Why you should not build your own scheduling

Let's be honest, I am biased. We sell scheduling technology, but after seeing this happen over and over again I think it is important to talk about how incredibly complex scheduling is and what deep rabbit hole awaits you if your team chooses to build everything in-house.

If you don't want to use Cal.com–that's fine. Use any other vendor out there (if you're a cool person, you lemme know why but no hard feelings). But please just don't build it in-house unless you like to suffer.

At first glance, creating a custom calendar and scheduling tool might seem like a straightforward and cost-effective choice. You start by integrating with Google Calendar–easy. Then you look into Zoom–aight that's a bit more. You'll spend the next three weeks submitting your application to Google and Zoom's marketplaces to get proper production keys and go through hoops-and-loops to get verified. A week later your PM is asking you to check for different timezones, but what does that even mean? Do we track timezones in the browser or do people need to submit them? What if people don't know their timezone and only their city? Ok, lemme quickly build a new timezone dropdown that handles this. Wait, WTF IS DAYLIGHT SAVINGS? You wake up from a fever dream and your PM is asking you to also ship recurring meetings. In the standup call you start to sweat slightly, but you are moving forward and start reading into the Recurrence Rule (short RRule). Only moments later you find yourself reading twenty-year old iCalendar RFCs without any modern code examples. You never thought how much CalDAV would play a role in your life.

Great. You shipped the bare minimum, but your CEO is breathing down your neck because you haven't shipped a single core-business related feature yet. After all, your team is trying to build a marketplace to connect a dog owner with a dog sitter, but all you can reply is "Hey boss, I just figured out that London (Ohio) is not the same timezone as London Europe!"

Many companies have similar, likely less funny stories and they realize typically after six months that building your own scheduling is far more complicated than it initially appeared. Here’s why opting for an existing SaaS (Software as a Service) solution is a smarter move.

Remember, use any scheduling tool out there if you don't wanna go with Cal.com. I'm not gonna be mad at you. pinky promise. 🤞

If you made it this far, here is an AI generated list of reasons that turned my bullet point ideas into SEO-optimized text. (Don't blame me, I don't have much time lately to write blog posts because I have to support the team to fix timezone issues).

Complexity and Hidden Challenges

1. Initial Simplicity, Long-term Complexity

Building a basic calendar or scheduling system might seem easy at the start. However, as your company grows and your needs become more sophisticated, the complexity increases exponentially. Features like timezone support, recurring events, calendar sharing, and integration with other tools require significant time and expertise to implement correctly.

2. Timezones and Conflict Checking

Handling different timezones correctly is a major challenge in itself. Ensuring that appointments and meetings are accurately scheduled across various timezones involves intricate logic and comprehensive testing. Additionally, conflict checking—ensuring that no double-bookings occur and that resources are available when needed—requires complex algorithms and real-time updates. These functionalities are critical for a reliable scheduling system but are often underestimated in terms of development effort.

3. Underestimating the Workload

Many junior engineers might underestimate the amount of work required to build a fully functional calendar and scheduling system. What starts as a seemingly simple project can quickly balloon into a complex undertaking. The initial enthusiasm can fade as they encounter the numerous edge cases and nuances involved in creating a reliable and efficient system. This underestimation can lead to project delays, increased costs, and frustration.

4. Maintenance and Updates

Creating the software is just the beginning. Ongoing maintenance, updates, and bug fixes are continuous efforts that demand time and resources. A dedicated team is required to keep the system running smoothly, handle user requests, and ensure security, which diverts focus from your core business.

Benefits of Off-the-Shelf SaaS Solutions

1. Cost-Effective

Using an existing SaaS solution is often cheaper than building your own. SaaS providers spread their development and maintenance costs across many users, allowing them to offer robust features at a fraction of the cost it would take to build them in-house.

2. Time-Saving

With SaaS, you can be up and running in a matter of hours or days, compared to the months it might take to develop your own solution. This rapid deployment means you can focus on what matters most—growing your business.

3. Expert Support and Continuous Improvement

SaaS providers specialize in their field and continuously improve their products based on user feedback and technological advancements. They offer customer support to help you navigate any issues, ensuring you always have access to the latest features and security updates.

4. Seamless Integration

Most SaaS calendar and scheduling tools are designed to integrate seamlessly with other popular software your company might already be using, such as email clients, CRM systems, and project management tools. This integration enhances productivity and streamlines workflows.

5. Reliability and Security

Reputable SaaS providers prioritize reliability and security. They employ teams of experts to ensure their systems are robust, secure, and compliant with industry standards, giving you peace of mind and protecting your company’s data.

Real-World Example

Many companies that initially opt to build their own scheduling software often find themselves overwhelmed after a few months. They encounter unforeseen challenges and complexities that strain their resources and delay other important projects. Eventually, they turn to SaaS solutions to regain their footing and realize the significant benefits they offer.

Focus on Your Core Business

Just as you wouldn’t rebuild Stripe.com to handle your payments, you shouldn’t try to recreate a dedicated scheduling tool from scratch. Stripe has mastered the complexities of payment processing, allowing businesses to focus on their main goals without worrying about the intricate details of transactions. Similarly, using a specialized scheduling SaaS solution lets you avoid the headaches of calendar management, conflict checking, and timezone issues. By leveraging these expert tools, you can dedicate your energy and resources to what truly matters—growing and enhancing your core business.

Conclusion

While the idea of building your own calendar and scheduling software may be tempting, it’s important to recognize the hidden complexities and long-term costs involved. Opting for an off-the-shelf SaaS solution can save your company time, money, and headaches, allowing you to focus on your core business objectives. Embrace the expertise and efficiency of SaaS providers to enhance your scheduling capabilities and drive your business forward.