Calendly vs. Zoom Scheduler: Which is best for your team?

You need a scheduling tool that makes managing meetings easier — whether you’re booking sales calls, product demos, candidate interviews, customer onboarding, or all of the above. 

If your organization already uses Zoom for video conferencing, you might be considering Zoom Scheduler, Zoom Workplace’s meeting scheduler. Zoom is a productivity tool that many teams rely on every day. But a dedicated scheduling app like Calendly offers more integrations and collaboration features to tackle your most complex scheduling needs, plus best-in-class support.

In this guide, we’ll walk through the key differences between Calendly and Zoom Scheduler, and help you decide which scheduling app is the right choice for your team.

What scheduling features do Calendly and Zoom Scheduler have in common?

Calendly and Zoom Scheduler are both online scheduling tools that save time by eliminating the back-and-forth of finding a time to meet.

Both Calendly and Zoom Scheduler offer:

• Booking pages and scheduling links that make it easy for invitees to see your availability and schedule meetings

• Calendar integrations with Google Calendar and Outlook

• Automatic time zone detection

• Built-in buffer times to automatically leave time between meetings

• Team scheduling features like round-robin meeting distribution, meetings with multiple hosts, multi-person event types, group meetings, and routing

• SMS and email reminder automations

• The option to embed scheduling on your website

Top differences between Calendly and Zoom Scheduler

While these tools have several scheduling features in common, they cater to different types of teams and use cases — especially when it comes to integrations and more complex scheduling scenarios.

Calendly works where you work (100+ integrations)

Zoom Scheduler works well with the other tools in the Zoom Workplace suite of apps. But if your team wants to connect your scheduling software to other tools — like your CRM, marketing automation platform, or recruiting software — it gets a bit trickier. You’ll need a software developer to use the application programming interface (API) for webhooks, making it more challenging and manual to connect to the tools your organization relies on every day.

Calendly offers 100+ integrations, so you can add scheduling to your processes without reinventing the wheel. Integrations include:

• Calendar integrations (Office 365, Google Calendar, Outlook, Exchange)

• Video conferencing (Zoom, GoToMeeting, Webex, Google Meet, Microsoft Teams) — automatically add meeting links to your calendar invites

• Sales and marketing tools (Salesforce, HubSpot, Marketo, Gong, ActiveCampaign, Mailchimp)

• Recruiting software and applicant tracking systems (ATSs) (Greenhouse and JazzHR)

• Collaboration and project management (Slack, Notion, Asana)

• PayPal and Stripe, so you can collect payments at booking. (Zoom Scheduler doesn’t offer a way to accept payments.)

For example, integrating Salesforce, Gong, and Calendly is a winning combo for many sales pros — including our team. Here’s how it works:

• When you add sales tool Gong to discovery and demo calls booked via Calendly, Gong automatically joins scheduled calls as a virtual meeting participant to record and analyze the call.

• When a lead books a meeting via Calendly, Salesforce checks to see whether the lead already exists in your Salesforce instance. If so, Salesforce CRM automatically adds the meeting details and prospect info to their record. If not, Salesforce automatically creates a new lead, contact, or opportunity.

• Salesforce serves as your source of truth for all prospect info, automatically updating records with insights from Gong and meeting details from Calendly. This gives sales engineers access to the up-to-date info they need to prepare for demos more effectively.

Sales reps spend less time on manual data entry, jumping between platforms, and chasing down meeting notes — and more time closing deals.

“There is so much to love! The ease of use for you and your customers, the integrations … these tools will absolutely save you time and help you become more efficient in how you operationalize your calls and meetings across the board.”

Tiffany Keel

Head of Customer Advocacy, Product Marketing at ClickUp

Calendly also works where you work, with mobile apps for iOS and Android, and web extensions for Chrome, Firefox, and Edge. Calendly’s browser extensions and the Calendly Outlook add-in make it easy to add available times to emails, so recipients can instantly book meetings right from their inbox.

You can access Zoom Scheduler from the Zoom desktop app, but there’s no dedicated browser extension or mobile app for Zoom Scheduler. 

Calendly can handle more complex scheduling scenarios

Calendly’s team scheduling features make it easy to schedule multi-person meetings with any combination of attendees — whether you’re booking client consultations, sales calls with inbound leads, group interviews, product demos, vendor and partner meetings, or all of the above.

Here are a few complex scheduling situations where Calendly has the edge:

Routing with account lookup: Instantly qualify, route, and book leads through your HubSpot, Marketo, Pardot, or Calendly forms with Calendly Routing. Automatically route known leads or customers to their account rep’s booking page with Salesforce and HubSpot CRM account matching. Leads can book appointments with the right team member, on the spot, at the height of their buying interest.

Zoom offers some native routing form functionality, but there’s no account lookup or matching. If you already have forms set up via a marketing or sales tool, you can’t add routing functionality via Zoom Scheduler — you’ll need to build new forms.

“Now that we’ve implemented Calendly’s routing feature with Salesforce integration, demos are always booked with the correct AE, reducing friction for both our team and the customer.”

Abbie Deaver

Director of Marketing at RCReports

More flexible multi-person meetings: Calendly and Zoom Scheduler both offer round-robin scheduling, which automatically distributes new meetings to team members based on the logic you set. Yet Calendly offers more flexibility than Zoom in some areas of multi-person meeting scheduling.

With Calendly’s multi-person scheduling options, you can add hosts who will always attend the meeting alongside round robin assignees. For example, easily schedule a follow-up with your prospect by adding two hosts: (1) the prospect’s assigned sales rep and (2) the next available member of your solutions team. Easily get the right combination of teammates together for implementation calls, renewal conversations, and more. Zoom doesn’t offer this meeting type.

Real-time booking: Calendly lets you book your next meeting on the spot, right from the web browser extension, so you don’t have to chase down an invitee with a scheduling link later on. For example, sales reps can schedule a product demo live at the end of the discovery call, so you can take the hassle out of booking follow-ups and keep the deal moving. Zoom Scheduler doesn’t offer real-time scheduling.

Scheduling is Calendly’s core focus

Calendly is designed to simplify complex scheduling scenarios across teams and industries while still being easy to use. Scheduling isn’t an afterthought — it’s a strategic part of your tech stack, designed to drive more revenue, delight customers, and improve time-to-hire. 

In contrast, Zoom Scheduler isn’t Zoom’s primary offering or priority. If you’re part of a larger organization using Zoom, you might have an account partner, but they aren’t necessarily experts in scheduling functionality.

Calendly provides best-in-class service and support to our customers, with 24/7 live chat support available on all paid plans. Calendly’s Enterprise plan includes access to a dedicated customer success manager and implementation experts dedicated to improving the scheduling experience.

How Calendly and Zoom work together

For virtual meetings, connect your Zoom account with Calendly, then set Zoom as the location for your meeting. Calendly will automatically generate video conferencing details when someone schedules with you, then include that info in notifications and the calendar event. Invitees have instant access to the meeting details, so you can reduce no-shows and create a better meeting experience.

For even faster scheduling, your team’s Calendly admin can set up Zoom for the entire organization. Admin-managed Zoom automatically adds the integration for new Calendly users and solves for missing video conferencing connections for current users.

“Calendly auto-generates Zoom links and Outlook meetings without me having to think about it. I appreciate anything that makes my life simpler when I’m juggling many, many meetings and emails.”

Kate Nachazel

Business Coach at Fireproof Performance

Simplify your most complex scheduling scenarios

When your team is already using Zoom for your video conferencing, sticking with Zoom Scheduler for scheduling might seem like the easiest choice. But for organizations looking to make scheduling as easy and efficient as possible, adding Calendly to your tech stack is a smart move. 

With 100+ integrations, advanced routing, browser extensions, real-time booking, and flexible multi-person meetings, Calendly is designed to tackle teams’ most complex scheduling scenarios. The platform is intuitive enough for individual users, scalable enough for small businesses, and powerful enough to meet the needs of enterprise organizations — including four out of five Fortune 500 companies.

See how more than 100,000 companies simplify scheduling and delight their customers. Request a Calendly demo.