Top 10 Group Calendar Scheduling Apps for 2025 [+ AI Tools]

If it takes an average of eight emails to schedule a single one-on-one meeting with a client, how many would it take to find the best time for an entire team to meet with the same client?

You guessed it. Too many. Good thing group calendar scheduling tools exist to cut that down to one email.

Sure, your plain old digital calendar already makes meeting scheduling easy but group calendars? They help you spend more time preparing for productive discussions instead of playing email tag.

Looking for the perfect group calendar app for your team? We highlight ten of the best ones in this article. And because knowing how to use them is as important as having them, we’ll also show you how to make the best out of them for team-wide productivity.

Table of Contents

• 10 Best Calendar Scheduling Apps for Group Meetings
• Calendar Scheduling Apps: Pros and Cons
• How to Choose the Best Calendar Scheduler Apps
• Benefits of Group Calendar Scheduling Apps
• Best AI Scheduling Assistant

10 Best Calendar Scheduling Apps for Group Meetings

1. Cirrus Insight Team Scheduling

2. Calendly

3. Cal.com

4. Doodle

5. Motion

6. Chili Piper

7. HubSpot Meeting Scheduler

8. YouCanBook.me

9. SavvyCal

10. Zoho Bookings

1. Cirrus Insight Team Scheduling

Best for: Salesforce users, sales teams, internal collaboration, consultants

Free Trial: Yes

Plan Price: starting at $14/user/per month.

Cirrus Insight Integrations: Salesforce, Google Calendar, Microsoft 365, Microsoft Outlook.

Scheduling a meeting with a customer and some people in your team? With Cirrus Insight Team Scheduling, you can send the customer a link that displays open time slots for all team members regardless of location.

Some additional features of Cirrus Insight:

1. Shareable Links: Generate links to share in your emails, websites or wherever you want.
2. Booking Slots: Hand-pick what time slots to display in your emails for recipients to choose from.
3. Custom View: Limit your availability to a specific start and close date range when sending personalized calendar links.
4. Buffer Time: Prevent last-minute meetings with the Time Between Meetings and Booking Buffer settings.
5. Team Customization: Choose to automatically accept or decline when someone on your team adds you to a shared Team Calendar, edit members of your Team Schedule or delete it completely.
6. Lead Routing: Route website visitors to the appropriate person's calendar using custom rules like geography, product expertise or simply availability.
7. Sales Activity Tracking/Reporting: Collect sales activity and turn it into actionable insights to increase sales.

See Cirrus Insight in action

2. Calendly

Best for: Freelancers, small teams, client-facing roles

Free Team Plan: No

Base Paid Plan Price: $20/seat per month.

Calendly Integrations: Salesforce, Google Workspace, Slack, LinkedIn, Microsoft Teams, Microsoft Outlook, Intercom, HubSpot.

Calendly brings teams into one virtual location without scheduling hassles.

3. Cal.com

Best for: Developers, privacy-conscious users, flexible team structures

Free Team Plan: No

Base Paid Plan Price: $15/seat per month.

Cal.com Integrations: Salesforce, Google Calendar, Apple Calendar, Microsoft Outlook.

Cal.com offers a calendar for group scheduling with customization features. 

Cal.com integrates with your work and personal calendars to prevent scheduling conflicts and lets you organize your daily schedule by limiting how many times you’re available per event.

4. Doodle

Best for: Large groups, decision-by-committee scheduling

Free Team Plan: No

Base Paid Plan Price: $19.95/seat per month.

Doodle Integrations: Google Calendar, Outlook Calendar, Microsoft Teams, Google Meet, Zoom, Zapier, iCloud, Webex.

Doodle makes scheduling group meetings more interesting with its Poll feature, which lets you invite multiple people to vote on what the best time to hold a meeting is — instead of asking and waiting for decisions over a chain of emails.

With Doodle, you can also schedule events and export user responses from inbuilt Sign-up Sheets to an Excel sheet or PDF.

5. Motion Meeting Scheduler

Best for: Project managers, productivity-focused teams

Free Team Plan: No

Base Paid Plan Price: $20/user per month.

Motion Integrations: Zapier, Zoom, Google Meet, Outlook Calendar, Google Calendar.

Motion is an AI-powered project management tool that doubles as a group calendar scheduling app.

The built-in Meeting Scheduler feature allows teams to coordinate meetings by providing visibility into each member's availability. Group members can also set individual preferences for ideal meeting times and limit the number of meetings they are available for in a day.

6. Chili Piper

Best for: B2B sales teams, high-velocity inbound lead routing

Free Team Plan: No

Base Paid Plan Price: $22.50/user per month.

Chili Piper Integrations: Salesforce, HubSpot, Google, Outlook, Zoom.

Chili Piper routes meetings to the right rep based on CRM data and ensures fast follow-up after form submissions

7. HubSpot Meeting Scheduler

Best for: Existing HubSpot users, small-to-mid-sized teams

Free Team Plan: No

Base Paid Plan Price: Included with HubSpot Sales Hub (starting at $20/month)

HubSpot Meeting Scheduler Integrations: Google Calendar, Outlook, Zoom, HubSpot CRM

Lets users embed calendar links in emails, automate CRM data capture, and align meetings with the sales funnel.

8. YouCanBook.me

Best for: Educators, service professionals, global teams

Free Team Plan: Yes

Base Paid Plan Price: $12/user/month

YouCanBook.me Integrations: Google Calendar, Microsoft Outlook, Zoom

Offers timezone flexibility and custom booking forms, making it ideal for international clients or remote teams.

9. SavvyCal

Best for: Consultants, personal brands, client-facing freelancers

Free Team Plan: No

Base Paid Plan Price: $12/month

SavvyCal Integrations: Google Calendar, Outlook, Zoom, Stripe, Zapier

SavvyCal makes the booking process collaborative, allowing recipients to overlay their own calendar when picking times.

10. Zoho Bookings

Best for: Teams using the Zoho suite, SMBs

Free Team Plan: Yes

Base Paid Plan Price: Free for basic use; paid plans from $6/user/month

Zoho Bookings Integrations: Zoho apps, Zoom, Google Calendar, Microsoft Outlook

Part of the Zoho ecosystem, this scheduler supports automatic calendar sync and multi-location appointment logic.

Calendar Scheduling Apps: Pros and Cons

How to Choose the Calendar Scheduler Apps [Best for Your Team Needs]

Choosing the right calendar scheduling app can make or break your team’s efficiency. Whether you're coordinating across departments, booking external sales meetings, or managing inbound leads, the best tool should align with how your team works, who you’re meeting with, and what your tech stack looks like.

Key Requirements for Team-Focused Scheduling Apps:

When evaluating a calendar scheduler, consider the following:

• Team Availability Detection: Supports pooled or round-robin booking across multiple calendars.

• CRM and Tool Integrations: Syncs seamlessly with your CRM (e.g., Salesforce, HubSpot) and productivity tools (e.g., Zoom, Slack).

• Custom Booking Links: Allows creation of team-based or individual shareable links with brand customization.

• Access Control & Routing Logic: Lets you assign meetings based on role, geography, or skillset.

• Automated Reminders and Notifications: Reduces no-shows and keeps all parties on track.

• Multi-timezone Support: Essential for remote or global teams.

• Reporting and Analytics: Provides visibility into scheduling trends, meeting volume, and performance.

• Affordability at Scale: Offers team-friendly pricing and admin controls for centralized management.

Common Use Cases for Team Scheduling Apps:

• Sales Teams booking external discovery or demo calls

• Customer Success coordinating onboarding or support check-ins

• Internal Teams managing recurring syncs or project standups

• Consultants or Agencies coordinating with multiple clients

• Recruiters managing interviews across departments

• Event Organizers coordinating panels or sessions

Best Calendar Scheduling App for External Meetings

Use Case: Sales teams, consultants, recruiters
Top Picks: Cirrus Insight, Calendly, Chili Piper

External scheduling tools should provide polished, shareable links and integrate with CRMs to keep pipelines updated. Look for routing logic, time zone detection, and branded booking pages.

Best Free Calendar Scheduling App for Small Teams

Use Case: Freelancers, startups, educators
Top Picks: YouCanBook.me, Zoho Bookings (Free Plan), Calendly (Basic)

These platforms cover the basics—1:1 booking, calendar syncing, and limited branding—without the cost. Ideal for low-volume schedulers or those just getting started.

Best All-in-One Scheduling and Project Management App

Use Case: Cross-functional teams, agencies, ops managers
Top Picks: Motion, Cal.com (with customization)

Need to align meetings with tasks, priorities, and deadlines? Apps like Motion combine scheduling and task automation to keep everyone focused and organized.

Best Internal Meetings App

Use Case: Department heads, remote teams, cross-functional syncs
Top Picks: Cirrus Insight, HubSpot Scheduler

For teams focused on recurring meetings or project planning, internal scheduling tools should prioritize pooled availability, easy calendar controls, and integration with collaboration tools like Slack or Outlook.

Benefits of Group Calendar Scheduling Apps

Negotiating meeting times with more than one person is an uphill battle. With one-click visibility into everyone's schedules, group calendar scheduling apps make it easy to plan meetings with many internal employees and external participants like prospects or customers.

Self-Service Scheduling

Letting guests book meetings with you on their own reduces the manual admin burden you’d deal with otherwise, leaving you and your team more time to prepare for the meeting.

Integration With Your Favorite Apps

From CRM to video conferencing tools and even other calendars, a shared calendar app fits snugly into your existing workflows. This means you don't have to bloat your tech stack in a bid to streamline scheduling.

Availability Sharing

Choose what times to show you’re free without revealing the details of your other commitments. You get to maintain privacy while still being 100% transparent about your availability.

Booking Slots

Take availability sharing up a notch with booking slots. Group calendar apps let you create predefined time slots for others to book appointments with you.

Custom Controls

Block off focus time, set working hours or non-working days, limit the number of bookings per time, and create separate booking categories for different teams or projects.

Custom calendar controls eliminate scheduling conflicts and double bookings, especially with multiple calendars.

Meeting History and Trends

See who was in what meeting, how long it lasted, and more. Tracking group meeting trends with shared calendar apps highlights patterns you can use to make your meetings more effective and even improve your sales process.

Best AI Scheduling Assistant

AI scheduling assistants are changing the way teams coordinate meetings by automating the most time-consuming parts of the process—suggesting ideal times, rescheduling on the fly, and even understanding natural language inputs like “Book something with Tanner next Thursday afternoon.” These tools eliminate back-and-forth, free up time, and ensure smarter calendar management.

What Makes an AI Scheduling Assistant Different?

Unlike standard schedulers, AI-powered assistants actively analyze your behavior, preferences, and team patterns to suggest the best meeting times automatically. Here's what sets them apart:

• Intelligent Time Suggestions: AI recommends optimal time slots based on team availability, focus time, and meeting fatigue.

• Automated Rescheduling: If someone cancels or a conflict arises, AI can auto-select a new time and notify participants.

• Natural Language Input: Users can say or type phrases like “Find 30 minutes with Sarah next week” and the assistant handles the rest.

• Calendar Conflict Resolution: AI helps minimize overlapping meetings, unnecessary context switching, and double-booking.

• Time Protection: Some tools block out focus hours and limit the number of meetings per day or week.

Leading AI Scheduling Assistants in 2025

Meeting AI by Cirrus Insight

Best for: Sales teams, customer-facing roles, and Salesforce users
Meeting AI automates pre-call research and suggests times based on rep and customer availability, while also updating Salesforce automatically.
Business Impact:

• Saves reps hours per week in manual prep

• Reduces scheduling delays and context-switching

• Ensures high-value meetings are prioritized
  Learn more about Meeting AI

Motion

Best for: Teams balancing meetings with task management
Motion uses AI to schedule your day, intelligently slotting in meetings and tasks based on urgency and availability.
Business Impact:

• Reduces calendar overload

• Automatically reschedules based on shifting priorities

• Helps users regain up to 2 hours per day in productivity

Clockwise

Best for: Mid-to-large internal teams focused on deep work
Clockwise dynamically moves meetings to open up long blocks of uninterrupted time, especially for engineers and creators.
Business Impact:

• Creates 20–40% more focus time

• Syncs team schedules to reduce fragmentation

• Integrates with Slack to show real-time availability

Reclaim

Best for: Individual contributors and small teams with recurring routines
Reclaim schedules recurring tasks, habits, and meetings automatically—so you never forget to block lunch, workouts, or heads-down work.
Business Impact:

• Boosts personal time management

• Minimizes burnout by reserving mental recharge time

• Flexible rules reduce calendar chaos without manual micromanaging

AI scheduling assistants don’t just book meetings—they protect your team’s most valuable asset: time. Whether you’re booking with prospects, balancing deep work, or managing projects, the right AI assistant helps turn busy calendars into focused ones.

Frequently Asked Questions (FAQs)

When To Use A Collaborative Calendar

Use a collaborative calendar when your team needs to:

• Coordinate meetings across multiple people or departments

• Share availability transparently to avoid double bookings

• Plan projects or events requiring input from several contributors

Why Use A Collaborative Calendar?

Collaborative calendars improve team efficiency by:

• Reducing scheduling conflicts and unnecessary emails

• Keeping everyone aligned on deadlines and meeting times

• Enabling real-time updates and easy access from anywhere

What is the Best Group Calendar App?

The best group calendar app depends on your needs, but top options include:

• Cirrus Insight for Salesforce integration and sales teams

• Calendly for ease of use and wide third-party integrations

• Doodle for scheduling large group meetings via polls

• Motion for combining scheduling with project management

How Do I Create a Shared Calendar for Scheduling?

• Choose a calendar platform (Google Calendar, Outlook, etc.)

• Create a new calendar and set sharing permissions with your team

• Use scheduling tools or booking links that pull availability from that shared calendar

• Encourage your team to keep their calendars updated for accuracy

Does Google Have a Group Scheduling Tool?

Yes, Google Workspace offers:

• Google Calendar’s “Find a Time” feature to see attendees’ availability and propose meeting times

• Google Meet integration for video conferencing

• Third-party add-ons like Calendly or Doodle can also sync with Google Calendar for enhanced group scheduling