Best Appointment Scheduling Software for Small Businesses

Never miss an appointment again

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Appointment scheduling software helps small businesses automate calendar management. This software has a wide variety of functions and can be used by small business owners in just about any industry. It can help you be more organized, use your time more efficiently, and ensure you don’t miss an important appointment again. Appointment scheduling software can also help you view employees’ and team members’ appointments so you can better work together. 

There are hundreds of appointment scheduling software on the market for small businesses. We reviewed more than a dozen of them before choosing the top contenders. We compared the features they offer, how easy it is to get set up, pricing, customer service, and more. Keep reading to find out more about appointment scheduling software and how it can help your small business.

The Best Appointment Scheduling Software for Small Businesses for 2021

Best Appointment Scheduling Software for Small Businesses
Best Appointment Scheduling Software for Small Businesses

Best Overall : Acuity Scheduling


Acuity Scheduling

 Acuity Scheduling

Why We Chose It: Powerful plans with robust features, affordable pricing, and helpful customer service make Acuity Scheduling our top pick.

What We Like
  • Seven-day free trial

  • Easy to customize

  • Sends branded booking confirmations to clients

What We Don’t Like
  • Calendar view formatting could be improved

  • Some customers reported occasional error messages

Founded in 2006 as an online appointment scheduling software, Acuity Scheduling grew five times its size in three years and was acquired by Squarespace. It’s cloud-based and also available as apps for Androids, iPhones, and iPads. It’s easy to use and set up and is designed to act as a personal assistant for your business. It can be used by all industries but is especially helpful for appointment-based businesses, sales companies, and businesses that offer classes with set times. 

Some of Acuity’s features include organizing your schedule, organizing client information, and sending out customized branded appointment reminders to customers. It can also sync and share your calendar and can accept online payments from Stripe, PayPal, and Square. A unique feature is that it can offer gift cards, memberships, and packages. 

There is a free seven-day trial with no credit card required. Once the trial expires, pricing starts at $15 per month for a basic account with only one user. For larger organizations with multiple locations, there’s a $25-per-month plan that includes six users, and the $50-per-month plan includes 36 users. A 10% discount is offered for paying annually. 

Customer support is included online and over the phone and has positive reviews for how helpful and knowledgeable the agents are.

Best for Calendar Customization : Calendly


Calendly

 Calendly

Why We Chose It: Calendly is easy to set up and includes calendar customization for up to six calendars at a time.

What We Like
  • Time zone detection, so no mishaps with appointment times

  • Syncs with multiple calendar programs

  • Includes buffer times between appointments

What We Don’t Like
  • Pricing is per user, so can get expensive with larger teams or businesses

  • Free plan doesn’t include most features you need

Calendly is headquartered in the greater Atlanta area and was founded in 2013. It’s a private company with a valuation of over $3 billion. It was developed as a scheduling software that lets users streamline their appointment schedules. 

Users can customize calendars based on the preferences they set up, and the software includes time zone detection, which can help prevent errors or missed meetings if attendees live in different time zones. It also has a feature for buffering between meetings so you can take a break before the next meeting starts, and you can set up other customizations including secret events, no last-minute meetings, and daily limits that cap the number of meetings or appointments per day. 

The software has a lot of features and tools that are available to users and includes a free plan with basic features as well as paid plans with more features. The free plan is only good for one user and only includes calendar integrations, event scheduling with custom links, event notifications, and a few integrations. Plans with more available features and integrations range from $8 to $12 per user per month. There is a free 14-day trial available that includes all the features. 

You can connect with up to six of your Google, Outlook, Office 365, or iCloud calendars so you're never double-booked. It’s cloud-based and offers apps for Android and iPhones. 

Users rave about the plethora of features and syncing with multiple calendars.

Best for Payment Integration : 10to8


10to8

 10to8

Why We Chose It: With more than 500 integrations and multiple features, 10to8 helps set up appointments and take online payments.

What We Like
  • Customizable questionnaires

  • Booking site can be added to a web page or social media accounts

  • Pay as your business grows

What We Don’t Like
  • Support is only available online with most plans

  • Free plan doesn’t include branding

More than 50,000 businesses around the world use 10to8 as their small business appointment scheduling software. The company was founded in 2011 as an online booking system that is designed to be professional, powerful, and make online bookings happen.  

The company offers a free starter plan for small businesses with limited features and up to 100 scheduled appointments per month. Plans then go by tier and are $9.60, $20, and $40 per month. If you have a large business that needs more than 600 appointments per month, you can contact the company directly for an enterprise plan that comes with “bespoke” pricing.  

10to8 can be used by anyone with no training and can be accessed from any device at any time. You can use it to sync calendars, coordinate with your staff, and it seamlessly accepts online payments through Stripe and PayPal. It can also be integrated with more than 500 other apps including WordPress, Insightly, Zoom, QuickBooks Online, and more. 

Customer service is available online. Users like all of the integration options and that you can increase your tier plan as your business expands in size.

Best for Sole Proprietors and Freelancers : Square Appointments


Square

Square

Why We Chose It: Square Appointments is an integrated POS (point of sale) that comes with online scheduling and is free for individual users.

What We Like
  • Easily add to any of your Square products

  • Freelancers and sole proprietors can use it for free

  • Can book recurring appointments

What We Don’t Like
  • No upfront pricing details for businesses with more than 10 employees

  • Website could go into more detail on the features

Square was founded in 2009 in St. Louis and launched its first app in 2010. It was initially a small, white card reader that combined merchant services and mobile payments into one easy-to-use service. Today, it’s a publicly traded company and offers POS, appointment scheduling software, sales tracking, inventory management, and more. Square Appointments is part of the Square family and focuses on keeping track of appointments for individuals, small businesses, and freelancers. 

The service is easy to set up and free to use for one user, and two to five users pay $50 per month. Six to 10 users costs $90 per month, and if your company has more than 10 users you need to contact them directly for customized pricing. 

Square Appointments can be used on your register, iPad, Android, or iPhone app. It’s cloud-based and works with any business that needs appointment booking capabilities. It comes with a free online booking website, automated email and text reminders, and a Google calendar sync. It also creates an enforceable late or missed appointment fee. 

Square is a reputable company with positive reviews about its innovative technology and ability to have all of its products and services used together.

Best for Sales : Appointlet


Appointlet

 Appointlet

Why We Chose It: Appointlet is meant to increase sales by automating appointments and eliminating back-and-forth email volleys.

What We Like
  • Free plan includes virtual meeting integrations

  • Free trial with no credit card required

  • Calendar can be in your sales funnel

What We Don’t Like
  • Free plan has limited features

  • Doesn’t integrate with PayPal

Appointlet was founded in 2012 with a mission of putting an end to scheduling madness and email overload. The company is made up of a small team and is based in Portland, Oregon. It’s designed to be simple and easy to set up. 

Appointlet is cloud-based and can be used on any device. You can customize your appointment schedule and booking page and share it with your customers and prospects. It’s ideal for sales because you can spend more time on sales and less time going back and forth scheduling meetings and appointments. 

Some features include custom branding, booking pages available in multiple languages, customizable reminders and confirmations, calendar syncing, and integration throughout your sales funnel. Customers can book an appointment with you at the peak of their interest so your conversion and closed-sales rates should increase. It also shortens your sales cycle by saving time and performing fewer administration tasks. 

There is a basic plan that is free and a premium plan that is $8 per month per member. A free trial is offered for 15 days with no required credit card. 

Support is available via chat, online, and over the phone.

Best for Teams : Setmore


Setmore

Setmore

Why We Chose It: Setmore is ideal for teams and supports up to four users on its free plan, and it also takes online payments.

What We Like
  • Option to display reviews from satisfied customers

  • Customers can book one-on-one appointments or group classes online

  • Bookings straight from social media

What We Don’t Like
  • Tiered pricing is a bit confusing

  • Doesn’t integrate with PayPal

Setmore was founded in 2011 as an offshoot of its parent company Full Creative. It was designed to fulfill the need for online scheduling for non-techies, so it’s purposefully designed to be easy to use for customers, employees, and business owners. It wants to help you better connect with your customers and not waste time on administration tasks or back-and-forth emails. 

It’s commonly used by retail businesses, beauty salons, barbershops, sales teams, and more. You can manage all of your appointments through one online calendar, and it can be used on all mobile devices, tablets, and computers. In addition, you can secure online payments and display customer reviews. Reminders come in through email and text messages, and online booking is available through social media as well as your website. 

Up to four users can use the software for free and get unlimited appointments, making it ideal as an affordable option for small teams. If you have more than four users, you can choose a tiered plan. You can choose a Pro account which costs $9 per user per month or the Premium option for $12 per user per month (only available for one to two users) but offers more features including payments with Stripe. The paid plans come with a 30-day money-back guarantee, and if you opt for annual payments instead of monthly, you’ll get a 45% savings off your selected plan. 

Setmore believes in the importance of giving back and gives 1% of its revenue to planting trees around the world.

Final Verdict

We recommended the best appointment scheduling software for small businesses and all of our recommendations have valid pros and cons. Some software is free, others are paid, and some offer a free trial period. Features vary and so do amounts of users and available tools. 

Overall, we recommend looking at Acuity Scheduling. The company has extensive experience, offers affordably priced plans and a lot of helpful features, and is easy to set up.

Compare Providers

Company Category Why We Chose It Standout Feature Cost
Acuity Scheduling Best Overall Affordable plans with lots of features and a free trial Offers gift cards and memberships $15-$50/month for multiple users
Calendly Best for Calendar Customization Easy to customize your calendar Time zone detection $8-$12/user/month
10to8 Best for Payment Integration Offers seamless payment integration Can connect with more than 500 apps Free to $40/month based on number of appointments
Square Appointments Best for Sole Proprietors and Freelancers Free for individuals, so ideal for freelancers Integrates with other Square products Free to $90/month
Appointlet Best for Sales Customers can book during peak interest, so ideal for sales Integrate scheduling page into your website and emails Free to $8/month/member
Setmore Best for Teams Add video links to appointments, which is ideal for teams Customizes your virtual office with logos, URLs, and colors $9/user/month+

Frequently Asked Questions 

What Does Appointment Scheduling Software Do?

Appointment scheduling software has a variety of features but the most basic one is that it helps organize your calendar by setting up appointments. It shows customers your openings, allows them to schedule an appointment, and sends notifications to you and them to remind them of the appointment date and time. 

This software can also create custom templates, send out branded company information, and sync your calendar. Additional features include accepting payments through third-party apps and additional integrations such as video conferencing. 

How Much Does Appointment Scheduling Software Cost?

Appointment scheduling software varies in features, tools, and pricing. Some software is completely free to use, other software offers free trials, and other software may charge anywhere from $15 per month to more than $90 per month. Pricing typically depends on the number of users and locations your business has. A solopreneur will pay less than a business with multiple employees. 

When Is It Worth Paying for Appointment Scheduling Software? 

It’s generally worth paying for appointment scheduling software if you own an appointment-based business where you need to keep track of multiple appointments, such as a yoga studio or a real estate business. 

If you’re just starting out or only need software for one user, you can try out a free option first or even look into a free trial to see if it has the features you need. Spending money on appointment scheduling software can typically save you money in the long run by not missing appointments or having scheduling conflicts. 

What Are the Advantages of Using Appointment Scheduling Software?

Appointment scheduling software has the following advantages:

  • Helps you better prioritize your time
  • Automated tasks so you do less busywork
  • Increases productivity 
  • Monitor employee and team appointments
  • Sends appointment reminders so you don’t miss anything important 
  • Increases efficiency and accuracy 

Methodology

As is the case with so many types of software, there are hundreds of options to choose from. We reviewed more than a dozen of the best appointment scheduling software before deciding on the top choices. We compared the software based on features, pricing, ease of use, customer service, overall reviews, and more. We also considered the reputability of the company as well as the software setup process. 

All of our top picks offered both paid and free options with appointment scheduling and extra features that can be used by a wide array of business types and industries.