Tired of the endless email chains trying to schedule meetings? Many professionals have turned to scheduling tools to solve this problem, with Microsoft Bookings and Calendly emerging as popular choices. While both tools help eliminate the back-and-forth of setting up appointments, they take quite different approaches to getting the job done. Here's what you need to know to choose the right one for your needs.
Getting Started: Microsoft Bookings vs Calendy overview
Microsoft Bookings comes as part of the Microsoft 365 suite, making it an attractive option if you're already using Microsoft's tools for your business. Calendly, on the other hand, has built its reputation as a standalone scheduling powerhouse, offering flexibility and extensive integration options. Let's dive deeper into what each platform brings to the table.
Microsoft Bookings: The Microsoft 365 solution
If you use Microsoft 365 at work, Microsoft Bookings might be just what you need. It's built to work with the Microsoft tools you already use every day. Your Outlook calendar stays in sync, Teams meetings are created automatically, and you won't need to remember another password since it uses your Microsoft account.
What makes Microsoft Bookings useful:
- Quick setup with your Microsoft account
- Your calendar stays up to date
- Teams meetings are created automatically
- Simple appointment scheduling
- Built-in email reminders
👉 Read more to know how to use Microsoft Bookings
Calendly: The scheduling specialist
While Microsoft Bookings focuses on Microsoft integration, Calendly takes a different approach. It's built from the ground up as a dedicated scheduling platform, offering more advanced features and flexibility in how you manage appointments.
Here's some of the features you'll get with Calendly, depending on the pricing plan you go for:
- Set up different types of meetings and rules
- Connect with various calendar services
- Schedule meetings for your team
- Link up with other tools you use
- Send automatic reminders
👉 Read more to know how to use Calendly
Feature comparison: What you actually get
Let's break down what each platform offers in a way that's easy to understand:
At first glance, both Microsoft Bookings and Calendly cover the basics of scheduling, but the differences become clear when you look closer. Let's break down what this means in practice.
For basic scheduling needs, both tools get the job done, though Calendly offers more options. Take group meetings, for example. While Microsoft Bookings lets you set up simple group appointments, Calendly lets you do things like set a maximum number of participants or create different registration forms for different types of group sessions. The same goes for recurring appointments - Microsoft Bookings handles basic weekly or monthly meetings, but Calendly lets you set more specific patterns like "every third Thursday" or "first Monday of the month."
The differences become more obvious when you look at advanced features. Microsoft Bookings keeps things simple, which works well for basic needs. But if you need features like round-robin scheduling (where meetings are automatically distributed among team members) or meeting polls to find the best time for multiple participants, you'll find these only in Calendly.
When it comes to customization, both platforms let you create multiple booking pages, but they handle it differently. Microsoft Booking provides basic options like adding your logo and choosing colors. Calendly goes further - you can customize everything from the questions you ask during booking to creating different confirmation messages for different types of meetings.
Here's a detailed breakdown of their features:
👉 Read more:
Integration Capabilities: Microsoft Booking vs Calendy
One of the biggest differences between these platforms is how they handle integrations. Let's look at what you can expect:
When it comes to working with other apps and services, Microsoft Bookings and Calendly take very different approaches. Let me explain why this matters for your day-to-day work.
Microsoft Bookings feels most at home in the Microsoft world, and that's not surprising. If you're already using Microsoft 365 for your daily work, you'll find everything connects naturally. Your Outlook calendar syncs automatically, Teams meetings are created with just a click, and everything feels like it belongs together. While you can connect some other calendars and tools, it's clear that Microsoft designed this tool primarily for people who live in their ecosystem. Think of it as a feature that's built into your existing Microsoft workspace rather than a standalone scheduling powerhouse.
Calendly, on the other hand, was built to work with pretty much everything. It's like having a universal translator for your scheduling needs. Whether you're using Google Calendar or Outlook, Calendly handles them all equally well. Need to automatically create Zoom meetings? No problem. Want to connect it to your CRM system or set up payment processing? Calendly's got you covered. It's particularly helpful if your team uses different tools or if you work with clients who prefer various platforms.
Let's break down exactly what each platform can connect with:
*Important Note About Apple Calendar: If you use Apple devices, there's something important to know about calendar compatibility. As of August 20, 2024, Calendly no longer accepts new iCloud Calendar connections. If you've already connected your iCloud Calendar to Calendly, don't worry - your connection will keep working. But if you're new to Calendly, you'll need to use a different calendar service. The Apple Calendar app on your MacBook or iPhone isn't actually a calendar - it's an app that displays your calendars. This means if you're viewing a Google or Outlook calendar through the Apple Calendar app, you'll want to connect that underlying calendar service to Calendly instead.
Understanding the cost of Microsoft Bookings and Calendly: What you'll pay
Looking at these prices might feel a bit overwhelming at first, so let's break down what you're actually getting for your money and when each option makes the most sense.
Calendly offers four distinct pricing tiers, starting with a free plan that's actually pretty good news if you're just getting started. If you're working for yourself or running a small business where you mainly need one-on-one meetings, you might find the free version does everything you need. It includes:
- Unlimited one-on-one meetings
- One event type
- Single calendar connection
- Basic video conferencing
- Simple booking page customization
Microsoft Bookings comes at it differently, and here's where it gets interesting: if you're already paying for Microsoft 365 for your everyday work, you basically get Booking thrown in at no extra cost. That's worth thinking about if you're running a small or medium-sized business and watching your budget.
When your team is growing: Microsoft Bookings or Calendly?
With Calendly, you've got two main options:
- Standard Plan ($10 per person monthly):
- Unlimited event types
- Multiple calendar connections
- Team scheduling features
- Integration with tools like HubSpot and PayPal
- 24/7 live chat support
Teams Plan ($16 per person monthly):
- Everything in Standard, plus
- Salesforce integration
- Round-robin scheduling
- Lead routing
- Advanced marketing tool integration
Calendly's Team plan ($16 per person monthly) is built for groups working together. You can set up rules for meeting assignments, see everyone's availability in one place, and control who can schedule what. For instance, you might want certain team members to handle specific types of meetings, or make sure meetings are evenly distributed across your sales team.
With Microsoft, you're looking at:
- Business Standard ($12.50 per person monthly):some text
- Microsoft Bookings
- Full Office suite (Word, Excel, PowerPoint)
- Teams for communication
- Exchange for email
- 1TB cloud storage
- Business Premium ($22 per person monthly):some text
- Everything in Standard, plus
- Advanced security features
- Device management
- Enhanced data protection
- Advanced backup
For bigger companies
For enterprise needs, both platforms offer high-end solutions:
- Calendly Enterprise (Starting at $15k/year): Includes SSO, compliance features, and dedicated support
- Microsoft Enterprise Plans: Custom pricing with full integration across the Microsoft ecosystem
Making your choice
Here's something to think about: if your business depends heavily on scheduling meetings (maybe you're running a consulting firm, a medical practice, or providing professional services), then paying separately for Calendly might be worth it because that's what they focus on. But if you're already using Microsoft tools day in and day out, why not use what's already included?
Think of it this way: it's a bit like choosing between buying a specialized tool or getting a multi-purpose one. Neither is wrong – it just depends on what matters most to you and how you work.
The user experience: how it feels to use each platform
Let's walk through what you can expect when using either platform, from the initial setup to daily use. After all, the real test of any tool is how well it works in practice.
Getting Started
Setting Up Microsoft Bookings If you're already familiar with Microsoft tools, you'll feel right at home with Bookings. Getting started is pretty straightforward – you'll access it through your Microsoft 365 account and follow a guided setup process that feels familiar and comfortable. The system walks you through connecting your calendar and creating your first booking page step by step. While the interface might feel a bit basic compared to specialized scheduling tools, its simplicity means you won't waste time figuring out where everything is.
Starting with Calendly Calendly takes a more modern approach to getting started. The moment you create your account, you'll notice its fresh, web-first design. Setting up your calendar connection happens quickly, and the workflow builder makes it easy to customize exactly how you want your scheduling to work. Everything feels contemporary and intuitive, with a clean design that makes even complex features feel accessible.
The Daily Scheduling Experience
For People Running the Show Microsoft Bookings keeps things professional and straightforward. You'll get a clean interface that follows Microsoft's familiar design patterns, making it easy to manage your appointments if you're already comfortable with Microsoft tools. The management tools are straightforward – you won't find tons of bells and whistles, but you'll have everything you need for basic scheduling management.
When your clients and guests book time with you through Microsoft Bookings, they'll get a simple, professional experience. The booking process is straightforward, with a clean Microsoft-branded look that feels trustworthy. They'll receive basic confirmation emails, and if you're using Teams, they'll automatically get meeting links.
Calendly, in contrast, gives you more room to customize and automate. The interface looks sleek and modern, and you'll find plenty of options to set up complex scheduling rules and automated workflows. It's like having a personal assistant who knows exactly how you like your meetings arranged.
Calendly takes the client experience up a notch. Your clients will see a polished, modern interface that you can customize to match your brand. The confirmation process is more detailed, and if they need to reschedule an appointment, they'll find it's easy to do so without having to contact you directly.
Using It On the Go
Mobile Experience with Microsoft Bookings is functional, but basic. The platform works well enough on phones and tablets through its responsive design, and if you're using the Microsoft 365 mobile app, you'll have easy access to your bookings. The mobile booking pages are simple but get the job done, and you'll receive standard notifications about your appointments.
Mobile Experience with Calendly Calendly really shines when it comes to mobile use. The platform offers a fully responsive design that feels natural on any device, and their dedicated mobile app makes it easy to manage your schedule on the go. The touch-optimized interfaces make it simple to handle your scheduling needs from your phone, and you'll get advanced mobile features that make managing your calendar feel effortless.
Security and privacy: Microsoft Bookings vs Calendly
When you're choosing a scheduling tool, security and privacy shouldn't be an afterthought. Let's look at how both platforms handle your sensitive information and what that means for your business.
Data storage: where your information lives
Microsoft Bookings: If you're using Microsoft Bookings, you're getting the benefit of Microsoft's robust infrastructure. Here's what that means for you:
- Your data stays within Microsoft's secure cloud
- Choose where your data is stored (including EU regions)
- Regular backups happen automatically
- Everything's integrated with Microsoft's security
Think of it like keeping your valuable items in a bank vault – Microsoft has built the security system, maintains it, and constantly monitors it.
Calendly's: Calendly takes a different approach to data storage:
- Information stored in US-based data centers
- Standard security measures in place
- Regular backup systems
- Third-party cloud infrastructure
It's more like storing your items in a modern security facility – very secure, but with a different approach to protection.
Meeting standards: A look at compliance and regulations
When it comes to handling sensitive information and meeting regulatory requirements, both platforms take different approaches to compliance. Let's explore what each one offers and how they might fit your regulatory needs.
Microsoft Bookings
Microsoft has built its compliance framework with enterprise-level requirements in mind, making it particularly appealing for organizations with strict regulatory needs. Their platform stands out in handling sensitive data, offering strong GDPR compliance that meets European standards, along with support for healthcare organizations needing HIPAA compliance. If you're in financial services or working with government contracts, you'll find Microsoft's robust compliance features particularly valuable.
What sets Microsoft apart is their comprehensive approach to compliance maintenance:
- Regular compliance updates that keep pace with changing regulations
- Industry certifications that meet global standards
- Detailed documentation for audit purposes
- Comprehensive compliance training for your team
Calendly
Calendly takes a more straightforward approach to compliance, focusing on meeting standard business needs while maintaining security basics. Their platform offers basic GDPR features that work well for many businesses, though they might not cover all specialized requirements. They maintain regular security audits and follow industry standards, making them suitable for many general business uses.
The platform provides essential compliance tools and resources:
- Standard documentation to support your compliance needs
- Basic certifications for common business requirements
- Regular platform updates to maintain security
- Support resources to help with compliance questions
Finding the right fit: Microsoft Bookings vs Calendly
Choosing between these platforms doesn't need to be overwhelming. Your decision ultimately comes down to understanding your specific needs and matching them to the strengths of each platform. Let's explore which tool might work best for your situation.
Microsoft Bookings could be your ideal choice if you're working in regulated industries or need comprehensive compliance coverage. It's particularly well-suited for:
- Healthcare providers managing patient information
- Financial services firms handling sensitive data
- Government contractors needing specific certifications
- Organizations requiring detailed audit trails
Calendly might be the better fit if you need a balance of security and flexibility, and your compliance needs are more standard. It works well for:
- Small to medium businesses
- Professional service providers
- Organizations with basic regulatory requirements
- Teams needing flexible scheduling with adequate security
Quick decision guide
If you're in a hurry, here's a simple way to decide:
A Note for Apple Users: If you rely heavily on iCloud Calendar, keep in mind that Calendly no longer accepts new iCloud Calendar connections. You have several options: - Use Google Calendar or Outlook instead - View your calendars through these supported services in Apple Calendar - Consider if Microsoft Bookings might better suit your needs
Introducing Zeeg: A better way to schedule
Looking for a scheduling tool that takes privacy seriously? While Microsoft Bookings and Calendly focus on features and integration, Zeeg takes a different approach. As a European scheduling platform, Zeeg combines comprehensive scheduling features with strict privacy protection. Your data stays in Europe, follows GDPR requirements, and you still get all the scheduling capabilities you need to run your business efficiently.
Built for everyone
Whether you're working solo or managing a team, Zeeg adapts to your needs:
What sets Zeeg apart
🔒 European privacy standards
Unlike US-based tools, Zeeg was built with European privacy standards at its core:
- Data hosted exclusively in Europe
- End-to-end encryption
- Full GDPR compliance
- Transparent data handling
- Maximum security standards
⚡ Smart scheduling that just works
We've combined power with simplicity to give you features that make a difference:
Stack Mode Scheduling Optimize your day by automatically grouping meetings together, reducing scattered appointments and maximizing productive time.
Flexible Availability Create multiple availability schedules to balance different types of meetings and maintain control over your calendar.
Intelligent Automation Let Zeeg handle the repetitive tasks:
- Automatic reminders
- Custom booking rules
- Workflow automation
- Calendar synchronization
🎯 A plan for every need
From solo entrepreneurs to large organizations, Zeeg offers pricing plans that adapt to your growth. Starting with our free Starter plan, you get essential features like booking pages and calendar connections to get your scheduling organized. When you're ready for more, our Professional plan at 7€/month unlocks advanced features like workflows and custom branding, perfect for freelancers and growing businesses.
For teams, our Business plan at 12€/user/month provides everything you need to coordinate multiple schedules effectively. You'll get unlimited booking pages, more calendar connections, and support for up to 100 team members. Larger organizations with specific security and integration needs can explore our Enterprise plan, which includes SSO, SCIM, and unlimited team size.
Quick Plan Comparison
👥 Perfect for teams of any size
Managing team schedules can be a real headache, but it doesn't have to be. Zeeg simplifies team coordination by making it easy to handle everything in one place. You can distribute meetings fairly among team members, so nobody gets overwhelmed while others sit idle. Need to manage meeting rooms, equipment, or other resources? Zeeg handles that too, keeping track of what's available and when.
Team availability becomes crystal clear with shared booking pages that automatically consider everyone's schedule. Instead of playing email ping-pong trying to find a time that works for everyone, Zeeg's automated routing sends meetings to the right team members based on their expertise and availability. Whether you're managing a small group or a large department, you'll spend less time organizing and more time meeting with the people who matter.
Zeeg seamlessly integrates with the tools you use every day. For calendar management, you can connect with all major providers including Google Calendar, Outlook, and Exchange, ensuring your schedule stays synchronized across all platforms.
When it comes to video conference services, you're not locked into a single solution. Whether your team uses Zoom, Google Meet, or Microsoft Teams, Zeeg works with your preferred platform. We even support custom video conferencing solutions to match your specific needs.
Getting your business tools to work together is just as simple. Connect Zeeg with your CRM system to track customer interactions, set up payment processing for paid appointments, and integrate with your marketing tools to automate your workflow. And if you need something specific? Our custom integration options have you covered.
Ready to get started?
Visit Zeeg.me to try our feature-rich free plan and discover how easy scheduling can be when it's done right. No hidden fees, no complicated setup – just simple, secure, and efficient scheduling that grows with your needs.
