5 Online Scheduling Tools to Make Your Life Easier

Scheduling can be one of the most frustrating parts of a recruiter’s job. You want to make sure you’re accommodating the candidate’s schedule without interfering with your own. And let’s face it: Going back and forth between a paper planner, Google calendar, and dropbox can become frustrating and time-consuming. If you haven’t started using online calendars to help schedule your interviews, what better time to start than the present?schedule
We asked a group of recruiters on Facebook which calendars they prefer and why. Here are the top five tools that were recommended. Note: These are not paid endorsements.


Calendly comes highly recommended from recruiters around the country. According to one recruiter, who switched to Calendly after her company’s privacy settings were hindering her candidates from accessing her work calendar, the platform is easy to use and saves time from all the back-and-forth e-mails. This particular recruiter also says it’s helped her with overbooking tremendously.
Calendly works with your existing digital calendar to automatically check availability and help you connect with your best contacts, prospects, and clients. You can share your calendar URL with candidates, or you can post a link on your website to have jobseekers access it on their own. The candidate/jobseeker will pick a date and time, based on your preferences, and the meeting will automatically be added to your calendar. Other features include:

  • Seamless integration among a variety of calendars, such as Google, Outlook, Office 365, or iCloud, which means you’ll never overbook;
  • Time zone detection, which means if you’re based on the East Coast and a candidate is applying from the West Coast, you’ll both be able to meet at the same time without having to do the math;
  • The ability to set buffer times between events/meetings so you have the chance to catch your breath, grab some coffee, or use the bathroom before jumping into the next event;
  • Automation of tasks on other apps, like Salesforce, GoToMeeting, Zapier, etc.; and
  • Great for lone recruiters or recruiting teams.

Acuity Scheduling

For recruiters and employers on a budget, Acuity Scheduling may be your best bet. As one recruiter told us, she prefers the free version, as it meets her needs perfectly and is easy to use. Like Calendly, Acuity Scheduling lets candidates quickly view your real-time availability and self-book their own appointments.
Acuity Scheduling is great for both recruiters and businesses because it can be used to process payments, as well as reschedule meetings and interviews. Other features include:

  • Auto adjust for time zones, which lets clients easily cancel/reschedule themselves and automatically send reminders to keep clients prompt;
  • Manage multiple locations and employees, only show your clients the calendar you want them to see, and all the flexibility to make scheduling work for you;
  • Collects everything you need to know about a candidate as soon as he or she books. Ask candidates to fill out intake forms when scheduling, and you’ll have all of their information readily available before you meet;
  • Automatically send branded and customized confirmations, reminders, and follow-ups—via e-mail or text message; and
  • Notifications anytime a new appointment is booked, check your schedule right from your phone, and even tell Acuity to automatically update the calendars you already use, like Google, Outlook, iCloud, or Office 365.


Bookafy is another platform that comes highly recommended. As one recruiter told us, you can have different calendar links for different reasons: candidate call, client strategy call, etc. This recruiter sends candidates a separate link versus a generic link, depending on the type of call or meeting. Bookafy is another tool that can be utilized by both recruiters and businesses, as the platform offers small business management software. Other features include:

  • Free setup support—as one recruiter told us, the company answered her call and customized her page “to look all cool”;
  • The ability to have custom staff schedules;
  • Clients may book appointments based on user availability—this allows candidates to book real-time appointments without playing phone and e-mail tag;
  • Automatically generate links and codes with new appointments;
  • Automatically generate Zoom (video conferencing software) links and an e-mail link and password to all parties; and
  • Automated rating/review requests are sent after each appointment.

As one recruiter told us, is very cost-effective and integrates with Google and Microsoft calendars—integration among different calendars was a recurring theme we found among many recruiters looking for better solutions. allows seamless integration among your existing websites and Facebook pages, or you can use it as a stand-alone site and have candidates access your personalized page to schedule appointments and more. Other features include:

  • Notifications via text message or e-mail— will send out reminders to staff and clients whenever appointments are booked, canceled, or rescheduled;
  • Secure communication and all data backed up daily; and
  • Booking widgets for Facebook, WordPress, and other content management systems, or use the application program interface (API) to build your own custom integrations. also has custom features for business needs, such as coupons and gift cards, information on the sale of products, membership management, online classes, employee promotion systems, Health Insurance Portability and Accountability Act (HIPAA) and intake forms, and more.


Finally, TimeTrade touts itself as a simpler, faster way to engage with your customers at every stage and can be applied to the recruiting world, as well. Just like the other platforms mentioned above, TimeTrade is an integrated online appointment-scheduling app that allows you to deliver timely communications, which will help boost your candidates’ experience with your company. Other features include:

  • Revolutionary appointment scheduling,
  • Multiple deployment options, and
  • The ability to keep your employees organized and on time.

These five online scheduling tools are just a small sample of what’s out there. Have you tried any of the platforms listed above? Or, do you have a different suggestion? Let us know in the comments section below.