Call Scheduler: How To Easily Schedule Calls?

Call Scheduler: How To Easily Schedule Calls?

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Scheduling calls can be a daunting task. Think about the countless back-and-forth emails, the time zone confusion, and the inevitable instances when someone forgets or shows up late. In our increasingly globalized world, where meetings often involve participants from different countries and time zones, the need for an efficient call scheduler is more crucial than ever.

A simple calendar and a smartphone with call scheduler.

What is a Call Scheduler?

These are online tools designed to simplify the process of organizing and setting up calls. Whether you’re a freelancer, a business owner, or just someone trying to plan a family video chat across continents, using a call scheduler can save you time, energy, and a lot of headaches.

Why Use a Call Scheduler?

There are many reasons to adopt call schedulers:

  1. Efficiency: Instead of going back and forth with proposed times, allow participants to select from available slots.
  2. No Time Zone Confusion: The scheduler automatically adjusts to everyone’s local time.
  3. Reminders: Automated reminders mean fewer missed calls.
  4. Integrations: Many schedulers integrate with popular calendar apps.

Choosing the Right Call Scheduler for You

When searching for a call scheduler, it’s essential to consider the following:

  • Ease of Use: The tool should be intuitive and straightforward.
  • Cost: While many call schedulers offer free versions, these might have limited features.
  • Integrations: It should work with tools like Google Calendar, Outlook, etc.
  • Customization: The ability to set up personalized reminders, custom branding, or specific availability windows.
  • Mobile Compatibility: Does it offer mobile apps for iOS and Android devices?
  • Meeting Types: Can it accommodate one-on-one sessions, group meetings, webinars, class bookings, etc.?

Top Call Schedulers to Consider:

  1. Weezly
    • Integrates with Google Calendar and Outlook
    • Integrates with Zoom, Google Meet, MS Teams
    • Allows one-to-one and group scheduling, video scheduling, and sharing your availability
    • Supports 24 different languages
    • Provides QR code for easy scheduling
    • Get Weezly now
  2. Calendly
  3. Acuity Scheduling
  4. Doodle
Femalein an office during a phone call, using online call scheduler to schedule appointments.

Setting Up Your Call Scheduler: A Detailed Pass

Let’s use Calendly as an example, given its popularity and versatility:

  1. Sign Up and Connect Your Calendar: Register for an account and link your preferred calendar.
  2. Set Your Availability: Choose the times you’re typically free to take calls or meetings.
  3. Personalize Your Link: Create a custom URL that’s easy to remember and share.
  4. Share Your Link: Send your Calendly link to anyone who needs to schedule a call with you. They can pick a slot without having to sign up for anything!
  5. Receive Notifications: Get email alerts for new bookings, changes, or cancellations.

Pro Tips for Getting the Most Out of Your Call Scheduler:

  • Set Buffer Times: Avoid back-to-back calls by setting buffers between meetings.
  • Use Short Duration Calls for Initial Meetups: For first-time client calls or introduction meetings, keep it brief, like 15-20 minutes.
  • Include Pre-call Information: If there’s anything the participant should know or prepare before the call, add it in the scheduler.

As highlighted in this article, having a clear pre-call agenda can lead to a 60% more productive discussion.


The days of painstakingly juggling call times, sending reminder emails, and dealing with time zone confusion are over. With the help of call schedulers, organizing virtual meetups is now a breeze. So, invest a bit of time setting up your call scheduler and enjoy the smoother, more efficient communication that follows. If you’re still hesitant, remember that many of these tools offer free trials or versions. So, give it a go and see the difference for yourself.

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