The 10 Best Scheduling Apps for Hiring & Staffing Companies: Free and Paid Tools to Streamline Lead Intake, Client Scheduling, Prospecting, and More

Sean Lund-Brown

Scheduling and appointment booking is a central function for hiring and staffing firms. In today’s world where hiring and staffing firms are busier than ever and facing a whole new way of doing business, having the right technology can make all the difference. Remote hiring and recruiting are at an all-time high. Your business cannot succeed without the integration of digital tools. Which tools, though, and how can you put them to work to improve your hiring and staffing efforts?

The first and most valuable asset on your list should be a scheduling app. Modern apps and platforms include robust features that make scheduling, client and job management, communication, and even lead generation and promotion easier than ever before. You’ve already got a lot on your hands. There are so many things that you do in a day that could be automated, improved upon, or otherwise benefit from the integration of a dynamic scheduling app. 

Think about how you spend your time—how many wasted hours chasing calls, returning emails, and trying to connect with people have you lost in the past week? Month? Year? Not only will a scheduling app help you make better use of your time, but it will provide detailed analytics that will help you see just how you’re spending, and losing, time. (Need even more time? Let our virtual receptionists provide 24/7 solutions for your messaging, from social media to SMS messaging and beyond.)

You’ll also find dedicated client-facing booking engines that can be custom-branded, automation and AI tools to help you get more done in less time, and integrations with hundreds of other digital tools and software platforms to ensure that your tech stack delivers what your business needs. 

When your entire job is centered around juggling schedules and appointments, the right scheduling app is going to revolutionize the way you do business, if you do it right. Take a look at the 10 best scheduling apps for hiring and staffing agencies, recruiters, and related businesses and the features that they have to offer. When you’re ready to streamline even further, add a Live Chat consultation to your agenda to find out how the team at Smith.ai can help improve your lead intake, appointment booking, and more

1. Acuity Scheduling

Acuity offers everything that you need to keep your staffing and hiring operations on track and streamline your time. It's like having your own personal assistant 24 hours a day, handling all of your scheduling needs, and helping you better manage jobs, clients, and more. You can enjoy custom rules-based scheduling with integrations for Google and other calendar tools, along with a client-facing app for easy access. 

Acuity Scheduling includes customized reminders and SMS notifications, as well as custom forms and intake information to get exactly what you need. You will get real-time schedule updates and reporting tools, along with 24/7 access to your schedule and bookings. 

The highlights of Acuity include:

  • Free option? No
  • Price: $14 per month to start
  • Video conferencing and webinar features
  • IOS and Android Apps
  • Automation and workflows
  • Dedicated booking website
  • Custom rules-based scheduling
  • Cloud-based for scalability


2. Calendly

Calendly is one of the most intuitive, user-friendly tools available today. It's simple, provides straightforward solutions, and integrates with plenty of the software and tools that you use every single day. This free tool has paid versions with more features and calendars, but for smaller hiring and staffing needs it can be a much more affordable investment than some of the higher-priced options. 

Plus, you can create custom notifications, scheduling rules, and team pages for your staff. You’ll even find webinar hosting solutions and group meeting features, along with a scalable cloud deployment that ensures that you have all the space that you need. Embed your calendar in emails or via your website, or set up your dedicated booking and scheduling site with custom rules. The highlights of Calendly include:

  • Free option? Free for one user with one calendar
  • Price: $8 per month to start
  • Customizations available
  • Rich analytics
  • Group meetings
  • Integrates with your existing software stack
  • Easy link sharing
  • Social media integration


3. Setmore

Setmore offers tools to help you book more appointments and waste fewer hours on administrative tasks, no-shows, and cancellations. There are so many things on your plate and finding inefficiencies doesn't have to be one. This platform includes impressive AI and automation tools to help improve the scheduling of your business, no matter your needs. 

The Setmore app is available for Windows, Android, iOS, and Mac, and it can integrate with social media and includes a centralized booking solution for your hiring and staffing operations. The 24/7 access makes it convenient and automated reminders make sure that everyone is in sync. You can even integrate with other software, set up video meetings, and more. The key features of Setmore include:

  • Free option? Yes
  • Price: $9 per user to start
  • Dedicated booking engine/website
  • Customizable rules and scheduling buffers
  • Easy setup and implementation
  • Branding available
  • Detailed reporting to improve time management


4. 10to8

10to8 was originally designed for service businesses, but it makes the list because it offers so many straightforward features that translate well to hiring and staffing. You can set up exact rules for booking and appointment scheduling, and even require manual approval of every appointment if you desire. You can use the advanced technology to identify bad leads and potential cancellations, further streamlining your scheduling. 

The 10to8 app offers affordable pricing options and even has a free option if you’re booking less than 100 appointments a month. It integrates with several tools and platforms and lets you build your perfectly custom online booking system for better results. The highlighted features of 10to8 include:

  • Free option? Free for up to 100 bookings per month
  • Price: $9.60 per month
  • Integrates with WordPress, Facebook, and others
  • Increased team and contact engagement
  • Apple, Google, and Microsoft integrations
  • Cloud-based scalability


5. Appointlet

Appointlet is all about efficiency, offering you the chance to streamline your hiring and staffing appointments and improve time management in several areas. This scheduling app lets you create multiple schedules for your events and meetings, interviews, lead generation efforts, and more. You can even manage it all remotely, thanks to dedicated Android and iOS apps. 

The Appointlet platform includes a free option for those who are just starting out and who don’t need a ton of features or calendars. It also offers seamless syncing, time management and tracking, a user-friendly dashboard, and branding options for a unified image. You will enjoy a simple platform that streamlines your time and takes the busy work off your hands. The best features of this scheduling app include:

  • Free option? Yes
  • Price: Starts at $8 per month
  • Time zone automation
  • Dedicated workflows and automations
  • Branding and embedding tools
  • Analytics to improve time management and reduce waste
  • Rules-based scheduling and availability


6. GigaBook

GigaBook is a dedicated online scheduling tool that helps your business schedule activities, meetings, and other events. You will be able to send reminders, enjoy cloud-based scalability, and can even try the platform out for 14 days free before you commit to a paid plan. GigaBook includes reminders to reduce no-shows, allows you to set custom schedules and hours, and more. 

The platform offers several different tools for scheduling, including a custom option for setting availability and rules-based booking guidelines. You can enjoy an open API, custom booking page with branding options, downloadable reports, and dynamic client management tools. The highlights of GigaBook include:

  • Free option? No, but a free trial is available
  • Price: $12 per month to start
  • Success tracking
  • Third-party calendar syncing
  • Automated reminders
  • to-do lists
  • Customizable notifications
  • Mobile apps
  • SMS notifications


7. Mytime

Mytime offers cloud-based scheduling tools along with several other tools and integrations. For hiring and staffing firms, the modular, integrated solution is all about creating a more efficient business. You can choose to use the scheduling tool alone, or you can integrate it with the full Mytime platform that includes client and staff management, analytics, POS and payment integration, marketing, and more. 

The Mytime app includes two-way messaging, social media integration, a dedicated booking page, analytics and reputation management tools, and more. There is a dedicated app for iOS and Android alike, and the platform includes several growth opportunities. The key features of Mytime include:

  • Free option? No
  • Price: $129 per month
  • Bookings via social media
  • Email and website embed links
  • Sync with personal calendars
  • Notifications of bookings and reviews
  • Intuitive design
  • Branding and customization options


8. YouCanBook.me

YouCanBook.me is a dedicated booking tool that uses the latest in automation and AI to help you improve your scheduling and booking on every level. This app features simplified online scheduling and booking solutions that sync right with all of your personal calendars and helps you share times with customers, clients, and others on your terms. 

The YouCanBook.me app also includes notifications and custom reminder options, a dedicated booking page, time zone adjustments, and SMS reminders to make communication more efficient than ever before. You can use the reports from the app to see how you are improving efficiencies, and more. The highlights of this app include:

  • Free option? No, but a trial is offered
  • Price: $10 per month 
  • Automated reminders
  • Video conferencing
  • Custom rules-based schedules
  • Total branding for your business
  • Scalability in the cloud
  • Appointment padding 


9. Appointy

Appointy has a robust scheduling and time management tool that is going to change the way that your staffing firm or hiring team does business. The platform is ideal for flexibility and repeat appointments or businesses that set common appointments and repeat visits. There are notifications and customization options, including custom scheduling rules for availability and bookings. 

Appointy has four different service tiers to choose from, which all include social media integration, as well as integrations with Google calendar and other software. There is even the option to create a dedicated booking page that you can brand to your business. The key highlights of Appointy are:

  • Free option? Yes, up to 100 appointments per month
  • Price: $19.99 per month to start
  • Social media integration
  • Online scheduling
  • Easy appointment management 
  • Custom scheduling rules, buffers, and availability
  • Remote access via Android and iOS apps


10. ScheduleOnce

ScheduleOnce is part of the Once Hub, a suite of advanced and automated tools to help improve the operations of your hiring and staffing business. You can choose to use the scheduling tool by itself or integrate other parts of the app, depending on your needs. The scheduling features include custom availability and rules-based scheduling and calendar invitations. You can allow your clients to choose when to meet with you and even sync with iCal, Outlook, G Suite, Office 365, and more. 

ScheduleOnce includes secure video links for Zoom, Google Meet, and others, and is designed to make it easier for teams to work together and streamline their time management. This platform is scalable and cloud-based for easy deployment. The key features of this tool include:

  • Free option? Yes, free for a single user
  • Price: $9 per user per month for teams, to start
  • One-on-one meetings
  • Group sessions
  • Booking pages
  • Meeting rules
  • Time management
  • Automated and rules-based workflows
  • Idle time assignment and manual reassignments
  • Branding features included

Choose Smith.ai for intake assistance and more

The team at Smith.ai can integrate with several of the scheduling apps listed above, helping you take your hiring and staffing scheduling one step further. No matter what you need, from after-hours answering or overflow answering services to Live Chat, lead screening, and intake, and even spam blocking and outbound calling, we really can do it all. Let us help you customize a solution to move your business into the future of scheduling and time management. 

Get back more hours in your day and spend more time on the things that matter while the tedious work is taken care of. With the combination of the right scheduling app and other digital tools, along with the assistance of our team of experts, you’ll be on your way to more efficiencies and fewer wasted hours in no time at all. 

All puns aside, we’re here for you, no matter your needs. Set up your own consultation today and find out what our lead screening and intake solutions and appointment booking services can add to your scheduling tools. You’ll also find us at hello@smith.ai or (650) 727-6484.

Sean Lund-Brown

Sean Lund-Brown is a current Marketing Assistant for Smith.ai. A graduate from Metropolitan State University of Denver, Sean graduated with a BA in Music and an individualized degree in Teaching Vocal Pedagogy.

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