Introduction to Scheduling Tools
Choosing the right scheduling tool is crucial for streamlining your appointment management, whether you run a growing team or operate solo. Calendly and Setmore both stand out in business scheduling, but their approaches to pricing, automation, team features, and integrations differ. This head-to-head comparison of Calendly vs Setmore explores which solution gives you the right balance of cost, automation, integration, and compliance for your business needs.
Key Takeaways
- Calendly prioritizes automation and workflow integrations, while Setmore emphasizes multi-user features and virtual meeting tools.
- Both offer free tiers, but their limitations target different user types and organizational sizes.
- GDPR compliance and advanced reminders are explicit in Calendly; Setmore focuses on user management and class bookings.
- Integration and security specifics, including HIPAA compliance, are not fully documented for either platform.
| Feature | How Calendly handles it | How Setmore handles it | Best for |
|---|---|---|---|
| Pricing Plans | Free plan (1 event/1 calendar), paid from ~$8/user/month | Free plan (up to 4 users), paid from ~$5/user/month | Small teams: Setmore; Advanced automation: Calendly |
| Free Plan Limits | 1 active event type, 1 calendar connection | Up to 4 users, unlimited appointments; payment integrations limited | Solo user: Calendly; Teams: Setmore |
| Team Scheduling | Paid plans add team features | Multi-staff scheduling and classes supported | Team/class bookings: Setmore |
| Automation | Automated reminders, follow-ups, workflow integrations | Not publicly specified at same depth | Deep automation: Calendly |
| Calendar Integrations | Not publicly specified | Not publicly specified | Not publicly specified |
| Zapier Integration | Not publicly specified | Not publicly specified | Not publicly specified |
| Video Meeting Integrations | Not publicly specified | Built-in virtual meeting room | Virtual meetings: Setmore |
| Reminders/Notifications | Automated reminders and follow-ups | Not publicly specified | Reminders: Calendly |
| Mobile App | Not publicly specified | Not publicly specified | Not publicly specified |
| GDPR Compliance | Supported | Not publicly specified | Compliance-sensitive orgs: Calendly |
| HIPAA Compliance | Not publicly specified | Not publicly specified | Not publicly specified |
| SSL Encryption | Supported | Supported | Both |
Pricing Plans Compared
Calendly’s pricing structure starts with a free basic plan limited to one event type and a single calendar connection. Paid tiers begin at around $8 per user per month and add features like team scheduling, multiple event types, and advanced automation.
Setmore’s free offering covers up to four users with unlimited appointments, but restricts payment integrations. Its paid plans start at about $5 per user per month, unlocking premium features and making it attractive for small businesses with tight budgets. The two models cater to different priorities: Calendly for streamlined solo scheduling and advanced automation; Setmore for affordable multi-user scenarios.
Free Plan Limitations and Features
Calendly’s free plan is tailored for solo users or those testing basic scheduling. It restricts you to one active event type and a single calendar integration, which may feel limiting for even lightly complex workflows.
Setmore’s free plan, by contrast, supports up to four users and unlimited appointment slots, making it better for small teams or businesses starting out. However, payment processing and some integrations are gated behind paid plans. If you’re a freelancer or operate a micro-team, the specific plan fit depends on whether you need streamlined workflows (Calendly) or multi-person access (Setmore).
Scheduling and Automation Capabilities
Calendly is recognized for its workflow automation. It offers automated reminders, post-meeting follow-ups, and integrations that can trigger actions across other business tools. This helps minimize no-shows and keeps scheduling hands-free for users with multiple event types.
Setmore emphasizes group bookings and staff/class scheduling, adding flexibility for businesses that need to handle group sessions or multiple team members. Its automation at the level of reminders and workflows isn’t as extensively documented as Calendly’s, so if advanced workflow automation is critical, Calendly is the safer bet.
Calendar and App Integrations
While both Calendly and Setmore are known for integrating with major calendars like Google and Outlook, the specific details about depth or range of integrations—including Zapier—aren’t publicly detailed. If your business depends on custom workflows or numerous app connections, consider testing each tool’s integration catalog first, especially if Zapier or unique SaaS tools are non-negotiable for you.
Security and Compliance
Calendly offers explicit SSL encryption for user data and clearly documents its GDPR compliance—crucial if you operate in regulated markets or handle EU customer data. Setmore also provides SSL encryption but does not specify GDPR readiness or industry-focused standards. Neither provider publicly details HIPAA compliance or comprehensive audit logs, so if you’re in healthcare or require strict regulatory controls, direct verification with vendor support is recommended.
Reminders, Notifications, and Virtual Meeting Features
Calendly’s automation engine includes reminders and follow-ups, helping ensure clients show up and are kept in the loop post-booking. Setmore features a built-in virtual meeting room, meaning appointment scheduling and video calling are integrated for smoother client interaction—ideal for classes, consultations, or remote teams. If consistent communication and engagement are top priorities, Calendly edges ahead on automated reminders, while Setmore adds value with built-in video features.
User Experience and Mobile Access
Mobile apps are a must-have for booking on the go. Both Calendly and Setmore offer mobile capabilities, but specific feature sets and access levels are not publicly described. For teams, Setmore’s support of staff/class bookings out of the box is a significant edge; Calendly primarily addresses these needs through paid upgrades. Usability for individuals or small teams will depend on your preferred workflows: automation depth or team/class management.
When to Choose Calendly vs Setmore
Pick Calendly if you want advanced automation, GDPR compliance, and streamlined solo scheduling for high-efficiency workflows, especially in professional and regulated contexts.
Pick Setmore if you’re a small business or team needing to schedule for multiple staff or classes, you value built-in video options, or prioritize keeping multi-user costs low from the start.
Conclusion
Calendly excels in workflow automation and regulatory-friendly features, making it a great choice for professionals and businesses prioritizing reminders, integrations, and compliance. Setmore stands out for group-oriented features, cost-effective team plans, and built-in video meeting rooms, fitting best for small businesses, educators, or consultancies. If you’re still undecided, trialing both platforms helps clarify their fit with your day-to-day needs and team setup.
FAQs
Which is better for small business: Calendly or Setmore?
If your business involves multiple staff or group bookings, Setmore’s free plan and class scheduling are advantageous. For solo professionals prioritizing automation, Calendly leads.
Does Setmore offer more integrations than Calendly?
Specific integration counts are not publicly specified for either platform, so neither claims a documented lead. Evaluate each for your needed apps before deciding.
How do Calendly’s and Setmore’s security features compare?
Both provide SSL encryption, but Calendly additionally supports GDPR compliance. Neither offers publicly specified HIPAA compliance or detailed logging info.
Are there free versions of both Calendly and Setmore?
Yes. Calendly and Setmore each have free plans, but with very different limits on users and event types.
Which tool offers better calendar syncing and reminders?
Specific calendar sync capabilities are not publicly specified. Calendly, though, lists automated reminders and follow-ups as available features.
Can both Calendly and Setmore handle team scheduling?
Yes, but Setmore’s free plan supports up to 4 users and classes, while Calendly requires paid plans for team functionality.
What are the key differences between Calendly and Setmore plans?
Calendly emphasizes advanced automation and compliance. Setmore focuses on multi-user support, group/class bookings, and built-in video meetings with lower starting costs.