5 Reasons Why You Need to Use Software for Scheduling Meetings

Finding the right software for scheduling meetings should be on your immediate to-do list.


At a first glance, planning meetings might seem like a straightforward task that doesn’t require automation. But as responsibilities pile up, and meetings become more frequent, there is only a matter of time before you get double booked and overwhelmed as a result of poor time management.


You might not realize how much time and effort you put into planning all your meetings, checking your availability, and following up on calls until you start using a meeting scheduler. 


That is why today we are going to introduce you to a new and improved way to manage your schedule, get booked with ease, and provide a better experience for your customers.


Let’s get started!


What Is a Meeting Scheduler?


An appointment scheduling software is a tool used by business professionals to schedule meetings, manage their availability, and provide a means for their clients to book appointments at a mutually convenient meeting time. 


It’s essentially a calendar customized by the owner and shared with other interested parties that want to book a meeting.


Meeting schedulers are beneficial for both businesses and customers at the same time. While business professionals use scheduling tools to save time, stay organized and get in touch with prospects, customers use booking solutions to interact with their providers and solve personal matters.


Meet the Best Free Meeting Scheduler Software: ACE Meetings


ACE Meetings is a booking solution that allows you to keep track of your availability, book meetings efficiently, and schedule your communication from one place.


ACE Meetings Shared Calendar


Book appointments without the hassle: send the booking link, find the best time to meet, and book the call.


Get started with ACE Meetings for free!


With ACE Meetings you can have access to features that allow you to:  


  • Manage your availability: Show only the time slots that work for you, limit how many bookings you can accept each day, and set buffers in between meetings. 
  • Get booked by your clients: Embed the calendar on your website and allow your customers to book meetings at mutually convenient times.
  • Schedule confirmations, reminders, and follow-ups: Eliminate the back-and-forth communication that comes with planning meetings. Schedule confirmations, reminders, and follow-ups to avoid no-shows, boost conversions, and gather relevant meeting details from your invitees.
  • Connect your existing planning tools: Connect your personal and work calendars to ACE Meetings to have a better view of your availability and avoid booking multiple meetings at once. You can also integrate your video conferencing apps to generate and hop on calls faster than ever.
  • Invite your team to ACE Meetings: Invite multiple team members, assign roles and make sure all new users have their own calendar open for new customer bookings.


If you are planning to start using a meeting scheduler, start with ACE Meetings. Try the free plan to get used to the tool and upgrade to a paid plan only if you need access to advanced features such as group meetings and meeting analytics.


ACE Meetings paid plans start at only $6/month for monthly plans and $4/month for yearly plans.


What Are the Benefits of Using a Meeting Scheduling Tool? 


Are you considering using an appointment scheduling tool for your booking needs, but you are not totally sold on the idea? If you ask us, you are missing out on a lot of advantages that will make your job much easier.


Using a meeting scheduling tool brings you the following benefits:


  1. Saves time
  2. Keeps you in control of your availability
  3. Enhances the customer experience
  4. Reduces the number of no-shows
  5. Improves team collaboration


Now, let’s explore the advantages of using a meeting scheduler app in more detail!


1. Saves Time


Meeting scheduling tools help you design a seamless booking system that saves you time and effort.


By using a scheduling platform, you will be able to cut out the back-and-forth communication that occurs before and after meetings.


Here are the examples of communication forms you can schedule with ACE Meetings:


  • Confirmations
  • Cancelations
  • Reminders
  • Follow-ups


ACE Meetings buffers, confiramtions and reminders


With ACE Meetings you can avoid no-shows by scheduling email and SMS confirmations, reminders, and follow-ups.


Get started with ACE Meetings for free!


Moreover, scheduling solutions allow you to build a booking form with questions and gather information from your invitees before meetings. As a result, you will have all the data you need to make the most out of client bookings (either for solving customer issues or identifying taking points that will boost conversions).


With an appointment scheduling tool, you can also save time by planning your booking schedule weeks ahead of time.


2. Keeps You in Control of Your Availability


Meeting scheduling apps are perfect for keeping track of your bookings and appointments. 


Many of them integrate with other calendars you are already using, allowing you to oversee events and calls you might have scheduled in previous weeks. As a result, you won’t have to worry about forgetting to join certain calls and missing out on profitable business opportunities.


However, just because you don’t want to miss out on important client appointments doesn’t mean you have to overcrowd your schedule with back-to-back online meetings. In fact, you want to give yourself time to rest and bring your A-game for the next appointment.


To make sure your meeting scheduler works for you and not against you, there are certain settings you can make to set boundaries and take control over your availability.


For instance, here are the ACE Meetings features you can use to design an optimized booking schedule:


  • Preferred times: Before sharing your calendar with your clients, make sure you highlight the timeslots that work best for you.
  • Buffer times: Add padding times in between meetings and allow yourself time to relax and get ready for a new appointment.
  • Meeting duration: Set expectations and adjust the meeting duration before your clients make a booking.
  • Scheduling conditions: To avoid last-minute virtual meetings, restrict your clients from booking appointments a few hours before your schedule window or limit the number of meeting requests you can accept in a day.


ACE Meetings preferred times


With ACE Meetings, you can control your availability and avoid overbooking your schedule by using buffers and daily limits to your advantage.


Start using ACE Meetings for free!


3. Enhances the Customer Experience


By using an online booking solution to schedule meetings, you do yourself a favor while also offering a smooth customer experience.


Remember to make sure you opt for a meeting scheduler that can be embedded on your website. This will help you turn your visitors into valuable prospects with just one call.


Most scheduling tools allow you to customize your booking page, meeting link, and communication. This way, you can avoid generic messages, offer a personalized customer experience and convince your prospects to seal the deal.


4. Reduces the Number of No-Shows


Picture this: you spent an hour of your time crafting the best pitch for your next appointment. The notes are flawless, your wi-fi is doing its part, you have placed yourself in the best lighting you could find, and then…your client doesn’t join the call.


This heartbreaking plot twist can be avoided with a little planning. More exactly, scheduling confirmations and reminders before meetings to make sure your invitees:


  1. Remember the appointment
  2. Have the opportunity to cancel beforehand
  3. Can reschedule the call before it’s too late


The best part? You don’t have to spend time sending several emails before a meeting, you can automate the process straight from your calendar.


5. Improves Team Management and Collaboration


More bookings. More clients. More profit.


As your business keeps growing, you have to invest in a scheduling solution that supports your growing business needs. Luckily, with meeting scheduler tools like ACE Meetings, you can invite other users and create multiple calendars for your team members.


ACE Meetings multiple users


Invite your team to ACE Meetings and book more customer calls in less time.


Start using ACE Meetings for free!


Whether you need help providing customer support, negotiating with business partners, or carrying out interviews, you can rely on your team to share the responsibility and help your business grow.


What Makes a Meeting Scheduling Software Great?


Now that you understand the importance of using a meeting scheduler, it’s time to learn how to choose the best software for your business.


Here are the five most important qualities you need to look for in a scheduling app:


  1. Ease of use
  2. Time-saving features
  3. Integrations that simplify the meeting scheduling process
  4. Value for money
  5. Quality customer support


Let’s get into a little more detail, shall we?


1. Ease of Use


Before choosing a meeting scheduler, you have to pay attention to the user interface. Do you know how to navigate it even with no previous experience? How much will it take you to learn how to use it?


Why is this important? Well, you don’t want to waste time dealing with a strenuous learning curve, especially while also having to train your team at the same time. Not to mention that your scheduling software will also be used by your clients, so you have to make sure they can book meetings seamlessly.


2. Time-Saving Features


Effective meeting scheduler apps centralize your planning tasks in one place and automate the process of booking meetings. Doing all your scheduling manually or relying on other apps to finalize the booking process are signs you need to switch to a better online booking solution.


Here are the time-saving functionalities you should look for in your next meeting planner:


  1. Managing all your calendars from the same dashboard
  2. Establishing a standard meetings schedule for the upcoming weeks at once
  3. Scheduling confirmations, meeting reminders, and follow-ups ahead of time


With these three features, you will be able to save time when checking your availability, creating your schedule, and communicating with your invitees.


3. Helpful Integrations 


Chances are, you might have some important scheduled meetings lingering on your Google Calendar or other platforms you don’t want to miss. 


To avoid losing sight of any client or team meetings scheduled on other calendars, make sure you choose a scheduler that integrates with your most used meeting tools, such as Zoom or Google Meet.


This way, you will be able to track your availability with ease and generate call links in no time.


4. Value for Money 


As you search for the best online booking solution for you, keep in mind your budget. While there are quite a few free options available, you might want to access features that are only included in paid plans.


Start by making a list of your must-have features. Then, start researching compatible scheduling tools and compare prices to ensure you choose the one that offers the most value for your money.


5. Quality Customer Support


Aside from helpful features and affordable price points, there is one more essential aspect you need to research before settling on one meeting scheduler: customer service support.


As with any other platform, you might encounter challenges, require help using certain features, or simply need more information about the tool. In these cases, you need to make sure you can rely on the customer support team to provide assistance in a helpful and timely manner.


Your chosen provider should offer support through multiple channels (email, chat, calls) and have positive reviews from happy customers.


Simplify Your Planning with ACE Meetings


It’s enough to schedule a meeting once with a booking solution to realize the impact it will have on your daily scheduler.


Not only will you save time and have complete control over your availability, but you will also provide a better experience for your clients.


So, what are you waiting for? Start using ACE Meetings for free and see if it’s the right fit for you. With affordable plans, time-saving features, and powerful integrations, ACE Meetings will definitely tick every requirement on your list.