Trying to decide between Calendly vs Google Calendar for scheduling your appointments? The back-and-forth of scheduling meetings wastes valuable time and energy in today's busy digital world. Both Calendly and Google Calendar Appointment Scheduler offer solutions to this problem, but each has distinct advantages. In this guide, we'll compare these popular scheduling tools and introduce Zeeg, a cost-effective alternative that combines the best features of both platforms while offering enhanced privacy and customization options.
Understanding the basics
What is Google Calendar Appointment Scheduler?
Google Calendar Appointment Scheduler is a built-in scheduling feature within Google Calendar that lets users create bookable appointment slots. It's directly integrated into the Google Workspace ecosystem, making it a natural extension for those already using Google's productivity tools. The feature enables you to set available time slots that others can book through a shareable link.
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What is Calendly?
Calendly is a dedicated scheduling platform designed to eliminate the scheduling ping-pong. Unlike Google Calendar, which is primarily a calendar management tool with scheduling capabilities, Calendly is purpose-built for appointment scheduling. You share your Calendly link, others book a meeting with you. It integrates with your existing calendar (including Google Calendar) to automate the booking process based on your availability.
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Calendly vs Google Calendar: Overall feature comparison
Feature comparison in detail: Calendly vs Google Calendar
Let's examine how Calendly vs Google Calendar appointment scheduling features stack up against each other:
User interface and ease of use
Google Calendar works better for: Users already familiar with the Google ecosystem who prefer a simpler interface.
Google Calendar's appointment scheduling feature maintains the clean, minimalist design that characterizes Google's products. For existing Google Workspace users, there's virtually no learning curve—you simply create an appointment schedule within your calendar and share the link.
Calendly works better for: Those who want a dedicated scheduling interface with more intuitive booking management.
Calendly offers a more specialized interface designed specifically for scheduling. The dashboard provides clear visibility of all your scheduled meetings, event types, and workflows in one place. While there is a slight learning curve for new users, the platform is intuitive once you understand its structure.
Calendar management
Google Calendar works better for: Holistic schedule management across personal and professional commitments.
Google Calendar excels at providing a comprehensive view of your entire schedule. You can see all your appointments, meetings, and personal commitments in a single interface, making it easier to manage your time holistically. Google Calendar's color-coding and various view options (day, week, month) help visualize your schedule effectively.
Calendly works better for: Managing complex booking rules and availability patterns.
While Calendly doesn't provide the same holistic calendar view, it offers superior tools for managing your availability specifically for bookings. You can set buffer times between meetings, define daily meeting limits, and create complex availability rules that accommodate various schedules. Calendly also checks your connected calendars behind the scenes to prevent double-bookings.
Scheduling capabilities
Google Calendar works better for: Basic scheduling needs with straightforward availability patterns.
Google Calendar's appointment scheduling feature handles standard scheduling needs efficiently. You can create appointment slots, set recurring availability, and share your booking link. However, each schedule type requires a separate booking page, which can become unwieldy if you need multiple meeting types.
Calendly works better for: Advanced scheduling with multiple event types and complex availability rules.
Calendly stands out with its great scheduling capabilities. You can create unlimited event types with different durations, buffer times, and availability rules on paid plans. The platform allows for round-robin scheduling among team members, one-off meeting polls, and collective scheduling for multiple hosts or attendees. These advanced features make Calendly interesting for businesses with complex scheduling needs.
Customization options
Google Calendar works better for: Users who prefer simplicity over customization.
Google Calendar offers limited customization for booking pages. You can add a title and description, but there are few options to brand the page or create a personalized experience. The booking page maintains Google's standard look and feel, which is recognizable but lacks personality.
Calendly works better for: Creating branded, customized booking experiences.
Calendly provides extensive customization options, especially on paid plans. You can add your logo, create custom URLs, set brand colors, and remove Calendly branding. The platform also allows you to add custom questions to qualification forms, enabling you to gather important information before meetings. This level of customization creates a more professional and branded booking experience.
Team collaboration
Google Calendar works better for: Small teams with simple scheduling needs.
Google Calendar allows for shared calendars and up to 20 co-hosts on appointment schedules, but its team features are relatively basic. You can see team members' availability if they've shared their calendars with you, but there's limited functionality for complex team scheduling scenarios.
Calendly works better for: Teams requiring advanced scheduling coordination.
Calendly offers team collaboration features, especially on its Teams and Enterprise plans. Round-robin scheduling automatically distributes meetings among team members, while routing forms ensure the right team member is assigned based on the invitee's needs. Teams can also enforce consistent branding, create admin-managed events, and organize team members into groups with different permissions. For sales teams, customer service departments, or any group managing numerous meetings, Calendly's team features provide significant advantages.
Integrations
Google Calendar works better for: Deep integration with the Google Workspace ecosystem.
Google Calendar naturally excels at integrating with other Google tools. Appointments automatically include Google Meet links for virtual meetings, and there's seamless integration with Gmail for sending invites and reminders. However, integration with non-Google tools is limited without using third-party automation services like Zapier.
Calendly works better for: Broad integration across multiple tools and platforms.
Calendly offers over 100 native integrations with popular business tools, including video conferencing platforms (Zoom, Microsoft Teams), CRM systems (Salesforce, HubSpot), payment processors (Stripe, PayPal), and marketing automation tools (Mailchimp, Marketo). These integrations enable workflows that extend beyond simple scheduling, such as collecting payments for consultations or updating customer records after meetings.
Notifications and reminders
Google Calendar works better for: Basic notification needs with minimal customization.
Google Calendar sends standard email notifications for appointments and allows for setting basic reminders. These notifications maintain Google's standard format and offer limited customization options. For many users, these basic notifications are sufficient, especially when combined with Google Calendar's built-in reminder system.
Calendly works better for: Advanced, customizable communication workflows.
Calendly offers more sophisticated notification capabilities, especially on paid plans. You can set up automated email and SMS reminders at customizable intervals before meetings. The platform also supports post-meeting follow-ups and allows for personalization of all communications. These features help reduce no-shows and create a more professional communication experience around your meetings.
Mobile support
Google Calendar works better for: Seamless mobile experience within the Google ecosystem.
Google Calendar's mobile app is pretty near, and well-integrated with Android devices, offering a smooth experience for managing appointments on the go. The app provides push notifications, easy calendar management, and access to appointment schedules. For iOS users, the experience is also quite good, though with slightly fewer integrations than on Android.
Calendly works better for: Dedicated scheduling functionality on mobile.
Calendly offers a mobile app and a responsive web interface that works well on smartphones and tablets. The mobile experience focuses specifically on scheduling functionality rather than general calendar management. Mobile apps and browser extensions make it easy to share your availability links from anywhere, whether you're using iOS or Android.
Analytics and reporting
Google Calendar works better for: Basic insights about how you spend your time.
Google Calendar provides some time insights that help you understand how you're allocating your hours, but these features focus more on personal productivity than on scheduling analytics. There's limited data available specifically about your scheduled appointments.
Calendly works better for: Comprehensive scheduling analytics and business insights.
Calendly offers more detailed analytics, particularly useful for teams. You can track metrics like popular meeting times, cancellation rates, and booking sources. For businesses using scheduling as part of their sales or customer service processes, these insights can drive important optimizations and improvements.
Security and privacy
Google Calendar works better for: Users already committed to Google's security ecosystem.
Google Calendar benefits from Google's security infrastructure and compliance certifications. For organizations already using Google Workspace with established security policies, keeping scheduling within the same ecosystem can simplify compliance and security management.
Calendly works better for: Enterprises requiring specific scheduling-related security features.
Calendly offers specialized security features for scheduling, including SAML Single Sign-On (SSO), data deletion APIs for compliance, and domain control for enterprise accounts. For organizations with specific security requirements around scheduling, Calendly's purpose-built security features may provide advantages.
Calendly vs Google Calendar pricing comparison
Understanding the pricing structure is crucial for making an informed decision, especially for businesses managing multiple users.
Google Calendar Appointment Scheduler pricing
Google Calendar's appointment scheduling feature is included with Google Workspace subscriptions, except for the Business Starter plan. Here's a breakdown of Google Workspace pricing:
- Business Starter: €6.80 per user/month (appointment scheduling NOT included)
- Business Standard: €13.60 per user/month (includes appointment scheduling)
- Business Plus: €21.10 per user/month (includes appointment scheduling)
- Enterprise: Custom pricing (includes appointment scheduling)
Calendly pricing
Calendly offers a free plan with basic features and several paid tiers:
- Free: Always free (basic features, 1 event type, 1 calendar connection)
- Standard: $10 per seat/month (unlimited event types, advanced integrations)
- Teams: $16 per seat/month (team scheduling features, workflows)
- Enterprise: Starts at $15k/year (SSO, advanced security, admin controls)
Pricing comparison table
Calendly vs Google Calendar: What pricing plan to choose?
- For individuals: Calendly's free plan offers good value for basic scheduling needs. If you're already paying for Google Workspace Business Standard or higher, using Google's built-in scheduling tool adds no additional cost.
- For small teams: Google Calendar may be more cost-effective if you're already using Google Workspace for email and productivity tools. However, if scheduling is a critical function for your business, Calendly's additional features may justify the separate expense.
- For enterprises: Both options offer enterprise plans with advanced security and administration features. The choice often depends on your existing infrastructure and specific scheduling needs.
- Best value: For users who need only basic scheduling capabilities and already use Google Workspace Business Standard or higher, Google Calendar Appointment Scheduler provides the best value. For those requiring advanced scheduling features, Calendly's Standard plan offers the most functionality for the price.
Google Calendar and Calendly integration
It's worth noting that Google Calendar and Calendly aren't necessarily competing solutions—they can work together effectively. Many users combine the strengths of both platforms:
- Use Google Calendar for day-to-day calendar management, viewing your schedule, and coordinating with team members within your organization.
- Use Calendly for creating a professional booking experience for clients and customers, with advanced scheduling rules and integrations with other business tools.
Calendly integrates seamlessly with Google Calendar, reading your availability and adding booked appointments automatically. This combination leverages Google Calendar's excellent calendar management with Calendly's specialized scheduling features.
Key integration benefits include:
- Automatic syncing of appointments from Calendly to Google Calendar
- Calendly reads your Google Calendar availability to prevent double-bookings
- Google Calendar events block time on your Calendly availability
- Google Meet links can be automatically generated for Calendly appointments
Zeeg: a better alternative to both Google Calendar and Calendly
While comparing Calendly vs Google Calendar appointment scheduling, it's worth considering Zeeg as an alternative solution that addresses limitations in both platforms. Developed in Germany, Zeeg combines comprehensive calendar management with advanced scheduling features.
Why consider Zeeg?
- Advanced scheduling options: Zeeg offers sophisticated scheduling capabilities including team scheduling with round-robin distribution, collective appointments, and smart routing to ensure the right team member handles each meeting request.
- Workflow automation: Create custom triggers and actions that streamline your scheduling process, from automated reminders and follow-ups to conditional logic that adapts to different meeting scenarios.
- Wide integrations: Zeeg connects seamlessly with Google Calendar, iCloud, Office 365, and various tools like Zoom, Microsoft Teams, Salesforce, and payment processors to create a cohesive scheduling ecosystem.
- Customization options: Design branded booking pages with your logo and colors, create custom event forms to gather necessary information, and set up automatic redirects after bookings for a seamless client experience.
- Security and GDPR compliance: Built with European data protection standards in mind, Zeeg offers end-to-end encryption, GDPR compliance, and enhanced privacy features like Secret Events for confidential scheduling.
For businesses looking to grow, Zeeg's lead generation capabilities are particularly good. Tailored booking pages help attract and convert leads, while routing forms ensure potential clients connect with the right team members.
Final verdict: which tool should you choose?
Deciding between Calendly vs Google Calendar appointment scheduling (or choosing Zeeg as an alternative) depends on your specific needs and circumstances:
- For individual professionals: Either Calendly's free plan or Google Calendar Appointment Scheduler (if you already use Google Workspace) will meet basic needs. Zeeg is worth considering if you want more features without a higher price tag.
- For small businesses: Calendly's Standard plan offers a good balance of features and price, though Google Calendar may suffice if scheduling isn't central to your operations.
- For teams: Calendly's Teams plan or Zeeg provide the best team coordination features, with the choice depending on your budget and specific requirements.
- For enterprises: Evaluate all three options based on your existing infrastructure, security requirements, and the importance of scheduling to your business processes.
Remember that your scheduling needs may evolve over time, so choosing a solution that can scale with your requirements is important. Many users start with a free or basic option and upgrade as their scheduling becomes more complex.
FAQs
Can I use Google Calendar Appointment Scheduler with a free Gmail account? Google Calendar Appointment Scheduler requires a Google Workspace subscription (Business Standard or higher). It's not available with free Gmail accounts or Business Starter plans.
Does Calendly work with calendars other than Google Calendar? Calendly works with Google Calendar, Office 365, Outlook, and iCloud Calendar. Free accounts can connect one calendar, while paid accounts support up to six calendar connections.
Can clients book appointments without creating an account? Yes, both Google Calendar Appointment Scheduler and Calendly allow clients to book appointments without creating accounts. They simply need to click your booking link and select an available time.
Which platform offers better video conferencing integration? Calendly offers more flexibility with video conferencing, integrating with Zoom, Google Meet, Microsoft Teams, and more. Google Calendar Appointment Scheduler only integrates with Google Meet.
Can I customize the booking page to match my brand? Calendly offers more extensive customization options, including adding logos, custom colors, and removing Calendly branding (on paid plans). Google Calendar provides minimal customization of booking pages.
Is it possible to collect payments through these scheduling tools? Calendly integrates with Stripe and PayPal to collect payments during the booking process. Google Calendar does not offer native payment collection, though this functionality is available through Google's appointment booking feature for service businesses.
Which platform is better for team scheduling? Calendly offers more robust team scheduling features, including round-robin booking, routing forms, and team analytics. These features make it better suited for teams that frequently schedule appointments.
Can I use these tools on mobile devices? Both platforms offer mobile experiences. Google Calendar has a full-featured mobile app, while Calendly offers both a mobile app and a mobile-responsive web interface.
Do both platforms offer analytics? Calendly provides more detailed scheduling analytics, especially on team plans. Google Calendar offers basic time insights but lacks comprehensive scheduling metrics.
Which platform is more secure? Both platforms offer strong security. Google Calendar leverages Google's security infrastructure, while Calendly provides specialized security features for scheduling workflows. Both comply with major security standards, though specific requirements may favor one platform over the other.
