Overview: Calendly vs Acuity Scheduling
Calendly and Acuity Scheduling are two leading tools for automating appointment scheduling. Both aim to eliminate administrative hassles and reduce email back-and-forth for businesses. While they share a common goal, their approaches differ, especially regarding pricing plans, scheduling automation, and industry focus. This comparison cuts through the noise to help you decide between Calendly vs Acuity Scheduling for your team’s needs.
- Calendly is known for its fast setup and simple booking experience, attracting users who need quick and easy meeting scheduling without extra frills.
- Acuity Scheduling caters to appointment-heavy businesses, offering deeper client management, greater customization, and features tailored for complex use cases.
- Pricing models and compliance options differ, making it important to weigh costs and required features before choosing.
Key Takeaways
- Calendly offers a free plan with core scheduling basics; Acuity Scheduling’s plans start at $16/month with all paid tiers including unlimited appointments and calendars.
- Acuity Scheduling provides deeper customization and client management, while Calendly focuses on streamlined, quick meeting scheduling.
- Both support GDPR; Acuity Scheduling offers HIPAA compliance (for healthcare) on its top plan, while Calendly provides SSO and robust encryption.
- Choose Calendly for simple scheduling; pick Acuity if you require advanced client management or healthcare compliance.
| Feature | How Calendly handles it | How Acuity Scheduling handles it | Best for |
|---|---|---|---|
| Pricing plans | Free plan available; paid plans start at $8/user/month | Starts at $16/month; all paid plans offer unlimited appointments, no free plan (7-day trial) | Calendly: casual/professional scheduling Acuity: businesses with ongoing client appointments |
| Scheduling automation | Streamlined meeting booking, focused on simplicity | Built-in intake forms, payment collection, client history | Acuity for industries needing client management |
| Customization options | Basic on free; expands with paid | Deeper booking and workflow customization across all plans | Acuity for health/wellness or appointment-focused business |
| Calendar syncing | One calendar on free plan, more with upgrades | Unlimited calendars on all paid plans | Acuity for complex/large teams |
| Compliance | GDPR-compliant, SSO (higher plans), encrypted data | GDPR; HIPAA (only on Powerhouse), encrypted data | Acuity for healthcare/legal; Calendly for general use |
| Integrations | Not publicly specified | Not publicly specified | Check current listings for latest info |
| Notifications & reminders | Not publicly specified | Not publicly specified | Consult each tool if mission-critical |
| User experience | Faster onboarding, quick setup | More learning curve, more customization | Calendly for quick start; Acuity for tailored workflows |
| Customer support | Not publicly specified | Not publicly specified | Check support channels if priority |
Pricing Plans and Value
Calendly gives you a free starter plan with one calendar connection, one event type, and scheduling basics. Paid plans begin at $8 per user monthly and raise limits for calendars, event types, and features. This keeps entry-level costs low for individuals or small teams—ideal if you’re mainly scheduling straightforward meetings.
Acuity Scheduling does not have a free plan, but you can test it out on a 7-day trial. All paid subscriptions start at $16 per month (Emerging tier) and offer unlimited appointments, calendars, and appointment types—even at the entry level. This structure means Acuity may be more cost-effective for appointment-heavy businesses, though the starting monthly fee is higher. For teams requiring advanced features and compliance, Acuity’s upper tiers add more value.
Scheduling Automation and Core Features
Calendly focuses on easy, automated meeting scheduling with minimal steps. The platform shines when you want contacts to quickly find available slots without dealing with extra fields or options. Setup is quick, making it appealing for consultants, recruiters, or sales professionals managing demos and interviews.
Acuity Scheduling’s feature list is more extensive. It enables intake forms, collects payments, manages client history, and can be configured for recurring sessions—valuable for health, wellness, or legal businesses managing complex booking needs. This level of automation supports service providers needing more than basic time-slot picking.
Calendar Syncing and User Experience
With Calendly’s free plan, you’re limited to one calendar connection per user. Higher-priced plans unlock more connections, useful for managing several calendars or coordinating across teams. The platform is praised for its fast onboarding and familiar workflows that require little setup.
Acuity Scheduling permits unlimited calendars—or appointment types—on any paid plan, supporting multiple staff members, rooms, or services. Expect a longer configuration period as you tailor booking pages, notifications, and forms. Acuity rewards setup time with depth and flexibility, especially for multi-provider or multi-service businesses.
The maximum number of users per plan is not publicly specified for either tool.
Customization Options
Acuity outpaces Calendly in bookkeeping and form customization, especially at scale. Health and wellness businesses, for example, benefit from Acuity’s intake forms to gather information up front or track client visit history.
Calendly keeps things simple by default. On the free plan, options are basic, but more branding, reminders, and logic can be added in the higher tiers. Businesses with complex workflows or branding needs will map more closely to Acuity; those favoring ease and speed may find Calendly a better match.
Integrations
Detailed integration lists are not publicly specified for either Calendly or Acuity Scheduling. Both platforms typically integrate with common calendars (Google, Outlook) and various other productivity tools, but available integrations can evolve. To ensure compatibility with your tech stack, review the up-to-date integration listings on each provider’s official site before making a final decision.
Security and Compliance
Calendly offers GDPR compliance, provides encryption both at rest and in transit, and supports Single Sign-On (SSO) for added access control on higher tiers. These features are appropriate for most business users, though HIPAA compliance is not mentioned.
Acuity Scheduling is a better fit for regulated industries: it not only complies with GDPR, but also offers HIPAA compliance for healthcare and therapy providers—however, this is only on its Powerhouse plan. Both systems encrypt client data to protect privacy.
Notifications, Reminders, and Support
Specific options for notifications and reminders are not publicly specified for either tool. The same goes for details about customer support channels or service levels. If automated reminders, SMS, or personalized confirmations are vital to your workflow, verify these capabilities directly with Calendly and Acuity Scheduling before committing.
Making the Right Choice for Your Business
If you only need to schedule simple meetings and want a tool that’s quick to implement, Calendly is likely the best fit—especially if cost is a major factor. Its free plan and straightforward interface make it easy for individuals, recruiters, and sales teams to get started fast.
If your business requires robust client management, advanced booking workflows, or healthcare credentials (like HIPAA), Acuity Scheduling’s feature set and unlimited appointments edge out basic schedulers. The higher upfront cost may pay off if you manage multiple staff, services, or need custom intake and payment automation.
Before you commit, run through both free trials or demos to compare setup, integration, and the exact features that matter most to your business model.
Conclusion
Calendly and Acuity Scheduling both automate appointment booking, but cater to distinct business needs. Calendly excels at fast, simple scheduling for individuals and small teams. Acuity Scheduling delivers advanced client management, more customization, and compliance capabilities, making it ideal for service-heavy industries. Assess what matters to your operation—speed, budget, compliance, or workflow depth—then select the platform that aligns best.
Which is better suited for small businesses: Calendly or Acuity Scheduling?
Calendly is often better for small businesses that need simple, low-cost scheduling without complex setup. Acuity Scheduling is preferable for small businesses with advanced client management or compliance needs.
What integrations does Calendly offer compared to Acuity Scheduling?
Integration details are not publicly specified. Both typically support Google and Outlook calendars and other business tools, but you should verify integration lists directly on their websites for current information.
How do Calendly and Acuity Scheduling handle payment processing?
Acuity Scheduling includes built-in payment collection as a core feature. Calendly’s payment capabilities are not described in public details; review each plan for current payment processing options.
Is Acuity Scheduling HIPAA compliant and does Calendly offer similar compliance?
Acuity Scheduling offers HIPAA compliance for healthcare on its Powerhouse plan. Calendly does not specify HIPAA compliance but does offer GDPR compliance and data encryption.
Can I migrate from Calendly to Acuity Scheduling easily?
Migration processes or tools are not publicly specified. Check with each provider for current migration support.
Which tool provides more customization for booking pages?
Acuity Scheduling offers deeper customization for booking pages—especially useful in health, wellness, and service-heavy businesses. Calendly allows some customization at higher tiers, but with a simpler overall approach.
How do user reviews compare between Calendly and Acuity Scheduling?
User reviews suggest Calendly is favored for simplicity and fast setup, while Acuity Scheduling wins praise for customization and client management—especially in appointment-driven industries.