Top 10 Appointment Scheduling Software Solutions

No matter your industry, efficiency is everything—especially when it comes to scheduling appointments. Whether you’re managing client meetings, booking consultations, or organizing internal check-ins, the right appointment scheduling software can streamline your workflow, reduce no-shows, and improve customer satisfaction.

But with so many scheduling tools available, how do you choose the best one? In this guide, we’ve compared the top 10 appointment scheduling software solutions to help kickstart your search.

Key Takeaways

• The top 10 appointment scheduling software solutions on the market are Knack, Square Appointments, Acuity Scheduling, Calendly, SimplyBook.me, Setmore Appointments, Appointy, Zoho Bookings, Sign In Scheduling, and Jotform.
• Effective appointment scheduling software includes features like calendar integrations, automated reminders, integrated payment processing, team scheduling, analytics, and reporting capabilities, and built-in security and compliance measures. It should also be accessible from any device and have an intuitive interface.
• Appointment scheduling software pricing ranges from free for limited, essential features and small teams to thousands of dollars for enterprises with complex needs. They can typically be billed monthly or annually.

Software Name	Pros	Cons	Pricing	Website Link
Knack	Highly customizable Automates workflows beyond booking appointments Pricing model scales with businesses as they grow	Requires initial setup time to customize fully Learning curve for users unfamiliar with no-code platforms	14-Day Free Trial Starter: $59/month Pro: $199/mo Corporate: $269/mo Enterprise: Contact for PricingNew customer discounts available.	https://www.knack.com/
Square Appointments	Incorporates both booking and payments Strong mobile app functionality  Free plan available	Limited customization  Higher transaction fees when using Square’s payment system	Free: Single Location Plus: $29/mo/location Premium: $69/mo/location	https://squareup.com/us/en/appointments
Acuity Scheduling	Simple interface Strong automation features Supports group scheduling	No built-in payment processing Limited customization options	Emerging: $16/mo Growing: $27/mo Powerhouse: $49/mo Enterprise: Custom	https://acuityscheduling.com/#gref
Calendly	User-friendly with a quick setup Works for individuals and teams Integrates with calendar systems, CRMs, and video conferencing tools	Lacks in-depth customization for complex scheduling options Some integrations require manual setup	Free: Personal Use Standard: $10/seat/mo Teams: $16/seat/mo Enterprise: Starts at $15k/year	https://calendly.com/
SimplyBook.me	Great for businesses with multiple service offerings Supports online payments  Customizable workflows	Initial setup can be complex  Interface may feel overwhelming for new users	Free: Up to 50 bookings Basic: $8.25/mo Standard: $24.90/mo Premium: $49.90/mo	https://simplybook.me/en/
Setmore Appointment Scheduling	Easy-to-use interface with drag-and-drop scheduling Free plan available  Works well with virtual appointment needs	Limited third-party integrations  No built-in payment processing	Free: Up to 4 users Pro: $5/user/mo (up to 2 users) Team: $5/user/mo (unlimited users)	https://www.setmore.com/
Appointy	Scales easily  Strong automation features to reduce no-shows Supports appointment booking through Google and social media	User interface may take time to get used to Some advanced scheduling options require additional setup	Free Growth: $19.99/mo Professional: $49.99/mo Enterprise: $79.99/mo	https://www.appointy.com/
Zoho Bookings	Seamless integrations with Zoho products Strong automation and customization  Supports payment processing	Less useful for businesses outside the Zoho ecosystem Can be overwhelming for beginners	Basic: $6/staff/mo Premium: $9/staff/mo	https://www.zoho.com/bookings/
Sign In Scheduling	Strong focus on reducing missed appointments Works well for regulated industries requiring compliance Multi-location support	Limited customization options Learning curve for first-time users	Core: $495/site/year Advanced: $995/site/year Pro: Contact for Pricing	https://signinapp.com/en-us/signinscheduling
Jotform	Great for businesses that rely on forms for intake and booking Easy drag-and-drop customization Seamless payment collection options	Lacks some advanced scheduling-specific features  Limitations on amount of form submissions	Starter: Free Bronze: $34/mo Silver: $39/mo Gold: $99/mo Enterprise: Custom Pricing	https://www.jotform.com/

Top Appointment Scheduling Software

Knack

Knack is a powerful, no-code platform that allows businesses to build custom appointment scheduling solutions tailored to their specific needs. It seamlessly integrates with other custom software solutions, such as accounting systems and CRM tools, enabling businesses to fully automate and manage their operations.

Key Features

• Seamless integration with CRMs, accounting software, and workflow automation tools
• Custom-built forms to simplify scheduling and data collection
• Role-based access controls for managing staff and customer permissions
• Real-time appointment tracking and reporting for insights into scheduling trends
• Automated workflows to send reminders, confirmations, and follow-ups

Pros

• Highly flexible for businesses with unique scheduling needs
• Automates workflows beyond just booking appointments
• Scales with business growth and complexity

Cons

• Requires initial setup time to customize fully
• May have a learning curve for users unfamiliar with no-code platforms

Best For: Businesses looking for a fully customizable scheduling solution that integrates with their existing systems.

Pricing

• 14-Day Free Trial
• Starter: $59/month
• Pro: $199/mo
• Corporate: $269/mo
• Enterprise: Contact for Pricing

Square Appointments

Square Appointments is designed primarily for service-based businesses like salons, spas, and freelancers. It integrates directly with Square’s payment system, making it a great all-in-one solution for businesses that need both scheduling and payment processing.

Key Features

• Built-in payment processing with Square
• Automated appointment reminders via SMS and email
• Syncs with Google Calendar for easy scheduling

Pros

• Incorporates both booking and payments 
• Strong mobile app functionality for on-the-go scheduling
• Free plan available for individual users

Cons

• Limited customization compared to other solutions
• Higher transaction fees when using Square’s payment system

Best For: Freelancers, salons, and service-based businesses that want an integrated booking and payment solution.

Pricing

• Free: Single Location
• Plus: $29/mo/location
• Premium: $69/mo/location

Acuity Scheduling

Acuity Scheduling is a user-friendly appointment booking system that provides businesses with customizable booking pages and flexible scheduling options. It’s a great choice for businesses looking for an easy way to manage appointments.

Key Features

• Customizable booking pages with branding options
• Seamless integrations with Google Calendar, Outlook, and Zoom
• Time zone detection for international clients

Pros

• Simple and intuitive interface
• Strong automation features, including reminders and follow-ups
• Supports group appointments and classes

Cons

• No built-in payment processing (requires integration with Stripe, PayPal, or Square)
• Customization options may not be sufficient for highly specialized workflows

Best For: Consultants, coaches, and small businesses looking for a branded and automated scheduling solution.

Price

• Emerging: $16/mo
• Growing: $27/mo
• Powerhouse: $49/mo
• Enterprise: Custom

Calendly

Calendly is one of the most popular scheduling tools, known for its simple interface and easy-to-use scheduling links. It’s widely used by teams who need a hassle-free way to book meetings.

Key Features

• One-click scheduling links for quick appointment setting
• Round-robin scheduling for teams
• Custom availability settings

Pros

• Extremely user-friendly with a quick setup
• Works well for both individuals and teams
• Integrates with various calendar systems, CRMs, and video conferencing tools

Cons

• Lacks in-depth customization for businesses needing complex scheduling options
• Some integrations require manual setup for full functionality

Best For: Sales teams, remote workers, and professionals who need a simple and efficient scheduling tool.

Pricing

• Free: Personal Use
• Standard: $10/seat/mo
• Teams: $16/seat/mo
• Enterprise: Starts at $15k/year

SimplyBook.me

SimplyBook.me is a feature-rich appointment scheduling platform that provides businesses with a professional booking system. It includes customization options and integrations with social media and website platforms.

Key Features

• Customizable booking system with industry-specific features
• Social media booking integrations (Facebook, Instagram)
• Customer management tools, including feedback collection

Pros

• Great for businesses with multiple service offerings
• Supports online payments through Stripe and PayPal
• Customizable workflows for different industries

Cons

• Initial setup can be complex due to the wide range of customization options
• Interface may feel overwhelming for users new to appointment scheduling software

Best For: Businesses that need social media integrations and customizable booking features.

Pricing

• Free: Up to 50 bookings
• Basic: $8.25/mo
• Standard: $24.90/mo
• Premium: $49.90/mo

Setmore Appointment Scheduling

Setmore is a straightforward and user-friendly appointment scheduling platform with features tailored for small and medium-sized businesses. It also offers free video meeting integrations, making it ideal for virtual consultations.

Key Features

• Free basic plan with core scheduling tools
• Integrates with Zoom and Teleport for video meetings
• Team scheduling options with multiple staff calendars

Pros

• Easy-to-use interface with drag-and-drop scheduling
• Free plan available with essential features
• Works well for businesses with virtual appointment needs

Cons

• Limited third-party integrations compared to other platforms
• No built-in payment processing

Best For: Small to medium-sized businesses looking for a budget-friendly scheduling tool with video conferencing.

Price:

• Free: Up to 4 users
• Pro: $5/user/mo (up to 2 users)
• Team: $5/user/mo (unlimited users)

Appointy

Appointy is a scalable appointment scheduling solution that provides businesses with in-depth analytics, automated reminders, and the ability to manage recurring appointments.

Key Features

• Automated reminders via SMS and email
• Built-in reporting and analytics for performance tracking
• Customizable scheduling options for different industries

Pros

• Scales easily with business growth
• Strong automation features to reduce no-shows
• Supports appointment booking through Google and social media

Cons

• The user interface may take time to get used to
• Some advanced scheduling options require additional setup

Best For: Businesses that need scalable scheduling with analytics and automation features.

Pricing

• Free
• Growth: $19.99/mo
• Professional: $49.99/mo
• Enterprise: $79.99/mo

Zoho Bookings

Zoho Bookings is part of the Zoho suite, making it a great option for businesses already using Zoho CRM and other Zoho products. It offers a fully customizable booking experience with strong integrations.

Key Features

• Direct integration with Zoho CRM and other Zoho apps
• Customizable booking pages and workflows
• Multi-location and multi-user scheduling support

Pros

• Perfect for businesses already using Zoho products
• Offers strong automation and customization features
• Supports payment processing via Stripe and PayPal

Cons

• Less useful for businesses outside the Zoho ecosystem
• It can be overwhelming for beginners

Best For: Businesses already using Zoho’s suite of products.

Price:

• Basic: $6/staff/mo
• Premium: $9/staff/mo

Sign In Scheduling

Sign In Scheduling is a scheduling tool focused on reducing no-shows with automated reminders and real-time availability syncing. It’s particularly popular in healthcare and service-based industries.

Key Features

• Automated appointment reminders via SMS and email
• HIPAA-compliant options for healthcare providers
• Real-time availability syncing with multiple calendar integrations

Pros

• Strong focus on reducing missed appointments
• Works well for regulated industries requiring compliance
• Multi-location support

Cons

• Limited customization options
• The learning curve for first-time users

Best For: Healthcare providers and businesses that need HIPAA-compliant scheduling.

Price

• Core: $495/site/year
• Advanced: $995/site/year
• Pro: Contact for Pricing

Jotform

Jotform is primarily known for its form-building capabilities but also provides robust appointment scheduling features, making it ideal for businesses that need a combined solution.

Key Features

• Customizable appointment forms
• Conditional logic to tailor the booking experience
• Payment integrations for appointment-based services

Pros

• Great for businesses that rely on forms for intake and booking
• Easy drag-and-drop customization
• Seamless payment collection options

Cons

• Lacks some advanced scheduling-specific features found in dedicated tools
• Limitations on amount of form submissions

Best For: Businesses that need both form-building and appointment scheduling capabilities.

Price

• Starter: Free
• Bronze: $34/mo
• Silver: $39/mo
• Gold: $99/mo
• Enterprise: Custom Pricing

Features to Look for In Appointment Scheduling Software

The right appointment scheduling software can streamline operations, improve customer satisfaction, and reduce administrative burdens. Whether you’re managing a small business or a large team, choosing software with the right features ensures a seamless booking experience for both staff and clients. Here’s what to look for:

User-Friendly Interface: Easy for Both Staff and Clients to Navigate

An intuitive interface is essential for both your team and your clients. A well-designed scheduling system should be easy to use, with a clear and simple layout that makes booking, rescheduling, and canceling appointments hassle-free.

Calendar Integrations: Sync with Google, Outlook, iCal, etc.

To avoid double bookings and scheduling conflicts, your software should integrate with popular calendar platforms like Google Calendar, Outlook, and iCal. This ensures all appointments are automatically updated and synchronized across devices.

Automated Reminders: Reduce No-Shows with Email/SMS Alerts

Missed appointments can cost your business time and money. Automated email and SMS reminders keep clients informed and reduce the likelihood of no-shows, helping your business maintain efficiency.

Customizable Booking Pages: Tailor to Match Your Brand

A booking page that aligns with your brand builds trust and creates a consistent experience for customers. Look for scheduling software that allows you to customize colors, logos, and messaging to maintain a professional appearance.

Payment Processing: Integrated Payments for Seamless Transactions

For businesses that require payments at the time of booking, integrated payment processing is a must. Look for software that supports secure transactions via credit cards, Stripe, PayPal, or other online payment methods.

Mobile Accessibility: App or Mobile-Friendly Design

A mobile-friendly platform ensures both clients and staff can access schedules and make changes from any device. Whether through a dedicated app or a responsive web design, mobile accessibility improves convenience and flexibility.

Team Scheduling: Handle Multiple Calendars and Staff Availability

If your business has multiple team members handling appointments, your scheduling software should support team-based booking. This allows staff to set their availability, manage their calendars, and coordinate schedules efficiently—all within a single platform.

Analytics & Reporting: Track Appointment Trends and Performance

Data-driven insights can help optimize your scheduling strategy. Look for software that offers reports on appointment volume, peak booking times, and customer behavior to improve efficiency and resource allocation.

Security & Compliance: Data protection, HIPAA Compliance if Needed

Client data security should be a top priority. Choose scheduling software with robust security features, including data encryption and compliance with industry regulations like HIPAA for healthcare businesses.

Common Pricing

The cost of appointment scheduling software varies widely based on features, user capacity, and business needs.

Free Plans

Many scheduling platforms offer free versions with basic functionality, making them ideal for freelancers, startups, or small teams. These plans typically include:

• Simple booking functionality
• Limited calendar integrations
• Basic automated reminders
• Restrictions on the number of appointments or users

While free plans can be a good starting point, they often lack the advanced tools needed for scaling a business.

Basic Plans

Basic plans are a step above free plans. They offer additional functionality for a monthly fee. These plans often include:

• More calendar integrations (Google, Outlook, iCal)
• Customizable booking pages
• SMS and email reminders
• Limited team scheduling features

This tier is best for small businesses looking for a more professional scheduling experience without a hefty price tag.

Professional Plans

For growing businesses, professional plans offer enhanced scheduling capabilities and automation. They usually include:

• Multi-user access with team scheduling
• Payment processing integration
• Detailed analytics and reporting
• Advanced customization options
• Workflow automation and third-party integrations

Businesses that rely heavily on appointment scheduling, such as salons, medical practices, or consultants, often benefit most from this tier.

Enterprise Solutions

Larger organizations or businesses with complex scheduling needs may require an enterprise-level solution. These plans are generally custom-priced and include:

• Unlimited users and appointments
• Advanced security and compliance features (e.g., HIPAA compliance for healthcare)
• API access and deep integrations with business systems
• Dedicated customer support and training

Enterprise solutions are designed for businesses that require scalability, extensive customization, and robust security measures.

How to Integrate Appointment Scheduling

For appointment scheduling software to be effective, it must integrate seamlessly with your other tools. Below, we’ve outlined a few proven ways you can use appointment scheduling software alongside your existing system.

With Your Website

Your website is often the first point of interaction for potential clients, so making it easy to book an appointment directly from your site can increase conversions.

• Embed Booking Widgets: Many scheduling tools offer embeddable widgets that allow visitors to book appointments without leaving your website.
• Add Call-to-Action Buttons: Place clear, compelling “Book Now” buttons on high-traffic pages, such as your homepage, services page, and contact page.

With CRM Systems

Integrating scheduling software with your CRM can help you manage customer interactions more effectively.

• Sync Client Data: Automatically log appointments, update contact records, and track customer preferences to deliver a more personalized experience.
• Improve Follow-Ups: Use CRM-triggered reminders and post-appointment follow-ups to nurture leads and retain clients.

With Payment Gateways

For businesses that require deposits or full payments at the time of booking, integrating with a payment gateway simplifies transactions.

• Accept Deposits or Full Payments: Securely process payments through integrations with PayPal, Stripe, or Square.
• Reduce No-Shows: Requiring a deposit upfront encourages commitment and minimizes appointment cancellations.

With Communication Tools

Keeping clients informed and engaged is essential for reducing missed appointments and maintaining strong relationships. Simplify the process by integrating your appointment scheduling software with your communication tools.

• Integrate with Email Platforms: Automatically send confirmation emails, reminders, and follow-ups through platforms like Mailchimp or Outlook.
• Sync with Video Conferencing Apps: If you offer virtual appointments, ensure seamless integration with Zoom, Google Meet, or Microsoft Teams for easy access to meeting links.

Mobile Integration

With more people relying on mobile devices for scheduling, having a mobile-friendly system is essential.

• Ensure Compatibility with Mobile Apps: Choose a scheduling tool with a dedicated mobile app or a responsive design for easy booking and management on smartphones and tablets.
• Enable Push Notifications: Keep clients and staff informed with real-time updates on schedule changes and upcoming appointments.

6 Reasons to Choose Knack for Your Appointment Scheduling Software Needs

Knack makes it easy to build a custom appointment scheduling solution that fits your business needs—without writing a single line of code. Whether you manage a healthcare practice, a service-based business, or a corporate scheduling system, Knack provides the flexibility and automation you need. Here’s why Knack is the best choice for your scheduling software:

1. Customizable, No-Code Scheduling Interface

With Knack’s drag-and-drop interface builder, you can create a professional and intuitive appointment booking system tailored to your workflow. Build custom scheduling forms, dynamic calendars, and user portals where clients can book, reschedule, and manage their appointments—all while maintaining your brand’s look and feel.

Try out Knack’s AI builder to make custom application development a breeze.

2. Automated Workflows and Notifications

Knack’s built-in automation engine streamlines scheduling processes by using integrations to allow you to send automatic email or SMS confirmations, reminders, and follow-ups to reduce no-shows. Set up desired business triggers for things like appointment approvals, cancellations, or waitlist management, keeping your business operations smooth and efficient.

3. Seamless Payment Processing

Knack has a long list of integrations that allow you to natively setup events and actions with payment portals like Stripe and PayPal, enabling you to collect payments at the time of booking. Offer deposits, full payments, or invoicing options directly through your scheduling platform, making it easier for clients to pay while securing your revenue.

4. Secure Data Management and Access Controls

Security is crucial when handling customer data. Knack ensures secure access with role-based permissions, allowing different user levels for clients, staff, and administrators. Built on AWS infrastructure, it provides encrypted data storage, backups, and compliance with regulations like GDPR and HIPAA, making it ideal for industries with strict data security requirements.

Learn more about our security features.

5. Pre-Built Templates for Faster Deployment

Don’t want to start from scratch? Knack offers ready-made templates for appointment scheduling, which you can customize to match your specific needs. Whether you’re managing one-on-one bookings, team scheduling, or multi-location availability, you can launch your system quickly and modify it as your business grows.

Browse our list of application templates.

6. Unlike Per-User Pricing Models

Knack charges are based on the number of records stored, not the number of users accessing the system. So organizations can have unlimited staff, clients, contractors, or customers accessing the system without extra per-user costs. This is ideal for small to medium-sized service businesses, clinics, educational institutions, or even local governments that have a high volume of end users booking appointments. For instance, a clinic with 50 staff members and 5,000 patients can allow all of them to access the system without incurring per-user fees, making it much more affordable than SaaS platforms that charge per seat.

What Our Customer Reviews Rave About

Here’s what our customers rave about:

• Extremely User-Friendly No-Code Platform: Knack empowers non-technical users to build custom applications easily, making them accessible to businesses of all sizes. Robert on G2 said, “I’m not a programmer, but I find Knack pretty straightforward to use.”
• Highly Customizable Solutions: Knack offers flexibility for building tailored databases and user interfaces to meet diverse business needs. Many users highlight its ability to integrate seamlessly with other systems, like Squarespace or custom portals.
• Efficient Workflow Automation: With tools like API integrations and platforms like Make, Knack simplifies complex workflows and automates processes, saving businesses time and effort.
• Scalable and Cost-Effective: Knack supports large user bases without charging per user, making it an affordable solution for organizations managing infrequent users or large teams.
• Strong Community and Customer Support: Knack is backed by an active network of power users and a responsive support team. Stephen, a Knack customer, left a review on G2 and said, “Knack’s team is friendly and responsive, involving customers in their decision-making.”

Simplify Scheduling with Knack

Looking for an intuitive, customizable, and fully integrated appointment scheduling solution? Knack makes it easy to build a scheduling system tailored to your business needs—no coding required. Start building for free today and take control of your scheduling!

FAQs

Common questions and answers:

What is appointment scheduling software?

Appointment scheduling software is a digital tool that allows businesses to manage bookings, automate reminders, and streamline appointment management. Some are accessible online to customers and clients.

How does appointment scheduling software benefit businesses?

Appointment scheduling software benefits businesses by reducing administrative workload, minimizing scheduling conflicts, and improving customer experience by offering an easy way to book, reschedule, or cancel appointments. It can also reduce no-shows with automated reminders and give insights through reporting features.

Is appointment scheduling software secure?

Most reputable scheduling platforms use encryption, secure payment gateways, and compliance measures like HIPAA (for healthcare) to protect sensitive data. Always choose software with strong security features and regular updates to ensure security.

How do automated reminders work?

Automated reminders are sent via email or SMS before an appointment to reduce no-shows. Businesses can customize when and how reminders are sent based on customer preferences.

Can I accept payments through scheduling software?

Whether you can accept payments through scheduling software depends on the software you choose. Many scheduling tools integrate with payment processors like Stripe, PayPal, or Square, allowing businesses to accept deposits or full payments at the time of booking. This helps secure appointments and streamline transactions.

What if I need to manage appointments for multiple staff members?

Many scheduling platforms support multi-user access, enabling businesses to assign appointments to different team members and manage availability in a shared calendar. Some tools also offer role-based permissions for staff.

Does appointment software work for virtual appointments?

Many appointment software solutions work for virtual appointments. They integrate with video conferencing tools like Zoom or Google Meet, automatically generating and sharing meeting links when an appointment is booked. This makes it easy to schedule and manage virtual consultations.

How do I choose the right appointment scheduling software for my business?

To choose the right appointment scheduling software, consider your business size, required features, budget, and integration needs. Look for a user-friendly platform that supports automation, calendar syncing, payment processing, and security measures to ensure a seamless scheduling experience.