Setmore vs. Calendly Alternatives: Which Should You Pick?

Time is money, and scheduling meetings manually can eat up a lot of both. For small business owners, freelancers, and even enterprise teams, managing appointments efficiently is crucial for success. Constant back-and-forth emails or phone tag to set up meetings wastes time and can frustrate clients. That's why many companies now turn to online scheduling tools (essentially schedule planner apps to streamline the process. These business scheduling apps let clients self-book time slots, send automated confirmations and reminders, and keep everyone's calendars in sync. The benefits are clear – all appointments are now booked online rather than via phone, dramatically reducing the workload on staff.

Why Online Scheduling Matters

Adopting an online scheduling system can directly benefit your business’s professionalism, bottom line, and efficiency. By allowing clients to book on their own, you’re essentially keeping your “doors” open 24/7. This increased accessibility often translates into more appointments and higher revenue. Automated scheduling tools also help reduce human error and forgetfulness – for example, reminder notifications can dramatically cut down on no-shows (saving you from lost revenue and wasted time).

Handling bookings online frees up staff from playing phone tag and managing calendars manually. It also creates a more polished experience for your clientele – allowing them to self-book at their convenience reflects well on your professionalism, far more than a series of missed calls or lengthy email threads. In short, using an online scheduler means more bookings with less effort, which is a win-win for both you and your clients. With the rise of remote and hybrid work in recent years, scheduling platforms have become even more indispensable for coordinating virtual meetings across time zones.

Setmore: Simple Scheduling for Small Businesses

Setmore is often touted as the best booking system for small business users who need a straightforward way to let customers book appointments online. It offers a clean, easy-to-use interface with core features like a shareable booking page, calendar sync, automated email reminders, and even built-in payment processing. One of its biggest draws is its free plan – it supports up to 4 staff logins at no cost, which is quite generous compared to many competitors.

This has carved out a niche among small businesses (salons, clinics, consultants) thanks to its simplicity and solid value. Users often praise how easy it is to get started and the professional image it projects to clients. The platform even provides 24/7 live customer support to all users, free or paid. However, that very simplicity can be a double-edged sword. Customization options for the booking page are fairly basic (with limited control over design), and some users report minor glitches as their scheduling needs grow more complex. Setmore covers the fundamentals well, but power users may find its feature depth limiting as they scale.

For example, a local salon could use this to display a menu of services (haircuts, coloring, etc.) on its online booking page. Clients visiting the page can select the service they need, choose from available time slots with their preferred stylist, and even pay a deposit upfront if required. Once booked, the appointment appears instantly on the salon’s calendar in Setmore, and both client and staff receive confirmations and reminder notifications. By using it in this way, the salon avoids phone tag with customers and ensures that each stylist’s schedule is managed smoothly in one centralized system.

Calendly: Power for Professional Scheduling

Calendly is one of the most popular calendar booking software tools on the market, used by individuals and organizations alike to coordinate meetings. The platform offers a polished experience with seamless integrations (Google and Outlook calendars, Zoom, Slack, CRM systems, and more), plus workflow features that handle booking logistics for you. Its popularity is hard to overstate – as of late 2023, it reportedly serves over 20 million users worldwide across 100,000+ companies. It has become a go-to solution in many corporate environments thanks to its ease of use and reliability.

For a solo user, Calendly makes it simple to set up a personal booking link and eliminate the back-and-forth emails when scheduling. Teams benefit from advanced options like round-robin assignments and routing forms that automatically direct appointments to the right team member. Its basic version is free and provides unlimited one-on-one event scheduling, but it does have some limitations – for example, a free user can only offer one meeting type at a time. To unlock more, you’ll need a paid plan. Their paid tiers allow multiple event types, pooled team calendars, customizable email/text reminders, and other premium features. Calendly is a robust, mature scheduling solution geared toward professional use. It excels at handling volume and complexity: recruiters use it to coordinate interviews, sales teams use it to schedule demos, and customer success teams use it to book support calls. The trade-off is that some of these premium capabilities come at a cost, and as your team grows, the subscription fees can add up. Still, many consider it the benchmark among scheduling platforms for business for its automation and broad integration support.

Setmore and Calendly: Typical Use Cases and Industries Served

When evaluating online scheduling tools like Setmore and Calendly, it’s essential to understand the types of businesses and scenarios where each platform truly excels. Both tools aim to automate appointment booking and eliminate the hassle of manual scheduling, but their design philosophies and feature sets have led them to serve somewhat different audiences and industries. Setmore is popular with appointment-based B2C businesses like salons, spas, clinics, and fitness studios for its easy-to-use interface and generous free plan. It lets clients book services, choose staff, and pay online, making it ideal for small teams. Features like automated reminders, staff scheduling, and integrations with website builders and social media help businesses manage appointments and connect with customers efficiently.

Calendly, on the other hand, is widely adopted in the B2B (business-to-business) sector and among professionals who need to coordinate a high volume of meetings—both internally and externally. Its user base spans sales teams scheduling demos, recruiters coordinating interviews, consultants organizing client calls, and customer success teams booking support sessions. Calendly’s strengths lie in its seamless calendar integrations, robust automation, and advanced routing features, making it ideal for organizations that juggle multiple meeting types and participants. For example, a sales team might use Calendly’s round-robin assignment to distribute inbound demo requests evenly among team members, or a recruiting department might leverage its integration with Zoom and Google Calendar to streamline candidate interviews. Calendly’s popularity in corporate environments is also driven by its compatibility with a wide array of workplace tools—such as Slack, HubSpot, Salesforce, and Microsoft Teams—enabling it to fit neatly into complex business workflows. Even solo professionals, like coaches or consultants, benefit from Calendly’s ability to automate scheduling, reduce email back-and-forth, and present a polished, professional image to clients.

Distinction Between B2B and B2C Use Cases

When comparing Setmore and Calendly, it's important to consider if your business is B2B or B2C, as this affects which platform fits best. Setmore is ideal for B2C service businesses like salons, gyms, and tutoring centers, offering easy booking, staff scheduling, customer management, and payment processing. It helps these businesses provide a smooth customer experience and reduce manual work, with integrations for websites and social media. Calendly is built for B2B needs, supporting teams that coordinate meetings such as sales demos, interviews, and client calls. It integrates with tools like Slack, Salesforce, and Zoom, offering features like round-robin scheduling, team availability, and automation to handle complex meeting workflows efficiently. Choosing the right platform depends on whether your business serves consumers or other businesses: Setmore suits customer-focused services, while Calendly is best for teams managing professional meetings.

Setmore vs. Calendly

Both Setmore and Calendly aim to simplify scheduling, but they have notable differences in features, pricing, and focus. Here’s how these two scheduling platforms for business compare:

• Pricing: Setmore’s paid plans are generally more budget-friendly for small teams. The Pro plan costs about $12/month total, and the Team plan is around $9 per user/month, and even the free tier supports multiple staff. Calendly’s core paid plans run roughly $10–$15 per user/month, which can add up for larger teams. Setmore’s free tier is generous (multiple staff accounts and services), but it lacks two-way calendar syncing until you upgrade. Calendly’s free plan, in contrast, includes 2-way calendar sync out-of-the-box but restricts you to one active event type until you pay. In other words, Setmore gives you more flexibility with appointment types for free, while Calendly gives you more calendar connectivity for free.

• Team Scheduling: Calendly is built with team coordination in mind – paid plans support round-robin distribution, pooled availability, and other group scheduling features ideal for sales or support teams. Setmore, on the other hand, is more oriented toward individual calendars; it lacks advanced team routing (you can have multiple staff profiles, but no automated round-robin assignments).

• Payment & Booking Features: Both tools allow accepting payments for appointments, but Setmore has an edge for small businesses here. Setmore integrates with Stripe, Square, and PayPal so clients can pay at booking, which is great for appointments like consultations or classes. Calendly offers payment integration only on its paid plans.

• Integrations & Ecosystem: Calendly offers a wider range of direct integrations with workplace tools and a robust API, reflecting its focus on professional workflows. Setmore covers the basics and can integrate through Zapier for other needs. Both platforms are accessible via a web browser and offer mobile apps for managing schedules on the go. Setmore even provides a desktop application for Windows, whereas Calendly offers handy browser extensions that let you schedule meetings directly from your email or website.

• Use Case Fit: In summary, Setmore is an all-in-one appointment hub ideal for a small service business that wants scheduling, plus customer management and payments in one package. Calendly, by contrast, is tailored more for meeting scheduling at scale – it's often preferred by professionals and larger teams who need advanced scheduling automation and integration into their broader business processes.

Comparing Setmore and Calendly side by side reveals which scheduling tool suits your needs. Both simplify appointment booking, but Setmore is ideal for small businesses with its free plan, which allows up to four staff, unlimited appointments, a branded booking page, service menus, staff assignments, payment processing, and automated reminders. Its customer database and 24/7 support make it especially user-friendly for service providers. In contrast, Calendly’s feature set is tailored for professionals and teams who need more advanced scheduling automation and integration. Even the free plan offers robust calendar syncing and unlimited one-on-one meetings, but it restricts users to a single meeting type and calendar connection unless upgraded. Paid Calendly plans unlock powerful features such as round-robin scheduling, pooled team availability, workflow automations, and advanced routing logic—allowing organizations to direct booking requests to the right team member based on custom forms.

Calendly also excels in integration breadth, supporting over 100 native connections with workplace tools like Slack, Salesforce, HubSpot, Zoom, and Microsoft Teams, making it ideal for sales, recruiting, and customer success teams that rely on seamless workflows. Unique to Calendly are features like meeting polls (letting invitees vote on times), multi-calendar sync, and detailed analytics dashboards. Setmore offers unique features like social media booking, customer reviews on booking pages, and managing multiple appointments at once—options not available in Calendly. However, it has fewer customization options and some advanced features require workarounds. Setmore suits small service businesses wanting simplicity and affordable scheduling, while Calendly is better for larger teams needing advanced automation and integrations. Comparing their strengths helps businesses choose the right fit for their scheduling needs.

Pricing and Plans: Setmore vs. Calendly

When choosing an online scheduling tool, understanding the pricing structure and what you get at each tier is crucial—especially as your business grows or your scheduling needs become more complex. Here’s a breakdown of how Setmore and Calendly structure their plans, what’s included, and where each delivers the most value.

Setmore Pricing and Value

If you're considering Setmore as your appointment scheduling platform, it's important to understand the different plans and their features. Below is an overview of Setmore's pricing options and what makes each plan unique.

• Free Plan: Setmore’s free plan is one of the most generous available for small businesses. It supports up to four users at no cost, allowing unlimited appointments and providing essential features like a branded booking page, automated email reminders, and payment processing via Square. This makes it an excellent option for salons, clinics, consultants, or any service-based business that needs scheduling for multiple staff without upfront costs.

• Pro Plan: For $12 per user per month (for one or two users), the Pro plan unlocks additional features such as two-way calendar sync (with Google and Office 365), SMS reminders, and advanced integrations. This plan is ideal if you need more robust calendar management or want to reduce no-shows with text notifications.

• Team Plan: If you have a larger team, Setmore’s Team plan is $9 per user per month for unlimited users. It includes all Pro features, making it a scalable and cost-effective solution for growing businesses that need to manage multiple staff schedules efficiently.

• Value Proposition: Setmore stands out for its free multi-user support, built-in payment processing (even on the free plan), and 24/7 live customer support for all users. Its pricing is especially attractive for small teams or service providers who want a straightforward, affordable way to manage appointments without sacrificing essential features.

Whether you're just starting out or managing a large team, you can find a plan that fits your needs and budget while benefiting from robust scheduling features and reliable customer support.

Calendly Pricing and Value

Calendly’s free plan is ideal for solo users or very small teams, offering unlimited one-on-one event scheduling and two-way calendar sync with Google, Office 365, and iCloud. However, it only allows one active event type and one connected calendar per user, which can be restrictive if you manage multiple services or appointment types. For greater flexibility, it provides paid plans that start at $12 per user per month for the Standard plan and $20 per user per month for the Teams plan. These plans support multiple event types, pooled team availability, advanced workflow automations, customizable reminders, and expanded integrations, including payment options. The Teams plan adds admin controls and advanced scheduling features for larger organizations. For organizations with 30 or more users, the Enterprise plan offers custom pricing, enhanced security, and priority support. Calendly stands out for its user-friendly interface, robust integration ecosystem, and automation features that help professionals and teams save time. While the free plan is limited, the paid options deliver advanced scheduling capabilities, team coordination tools, and seamless integration with workplace software.

Cost Implications and Choosing the Right Fit

Setmore is ideal if you want a cost-effective solution for a small team, need free payment processing, and value strong customer support. Its pricing model is friendly for businesses that want to avoid per-user fees as they grow. Calendly is a better fit if your scheduling needs are complex, you require advanced automation or integrations, or you’re part of a larger team where workflow efficiency is critical—just be mindful that costs can scale quickly with more users. Evaluating your team size, the features you need, and your budget, you can choose the platform that delivers the best value for your specific business scenario. Both tools offer a free starting point, so you can try them out before committing to a paid plan.

User Feedback and Reviews

What do actual users think of these tools? By and large, both Setmore and Calendly receive very positive reviews from their customers on major software platforms. Calendly is often praised for being efficient, easy to use, and integrating smoothly with calendars and video meeting tools – though a few users note it can crash occasionally or wish it offered more advanced functionality out of the box. Setmore users love the ability to tailor services and frequently commend the responsive customer support, but some have experienced minor issues with managing multiple staff accounts or needing workarounds for certain advanced needs. In short, both tools have very satisfied user bases, with only relatively small shortcomings reported given the time-saving benefits they provide.

Alternatives to Setmore and Calendly

When evaluating setmore alternatives or apps like Calendly, you’ll find plenty of capable competitors that might align even better with your needs. Here are a few popular options to consider:

• Acuity Scheduling (Squarespace Scheduling): Acuity is known for its advanced customization and client management features. It’s great for appointment-based businesses that want to embed booking forms on their website, set up intake questionnaires, and brand the entire scheduling experience. Many consultants, wellness providers, and salons use Acuity for its rich features.

• Doodle: Doodle specializes in coordinating group meetings. It allows you to poll participants for their availability and find a common time that works for everyone. If you frequently schedule meetings with multiple external stakeholders or large groups, Doodle can save you countless email threads.

• Square Appointments: Offered by Square, this tool integrates scheduling with a point-of-sale system. It’s especially popular among small businesses in retail and beauty. Square Appointments lets you accept bookings online, send automatic reminders, and have clients’ appointments seamlessly tied to inventory and payment processing in the Square POS.

• Other Noteworthy Tools: There are many other options as well. For example, YouCanBook.me provides a simple booking page that syncs with your Google or Outlook calendar, and newer tools like SavvyCal focus on a more collaborative scheduling experience, while others, such as SimplyBook.me, Appointlet, or Bookafy target specific niches. If you have unique requirements or operate in a specific industry, you may find a platform tailored to your use case.

• Cal.com (Open-Source): One modern alternative gaining attention is Cal.com. Unlike the above proprietary services, this is an open-source scheduling platform that gives you full control over your booking system. It offers a developer-friendly approach – you can self-host it or extend it with custom plugins and integrations. Cal.com’s free tier is remarkably feature-rich: users get unlimited event types, multi-calendar syncing, team scheduling, and custom branding with no per-user fees. Thanks to this flexibility, some reviewers have called this “by far the best meeting scheduler” for individuals, startups, and even enterprise teams. Essentially, Cal.com aims to provide the power of a top-tier scheduler (like Calendly) while avoiding the common limitations, making it a compelling choice if you want a highly customizable online scheduling software solution.

Key Features to Evaluate

If you’re still unsure, it may help to outline your requirements and compare them against what each platform offers. Consider the following factors when evaluating scheduling software:

• Calendar Sync & Time Zones: Does the tool sync in real-time with your primary calendar (Google, Outlook, etc.) and handle time zone differences smoothly? This is crucial to avoid double-bookings and confusion for international meetings.

• Appointment Types & Customization: Can you set up the specific meeting or service types you need (different durations, locations, etc.)? Look for the ability to customize your booking page with your branding, and embed it on your website if needed. Check if the software automatically sends email and/or SMS reminders to participants. Timely reminders can dramatically reduce no-shows and improve the overall experience.

• Team Scheduling Capabilities: If you work with a team, consider features like round-robin assignment, pooled availability, and admin controls to manage multiple calendars/users.

• Integrations & Extensions: Think about what other tools you use (CRM, email marketing, video conferencing, etc.) and check if the scheduling software has direct integrations or API access to connect with your workflow. A strong integration ecosystem can save you time by automating follow-ups, updating records, and more.

• Pricing & Scalability: Finally, weigh the cost relative to the features and number of users. A free or low-cost solution might cover you now, but if you plan to grow, examine how the pricing scales for additional team members or advanced features. Also, note any limits (like number of bookings per month or features behind higher tiers) that might affect you down the line.

By keeping these factors in mind, you can make a more informed decision about which calendar scheduling app will serve your business best.

Clarifying the Essentials

When considering online scheduling tools like Setmore and Calendly, it’s natural to have questions about how they work, what features they offer, and which types of users they best serve. Below are some of the most common questions prospective users ask, along with clear answers to help you decide which platform might be the better fit for your needs.

Is Setmore or Calendly better for small businesses?

Both platforms are popular among small businesses. Setmore is often preferred for its free plan, which supports up to four staff members and unlimited appointments, making it ideal for salons, clinics, and consultants seeking affordable booking solutions. Calendly's free plan allows only one event type and calendar connection unless upgraded. For solo professionals or very small teams needing strong calendar syncing and integrations, Calendly’s free tier may suffice. However, Setmore’s multi-user support and built-in payment processing make it especially appealing for service-oriented businesses.

Can I accept payments through these platforms?

Yes, both Setmore and Calendly support payments for appointments, but with key differences. Setmore integrates with Stripe, Square, and PayPal, and even allows Square payments on its free plan, simplifying payment collection at booking. Calendly’s payment integration, available only on paid plans, works with Stripe and PayPal. If you need free payment collection, Setmore is the more accessible choice.

Do these tools integrate with other business software?

Calendly excels in integrations, supporting over 100 native connections with tools like Google and Outlook calendars, Zoom, Slack, and CRM systems. Setmore covers essentials like calendar sync, video conferencing, and payment processors, and can access more apps via Zapier, but has fewer native integrations. For extensive business app connections, Calendly is usually the better option. Setmore’s simplicity can be a double-edged sword: while it’s easy to use, it may lack advanced features needed by larger teams or businesses with complex scheduling requirements. Some users note occasional glitches or the need for workarounds when managing multiple staff or services. Calendly, meanwhile, is highly scalable but locks many advanced features—such as multiple event types, pooled team calendars, and custom notifications—behind its paid tiers. Additionally, some users wish for more flexibility in event management and branding on the free plan.

Is customer support available?

Setmore provides 24/7 live customer support to all users, which is a significant advantage, especially for small businesses that may need help during off-hours. Calendly offers customer support primarily to paid users, so free users have limited access to live assistance. By addressing these frequently asked questions, you can better understand the practical strengths and possible limitations of Setmore and Calendly. Whether you prioritize cost, payment processing, integrations, or support, clarifying these points will help you select the scheduling tool that aligns best with your business needs.

When evaluating Setmore and Calendly, prospective users often have practical questions that go beyond basic features or pricing, focusing instead on real-world concerns that impact day-to-day operations. A frequent question is about data privacy and security—users want to know how their client data is protected, whether the platforms comply with regulations like GDPR, and if sensitive information (such as payment details) is encrypted both in transit and at rest. Both Setmore and Calendly employ standard security protocols, but it’s essential to review their privacy policies and, if you’re in a regulated industry, check for compliance certifications. Another common concern is the ease of migration: many businesses already use another scheduling tool or manage appointments manually, so they want to know if Setmore or Calendly offers import tools or onboarding support to transfer existing contacts, appointments, and settings without disruption. Both platforms provide basic import options (typically via CSV files), but more complex migrations may require manual adjustments or assistance from support.

Mobile app functionality is also a top concern, especially for service providers who work on the go. Prospective users want to know if they can manage bookings, send reminders, and view their calendars from a smartphone or tablet. Both Setmore and Calendly offer mobile apps for iOS and Android, but the depth of functionality can vary; for instance, some advanced features or integrations may only be accessible via the web interface. Lastly, users often ask about booking or user limits, particularly on free plans. For example, Setmore’s free plan supports up to four users and unlimited appointments, but restricts certain integrations and advanced notifications. Calendly’s free tier allows unlimited one-on-one meetings but only supports a single event type and calendar connection per user.

By considering the size of your operation, your feature requirements, and your budget, you can determine which scheduling platform aligns best with your needs. The good news is that all of these tools aim to eliminate the headaches of manual scheduling – whichever you pick, you’ll be saving time and providing a better booking experience to your clients or colleagues. And since all three solutions offer free plans or trial periods, you can test-drive each one's interface and features to see which feels most comfortable for you before committing. Adopting good scheduling apps means less hassle for everyone involved – and more time for you to focus on what really matters in your business.

Sources

• SMBGuide – "12+ Appointment Scheduling Statistics & Trends" (2024).

• Heallist Blog – "5 Eye-Opening Statistics About Online Bookings That Will Make You Ditch Manual Scheduling" (2025).

• Calendesk – "Calendly vs Setmore: Comparison of Top Scheduling Tools" (2025).

• Meetergo Magazine – "Calendly vs Setmore: The Definitive 2025 Showdown (And a Better Alternative)" (2025).

• Contrary Research – "Calendly Business Breakdown & Founding Story" (2024).

• Efficient App – "Cal.com vs Calendly: Scheduler Comparison (2025)”.