A discovery call link that shares new business
Put one link on the website and in proposals. Each booking goes to the free partner or strategist with the fewest upcoming meetings, so leads are answered fast and nobody carries the whole pipeline.
For client-facing teams of 4 to 100
Client Scheduling Software and Client Scheduling App for Agencies and Consulting Firms
Give prospects one discovery call link that goes to whichever strategist is free, and give clients a review link that only shows times when the account lead and the specialist can both attend. Up to 15 people share one company price, so adding a consultant to the rotation never adds a seat.
Two-way Google Calendar sync, Google Meet, round-robin and collective meetings, company-wide hours. Monthly or yearly billing, cancel from the billing screen.
Team scheduling cost calculator
Round-robin and collective meetings for your whole team
- Calendly Teams, per seat
- $1,920/yr
- ScheduleMeeting Team, flat
- $594/yr
- Difference per year
- $1,326
Calendly figures use its published Teams list price: $16 per seat per month billed yearly for seats 1 to 30, lower bands above that, and $20 per seat month to month. ScheduleMeeting prices are the plans on our pricing page, in US dollars.
The short answer
Client scheduling software lets prospects and clients book time with your firm from a link instead of an email thread. For an agency or consulting firm, the two features that matter are round-robin (a discovery call goes to whoever is free and has the lightest week) and collective meetings (a client review only offers times when every required person is free). Most tools sell both per user, at $12 to $20 a seat each month.
ScheduleMeeting sells them per company. The Team plan covers up to 15 client-facing people for $99 a month or $594 a year, and Business covers up to 100 for $1,194 a year. It fits firms on Google Workspace that meet on Google Meet. If you need to collect a deposit at booking or sync Outlook calendars, a tool such as Acuity Scheduling or Calendly will suit you better, and the comparison below says where.
Client work is shared work, and per-person booking links do not show that
A solo consultant needs one booking page. A firm of eight needs something different. New business calls should reach the first partner who is free this week, not the one whose link happened to be on the proposal. A monthly review needs the account lead and the paid media specialist in the same room. And when the office closes between Christmas and New Year, nobody should have to block ten calendars by hand.
Per-seat scheduling tools handle this, at a price that tracks your headcount. Ten people on a typical team plan run close to $2,000 a year, and each contractor or new hire you add to a client rotation is another seat. A flat company price turns the booking tool into a fixed line on the budget, which is how most firms already think about overhead when they set their rates.
Client scheduling software compared for a ten-person firm
Three common choices for a client-facing team. Calendly and Acuity figures come from their public US pricing pages, checked in fall 2026.
| What the firm needs | Calendly Teams | Acuity Scheduling Premium | ScheduleMeeting Team |
|---|---|---|---|
| How it is priced | Per seat: $16 a month billed yearly, $20 monthly | Per account: $49 a month billed yearly, $61 monthly, up to 36 calendars | Per company: $99 a month, or $594 a year, up to 15 people |
| Ten people, a year | $1,920 billed yearly | $588 billed yearly | $594 billed yearly |
| Discovery calls shared across the team | Round robin, every host a paid seat | Pooled availability, picks the calendar with the fewest appointments that day or by priority | Round-robin to the free host with the fewest upcoming meetings |
| Client meetings that need two or more of your people | Collective events | One calendar per appointment, no collective booking | Collective meetings, every host invited and blocked |
| Firm-wide hours and holidays | Set per user or per event | Set per calendar | One company policy applied to every booking page |
| Payment at booking | Yes, Stripe and PayPal | Yes, on every plan, plus packages and intake forms | No |
| Calendars | Google, Microsoft 365, Exchange, iCloud | Google, Microsoft 365, Exchange, iCloud | Google Calendar, two-way |
| Video | Zoom, Google Meet, Microsoft Teams, Webex | Zoom, Google Meet | Google Meet |
Calendly and Acuity Scheduling are trademarks of their owners, which are not affiliated with ScheduleMeeting. Rival prices are published US list prices before tax and can change, so confirm them on the vendor's pricing page before you buy. ScheduleMeeting prices are read from our pricing configuration.
What a client-facing team gets on one company price
Built around the three meetings every agency and consulting firm runs: the first call, the working session and the recurring review.
Joint client meetings without the email chain
A collective meeting type offers the client only the times when the account lead and the specialist are both free. Everyone gets the invite and the Meet link, and the slot is blocked on every calendar.
Firm hours and closures set once
Define when the firm takes client meetings and which days it is closed. Every booking page follows that policy on top of each person's own working hours.
Two-way Google Calendar sync
Busy time is read from each person's Google Calendar before a slot is shown, so an on-site workshop or a dentist appointment never collides with a client call.
Buffers, notice and daily caps
Add 15 minutes after each client call for notes, require a day of notice, and cap consultations per person per day so billable work still gets done.
Contractors and new hires at no extra cost
Team covers up to 15 people and Business up to 100. Adding a freelance specialist to a client review costs nothing, and removing them takes one click.
How to set up client scheduling for the whole firm
Most firms are live the same afternoon. Nothing has to be installed, and clients never need an account to book.
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Create the company account
Sign up with a work email, name the firm and choose Team. Invite everyone who meets clients. Each person connects a Google Calendar in about a minute.
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Build the three meeting types
A 30-minute discovery call on round-robin, a 60-minute working session per consultant, and a collective client review with the account lead and a specialist as required hosts.
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Set firm hours and holidays
Enter the hours the firm takes client meetings and the days it is closed. The policy applies to every page at once.
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Put the links where clients already are
The contact page, proposal footer, email signatures, the onboarding email and the client portal. Clients pick a time in their own time zone and get a confirmation with a Meet link.
Who uses it
Any firm where several people meet clients and the calendar is Google Workspace.
Marketing and creative agencies
New business calls rotate across partners, and monthly reporting calls pull in the account manager and the channel specialist. Agencies that sell on demos can also read our sales scheduling software page.
Management and IT consulting firms
Scoping calls go to the first available principal, and steering meetings need the engagement lead plus a subject expert. A collective scheduling link finds the shared slot.
Accounting and bookkeeping practices
Year-end and quarterly reviews book into whichever staff accountant has capacity, with a daily cap during tax season so nobody is booked wall to wall.
Recruiting and staffing firms
Client intake calls rotate across account managers while candidate screens run on their own link. See interview scheduling software for the hiring side.
What is the best scheduling software for consultants?
The best scheduling software for consultants depends on firm size. A solo consultant is well served by Calendly Standard or Acuity Scheduling, which add payments and intake forms for $10 to $20 a month. A firm with four or more consultants should look for round-robin, multi-host meetings and firm-wide hours, and compare the yearly cost by headcount, because per-seat pricing adds up quickly. Our Acuity vs Calendly for teams page prices both at 3 to 30 people.
For a Google Workspace firm of 4 to 15 people, ScheduleMeeting Team costs $594 a year in total. Calendly Teams costs $768 for four people and $2,880 for fifteen. Acuity Premium is close to our price at $588 a year, includes payments, and is the better pick if clients pay a deposit when they book.
| People who meet clients | Calendly Teams, billed yearly | Acuity Scheduling, billed yearly | ScheduleMeeting, billed yearly |
|---|---|---|---|
| 4 | $768 | $324 (Standard, up to 6 calendars) | $594 |
| 8 | $1,536 | $588 (Premium) | $594 |
| 10 | $1,920 | $588 (Premium) | $594 |
| 15 | $2,880 | $588 (Premium) | $594 |
| 40 | $7,500 | Above the 36 calendar limit | $1,194 |
How do agencies schedule client meetings with several team members?
Agencies schedule multi-person client meetings with a collective booking link. The link checks every required person's calendar and shows the client only the times when all of them are free. The client picks one, and each attendee receives the same calendar event and video link. It replaces the reply-all thread that usually takes three or four emails to settle.
In ScheduleMeeting you create a meeting type, mark it collective and add the hosts, for example the account director and the SEO lead. Company hours and each person's own availability both apply. For first calls where any one person will do, use round-robin instead, which our round robin scheduling software comparison covers across twelve vendors.
How much does client scheduling software cost?
Client scheduling software costs $10 to $20 per user a month on per-seat tools, or a flat $27 to $199 a month on per-company tools. Calendly Teams is $16 a seat billed yearly, Acuity Scheduling runs $16 to $49 a month per account depending on calendar count, and ScheduleMeeting is $49, $99 or $199 a month for up to 3, 15 or 100 people.
Yearly billing lowers each of those. The number worth comparing is the yearly total at the headcount you expect twelve months from now, since consulting firms tend to add client-facing people faster than they revisit software contracts. Our Calendly pricing breakdown shows the per-seat math from 2 to 50 hosts.
Can clients book without creating an account?
Yes. A client opens the link, sees open times in their own time zone, enters a name and email, and confirms. There is no account, no app to install and no password. The confirmation email carries a Google Meet link and links to reschedule or cancel, and a reminder goes out before the meeting.
This matters more for client work than for internal scheduling. A prospect comparing three agencies will book with the one that makes it easy, and a client who can move a review without emailing the account manager is less likely to skip it.
Where each option wins
We do a narrow job well. Here is when that job matches yours and when another tool is the right call.
Choose ScheduleMeeting if
- Four or more people meet clients, and you want the cost fixed as the team grows.
- New business calls should be shared fairly across partners or strategists.
- Client reviews regularly need two or three of your people in the same meeting.
- The firm runs on Google Workspace and meets on Google Meet.
- You compared Calendly for teams or HubSpot Meetings and did not want to pay per host.
Choose Calendly or Acuity if
- Clients pay a deposit or a session fee at the moment of booking.
- You need intake forms with file uploads, packages or gift certificates (Acuity).
- Calendars are on Microsoft 365 or iCloud, or meetings run on Zoom or Microsoft Teams.
- You are a solo consultant, where a single $10 to $16 seat is cheaper than any company plan.
- You need routing forms that send prospects to different people by their answers (Calendly Teams).
Client scheduling software questions
What is client scheduling software?
Client scheduling software gives clients a link to book meetings with your business based on live calendar availability. It sends confirmations and reminders, handles time zones, and for teams it can rotate bookings across staff or find a time when several people are free.
Is there a client scheduling app that does not charge per user?
Yes. ScheduleMeeting charges per company: $99 a month for up to 15 people and $199 for up to 100. Acuity Scheduling also prices per account, by number of calendars.
Can one booking link rotate between consultants?
Yes. A round-robin meeting type shows the combined availability of the consultants you add and assigns each booking to the free person with the fewest upcoming meetings.
Can I take payment when a client books?
Not in ScheduleMeeting. If you charge for consultations at booking, Acuity Scheduling and Calendly both support card payments.
Does it work with Outlook or Zoom?
No. ScheduleMeeting syncs two-way with Google Calendar and creates Google Meet links. Firms on Microsoft 365 or Zoom are better served by Calendly or Acuity Scheduling.
Can I try it before paying?
Yes. Create an account and run a one-time demo with one meeting type and five bookings, then choose Starter, Team or Business.
One price for everyone who meets clients
Team plan: round-robin discovery calls, collective client meetings, shared team pages and firm-wide hours for up to 15 people at $99 a month, or $49.50 a month billed yearly.