As technology continues to shape the world, new problems arise, and of course - modern problems require modern solutions - such as scheduling. Scheduling tools are essential for managing meetings and appointments. Two popular options that often come up in discussions are Calendly and Zoom Scheduler. Both offer solutions to simplify the scheduling process, but they have different features and approaches.
In this article, we'll compare Calendly vs Zoom Scheduler to help you decide which tool might be the best fit for your needs in 2024. We’ll also introduce you to Zeeg, a brand new scheduling tool that's making waves in the industry with its unique features and GDPR compliance.
Understanding Calendly and Zoom Scheduler
Calendly
Calendly is an independent scheduling platform that integrates with various calendar services and video conferencing tools. It's designed to make the scheduling process run smoother and easier by allowing users to share their availability and enabling others to book time slots directly.
Zoom Scheduler
Zoom Scheduler is a feature that brings scheduling capabilities to Zoom, the widely-used video conferencing platform. As part of the broader Zoom ecosystem, this tool is designed to easily integrate with Zoom Meetings and other Zoom products. It allows users to set up video calls and manage their schedules within the same environment they use for their virtual meetings. By offering scheduling as part of its video conferencing solution, Zoom provides a more in-depth collab experience for its users.
Feature Comparison: Zoom Scheduler vs Calendly
Before we dive in, it's important to note that Zoom Scheduler, being relatively new to the scheduling market, covers most of the core functionalities that Calendly offers. But as Calendly has been around in the scheduling space longer, it has had the time to develop a wider range of features and integrations.
Zoom Scheduler's strength lies in its integration with Zoom's video conferencing tools, while Calendly offers a more comprehensive, standalone scheduling solution. But, as Zoom Scheduler is still evolving, it has potential for growth and may introduce more features in the future.
Calendly is better at integrations
Calendly and Zoom Scheduler have different approaches when it comes to integrations. Both platforms connect with essential tools like Zoom for video chat and Office 365, Outlook, and Google Calendar for calendar management.
Zoom Scheduler's main advantage is its seamless integration within the Zoom environment. It works natively with Zoom Workplace and needs no additional setup for existing Zoom users. This tight integration can make workflows for businesses heavily invested in Zoom's suite of products a lot better.
Calendly, on the other hand, offers a much wider range of third-party integrations - over 100 external tools. These include:
- Additional video chat tools like MS Teams, GoToMeeting, and Webex
- CRM systems such as HubSpot, Salesforce, and Zoho
- Payment processors like PayPal and Stripe
- Other productivity tools including Zapier, Notion, and Slack
It also provides API access for custom integrations, which offers more flexibility for businesses with specific needs. But as a standalone app, it requires initial setup and learning time.
Overall, Calendly and Zoom Scheduler offer integrations with the best calendar apps.
Calendly is easier to use
Both Calendly and Zoom Scheduler have user-friendly interfaces, but they have slightly different target audiences.
Calendly has a clean and intuitive interface that's easy to understand for both schedulers and invitees. That makes setting up and customizing your availability pretty easy and accessible even for those who aren't particularly tech-savvy.
Zoom Scheduler is obviously integrated within the Zoom interface, which means it's not rocket science for existing Zoom users. But if you're not already familiar with Zoom, you might need a bit of extra time to get used to the interface.
Customization: Calendly gives you more freedom
If you're looking to customize how you set up your scheduling, Calendly offers just that. It comes with highly customizable meeting types and durations, personalized booking pages and booking links, and even allows you to add custom questions for invitees. This level of customization can come especially handy for businesses with specific scheduling needs.
Zoom Scheduler, while functional, offers more basic customization. You can adjust meeting settings, customize your booking links and scheduling pages, but the options for personalizing the scheduling experience are limited compared to Calendly.
Team scheduling is easier with Calendly
Both Calendly and Zoom Scheduler offer core team scheduling features like round-robin meeting distribution, multi-host meetings, and group scheduling. However, Calendly takes team scheduling to the next level with more options.
Calendly handles complex scheduling scenarios better, especially with its advanced routing capabilities. Its most impressive feature is routing with account lookup, which integrates with CRM and marketing tools like HubSpot, Marketo, and Salesforce. This allows for instant qualification and routing of leads to the appropriate team member's booking page.
While Zoom Scheduler offers basic routing functionality, it lacks the depth of Calendly's account lookup and matching features. Importantly, Zoom Scheduler doesn't integrate with existing marketing or sales forms for routing, which requires users to build new forms within Zoom.
Calendly does it again with automation
Automation can save a lot of time when it comes to scheduling, and here Calendly shines again. It offers quick and strong automation for follow-ups, confirmations, and reminders and help to reduce no-shows and keep everyone on the same page.
Zoom Scheduler offers basic automation, and mainly focuses on meeting reminders and automatic Zoom link creation. While efficient within Zoom, it lacks the versatility of Calendly's automation features.
Calendly gets the upper hand in analytics
For those who like to dive into the data, Calendly offers detailed analytics on scheduling patterns and reporting on team performance and utilization. This can be invaluable for businesses looking to optimize their scheduling practices and improve efficiency.
In contrast, Zoom Scheduler's analytics offerings are more basic. It has simple scheduling reports that show the number of meetings scheduled and completed. But it only offers predefined time frames for analysis, which limits the flexibility of data examination. While it does provide a basic team overview with insights into scheduling activity, the depth of information is not as extensive as Calendly's.
Pricing Comparison: Zoom comes in handy
Pricing is often a key factor in choosing between tools. Here's how Calendly and Zoom Scheduler compare:
It's important to note that Calendly's pricing is specifically for scheduling features, while Zoom's (Business) pricing includes their full video conferencing capabilities. This can make Zoom Scheduler a more cost-effective option if you're already using or planning to use Zoom for video meetings.
The prices were sourced from Calendly Pricing and Zoom Pricing on 21 October, 2024. For more current information, check out their official websites.
Use Cases: Calendly vs Zoom Scheduler
Both Calendly and Zoom Scheduler have distinct advantages, and the best choice depends on your specific needs and what tech ecosystem you use.
Calendly stands out as a detailed scheduling solution with extensive integrations, advanced customization options, and strong team features. It's ideal for businesses that need a flexible, feature-rich scheduling tool that works across various platforms and services. Calendly's integration with Zoom is easy as well, which makes it a decent option even for Zoom users.
Zoom Scheduler, while more basic in its scheduling capabilities, offers easy integration within Zoom. Its main advantage lies in convenience and cost-effectiveness for existing Zoom users. There's no need to get a new service, manage additional subscriptions, or set up integrations. However, this comes at the cost of more limited scheduling features compared to tools like Calendly.
Choose Calendly if you need advanced scheduling features, extensive customization, and broad integrations across multiple platforms. Go for Zoom Scheduler if you're already invested in Zoom and are in the search for a simple solution, even if it means sacrificing some advanced scheduling capabilities.
When choosing a scheduling tool, it's important to consider various factors beyond just Calendly and Zoom Scheduler. Our guide to the best appointment software for small businesses offers a broader perspective on available options.
Considering Alternatives: Zeeg as a GDPR-Compliant Option
While comparing Calendly with Zoom Scheduler, it's worth exploring alternatives that might offer unique advantages. One such option is Zeeg, a GDPR-compliant scheduling tool with solid features for businesses concerned about data privacy and security. Zeeg provides many advanced scheduling features similar to Calendly, but it's more cost-effective, with paid plans starting at just $7. This makes Zeeg an attractive option for businesses seeking a balance of functionality, privacy, and affordability in their scheduling solution.
- GDPR compliance: Zeeg ensures full compliance with European server hosting and offers peace of mind for data protection.
- Enhanced security: End-to-end encryption and advanced access controls keep your scheduling data safe.
- Customization: Highly customizable booking pages and workflows for your brand and individual needs.
- Team features: Advanced team scheduling capabilities, such as round-robin, for easy coordination across organizations.
- In-depth integrations: Seamless integration with various calendar and video conferencing tools.
- User-friendly design: Intuitive interface for both schedulers and invitees, saving time on logistics.
- Competitive pricing: Affordable plans for businesses of all sizes, offering great value for features.
You can learn more about how these two scheduling tools stack up in our detailed Calendly vs Zeeg comparison article.
The Verdict: Zoom Scheduler vs Calendly
Both Calendly and Zoom Scheduler have their strengths, and the ultimate choice depends on your specific needs. Calendly emerges as a more advanced scheduling solution with tons of integrations, customization options, and team features. It's ideal for businesses that need a flexible scheduling tool that works across various platforms and services.
Zoom Scheduler, while more limited in its scheduling capabilities, connects easily with Zoom's popular video conferencing platform. For organizations mainly using Zoom for meetings and looking for a simple scheduling solution, Zoom Scheduler could be the smarter choice.
When making your decision, consider your existing tech stack, the complexity of your scheduling needs, team collaboration requirements, budget constraints, and data privacy concerns. The right choice depends on your organization's unique requirements in 2024 and beyond. Whether you choose Calendly's strong feature set, Zoom Scheduler's integrated approach, or explore alternatives like Zeeg, implementing the right scheduling tool can significantly enhance your time management and overall productivity.