | Supports Stripe for collecting payments during booking. |
| Integrations via Zapier | Connects to CRM, email marketing tools, and workflow automation. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic bookings, single calendar |
| Basic | $12 | Shared links, round-robin, custom branding |
| Premium | $20 | API access, advanced security and team features |
Pros and Cons
| Pros | Cons |
| Elegant interface with collaborative scheduling approach | Not as widely adopted as Calendly or Acuity in mainstream usage |
| Intelligent fallback scheduling for teams helps avoid conflicts | Pricing is higher than simpler booking tools |
| Perfect for entrepreneurial teams sharing availability across projects or departments | Analytics and insights are less extensive than enterprise-level tools |
| Branding and customisation enhance professional image | Limited support for payment collection or event packages |
| Syncs across all major calendar platforms reliably | Lacks built-in intake forms or advanced workflow automations |
13. Motion
Motion is an AI-powered productivity and scheduling tool that automatically plans your day by prioritising tasks and meetings.
It is more than just a calendar; it is an intelligent assistant for entrepreneurs and teams who want to maximise efficiency.
Motion uses algorithms to rearrange tasks dynamically, ensuring you meet deadlines while maintaining flexibility.
Key Features
| Feature | Description |
|---|---|
| AI Task Scheduling | Automatically prioritises and reschedules tasks based on urgency and deadlines. |
| Integrated Calendar | Combines tasks and events in a single view for better time management. |
| Multiple Calendar Sync | Syncs with Google Calendar and Microsoft Outlook. |
| Dynamic Rescheduling | AI adjusts your day if new meetings or tasks are added. |
| Meeting Scheduler | Suggests optimal times for meetings without manual back-and-forth. |
| Project Management Features | Assign tasks, set deadlines, and monitor progress for teams. |
| Focus Time Blocking | Automatically creates blocks for deep work sessions. |
| Recurring Tasks & Deadlines | Handles repetitive scheduling efficiently. |
| Mobile & Web Access | Available on iOS, Android, and web. |
| Integration with Popular Tools | Works with Slack, Zoom, and project management platforms. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic bookings, single calendar |
| Individual | $19-34 | AI scheduling, task optimisations, meeting links |
| Team | $12-20 | Team scheduling, advanced integrations |
| Enterprise | Custom | Organisation-wide automation, support and analytics |
Pros and Cons
| Pros | Cons |
|---|---|
| AI automation saves time by prioritising and reorganising schedules. | Premium pricing compared to standard calendar apps. |
| Combines task management, meetings, and calendar in one platform. | Lacks a free version; only paid plans available. |
| Dynamic rescheduling ensures deadlines are met despite changes. | Can feel overwhelming for users who prefer manual control. |
| Great for busy entrepreneurs and teams managing complex workloads. | Limited offline functionality. It depends heavily on cloud sync. |
| Integration with Slack, Zoom, and major calendars. | Requires onboarding to leverage AI features fully. |
| Focus time blocking promotes productivity and reduces distractions. | Not ideal for businesses that only need basic appointment booking. |
| Suitable for remote teams needing real-time schedule adjustments. | Learning curve for users unfamiliar with AI-driven tools. |
14. Zoho Calendar
Zoho Calendar is part of the Zoho ecosystem, offering an efficient scheduling solution for entrepreneurs and businesses that want a simple, collaborative, and cost-effective tool.
It is great for managing team events, sharing calendars, and integrating with other Zoho apps, making it ideal for businesses already using Zoho CRM or Zoho Workplace.
Key Features
| Feature | Description |
|---|---|
| Multiple Calendar Management | Create and manage personal, group, and resource calendars. |
| Integration with Zoho Suite | Syncs with Zoho CRM, Zoho Mail, and Zoho Meeting for a seamless experience. |
| Third-Party Integrations | Works with Google Calendar and Outlook via CalDAV. |
| Event Invitations | Send and manage invites with RSVP tracking. |
| Resource Booking | Reserve meeting rooms and resources within the calendar. |
| Recurring Events | Set up repeating meetings for easy scheduling. |
| Custom Access Permissions | Share calendars with specific users or groups with tailored access levels. |
| Time Zone Support | Automatically adjusts events for different regions. |
| Public Calendar Sharing | Share a calendar publicly or embed it on websites. |
| Mobile Access | Access on the go via iOS and Android apps. |
Pricing
| Plan | Price | Details |
| Express | $7 | Basic bookings and calendar suitable for small teams |
| Standard | $14 | Extra automation, branding, email/SMS reminders |
| Professional | $23 | Team routing, integrations with CRM and invoicing |
| Enterprise | $40 | Full access, multiple locations, premium support |
Pros and Cons
| Pros | Cons |
|---|---|
| Free to use with strong functionality for individuals and small teams. | Lacks built-in client booking pages for external appointments. |
| Works seamlessly with the Zoho ecosystem (CRM, Mail, Projects). | Not as intuitive or visually appealing as premium tools like Fantastical. |
| Supports multiple calendars and shared access for better team visibility. | Advanced automation and workflows require a Zoho One subscription. |
| Public calendar sharing is great for events and announcements. | Limited native integrations outside Zoho apps. |
| Allows booking of rooms and resources within the calendar. | No integrated payment system for paid appointments. |
| Strong security and custom permissions for controlled access. | Setup complexity for users new to Zoho tools. |
| Offers mobile apps for on-the-go scheduling. | No advanced analytics or reporting dashboard. |
15. Monday.com
Monday.com is a versatile work operating system (Work OS) that combines project management and scheduling features in one platform.
Its calendar and scheduling functions are ideal for entrepreneurs and teams managing multiple projects, deadlines, and meetings in a highly visual way.
With its customisable workflows and automation, Monday.com is perfect for businesses that want more than just a basic calendar.
Key Features
| Feature | Description |
|---|---|
| Calendar View | Displays tasks, deadlines, and events in an easy-to-read calendar format. |
| Project Management | Manage tasks, assign owners, set deadlines, and track progress. |
| Automation | Automates repetitive scheduling tasks and notifications. |
| Multiple Views | Switch between Calendar, Gantt, Kanban, and Timeline views for flexibility. |
| Integrations | Connects with Google Calendar, Outlook, Slack, Zoom, and over 40+ apps. |
| Custom Dashboards | Create dashboards to visualise schedules and project timelines. |
| Recurring Tasks | Set up repeating tasks and reminders automatically. |
| Collaboration Tools | Share updates, comments, and files within tasks or boards. |
| Mobile App | Full functionality on iOS and Android devices. |
| Workload Management | Balances team workloads to prevent overbooking. |
Pricing
| Plan | Price | Details |
| Free | Free | Basic bookings, single calendar |
| Basic | $12 | Unlimited boards, simple automations, basic calendar/timeline views |
| Standard | $14 | Timeline view, integrations, advanced search |
| Pro | $79.99 | Time tracking, dashboards, advanced automation |
Pros and Cons
| Pros | Cons |
|---|---|
| Combines scheduling and full project management in one platform. | It can feel overwhelming for businesses needing only simple scheduling. |
| Highly customisable dashboards and workflows for different industries. | Advanced features require higher-tier plans, making it pricey. |
| Multiple views (Calendar, Gantt, Kanban) for better flexibility. | No dedicated appointment booking page for clients. |
| Strong integration ecosystem with popular tools and apps. | Steeper learning curve compared to basic tools like Google Calendar. |
| Automation saves time on repetitive scheduling tasks. | Requires time to set up and customise for optimal use. |
| Excellent for teams needing real-time collaboration and updates. | Limited offline access and a cloud-based platform. |
| Mobile-friendly for remote work and team scheduling. | Paid plans start higher than simpler scheduling apps. |
See also: 11 Best Planner Apps For Entrepreneurs To Organise And Plan
Choosing the Right Tool for Your Needs
With so many options available, selecting the best calendar or scheduling tool depends on your business size, workflow, and priorities.
Whether you need advanced automation, payment integration, or team scheduling, the right choice should align with your goals and simplify your workflow, not complicate it.
| Criteria | What to Consider | Why It Matters |
| Scheduling Complexity | Do you need simple bookings, round-robin availability, group polls, or recurring events? | Your scheduling flow determines if you need simple tools or feature-rich tools |
| Integration Needs | Compatibility with tools like Google Calendar, Zoom, CRMs, and payment platforms | Seamless integration saves time and reduces manual work across business operations |
| Automation and Reminders | Does it send automated confirmations, reminders, follow-ups, and cancellations? | Improves client experience and minimises no-shows |
| Support and Learning Curve | Is support readily available, and how quickly can your team get up to speed? | Important for fast implementation, especially if time or technical knowledge is limited |
| Security and Privacy | Data protection protocols, GDPR compliance, and secure meeting links | Essential when handling sensitive client or business information |
How to Make the Most of Your Tool
Selecting from the best calendar and scheduling tools for entrepreneurs is just the beginning. To truly maximise the value these tools offer, entrepreneurs and teams need to use them with intention and strategy.
Below is a practical table outlining how entrepreneurs and their teams can optimise their use of calendar and scheduling tools to get the best return on investment and performance.
| Tip | Description |
|---|---|
| Sync All Your Calendars | Connect all personal and business calendars to avoid conflicts and double-bookings. |
| Automate Notifications and Reminders | Reduce no-shows with automatic email or SMS confirmations and reminders. |
| Customise Your Booking Pages | Add branding, colours, and service details for a professional client experience. |
| Leverage Integrations | Connect with CRMs, payment gateways, and video tools like Zoom or Teams. |
| Set Buffer Times | Add gaps between meetings for preparation and to prevent burnout. |
| Use Analytics and Reporting | Track performance metrics to optimise schedules and improve business decisions. |
| Optimise for Mobile | Install the mobile app to manage appointments on the go. |
| Regularly Update Availability | Keep your calendar accurate to avoid confusion and missed opportunities. |
Conclusion
Choosing the right calendar and scheduling tool can transform how you manage time, clients, and team collaboration. If you need advanced automation, payment integration, or simple calendar syncing, there is a solution tailored to your business needs.
Pick a tool that aligns with your workflow and use the optimisation tips to get the most out of it—because for entrepreneurs, every minute counts.
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Frequently Asked Questions (FAQs)
What are calendar and scheduling tools for entrepreneurs?
Calendar and scheduling tools for entrepreneurs are software platforms that help business owners organise meetings, manage appointments, automate reminders, and streamline team collaboration through smart time management features.
Why do entrepreneurs need calendar and scheduling tools?
Entrepreneurs rely on these tools to stay organised, eliminate scheduling conflicts, and improve productivity, especially when managing clients, deadlines, and team communications.
What features should I look for in a calendar and scheduling tool?
Look for features like automated scheduling, integration with video conferencing platforms, real-time collaboration, timezone management, mobile accessibility, and analytics.
Are free calendar tools good enough for business use?
Some free tools, like Google Calendar or Zoho Calendar, offer sufficient features for basic use. However, premium options often provide more robust automation, team functionalities, and integrations suited for business operations.
Can calendar tools be used for team scheduling?
Yes, many calendar platforms are built with team collaboration in mind. Tools like Teamup, Asana, and ClickUp allow multiple users to view, edit, and coordinate shared schedules efficiently.
How secure are calendar and scheduling tools?
Most reputable scheduling tools offer enterprise-grade encryption, GDPR compliance, and secure user authentication. Always review a platform’s privacy policy and data handling practices.
What are the benefits of using calendar tools over manual scheduling?
These tools reduce double bookings, streamline communications, automate reminders, and save time spent on back-and-forth emails or phone calls.
Can I integrate scheduling tools with my CRM or website?
Yes, many platforms integrate seamlessly with CRMs like HubSpot and Salesforce, as well as website builders like WordPress and Wix, allowing clients to book directly from your site.
What is the best calendar and scheduling tool for solo entrepreneurs?
Solo founders often prefer Calendly, Setmore, or TidyCal because of their simplicity, cost-effectiveness, and ability to automate client bookings.
Can I use multiple calendar tools at once?
Yes, but it is best to integrate them properly. Many platforms sync with one another, but using too many separately without syncing can cause confusion and overlap.
