Managing your calendar effectively can make or break your sales performance. From scheduling client meetings to syncing with CRMs, the right tool saves time and improves productivity. Here’s a quick overview of five top calendar tools for sales teams:
- Pipedrive Scheduler: Ideal for teams using Pipedrive CRM. Features include real-time booking links, time zone adjustments, and two-way synchronization. Plans start at $14/month.
- Calendly: A versatile scheduling tool with CRM integrations, round-robin scheduling, and advanced analytics. Free and paid plans (from $8/month) available.
- Microsoft Outlook Calendar: Best for Microsoft 365 users, with features like LinkedIn integration, FindTime polls, and seamless Microsoft Teams collaboration. Plans start at $6/month.
- Google Calendar: A simple, user-friendly tool with two-way CRM syncing, shared calendars, and Google Meet integration. Included in Google Workspace plans starting at $6/month.
- Cirrus Insight Smart Scheduler: Designed for Salesforce users, offering smart customer matching and team coordination. Costs $14/month.
Quick Comparison
| Tool | Key Features | Best For | Price (per user/month) |
|---|---|---|---|
| Pipedrive Scheduler | Real-time syncing, CRM integration | Pipedrive users | $14–$99 |
| Calendly | International scheduling, analytics | Flexible scheduling needs | Free–$12+ |
| Microsoft Outlook | Microsoft 365 integration, LinkedIn sync | Enterprise teams using 365 | $6–$22 |
| Google Calendar | Google Workspace integration, ease of use | Small teams, basic scheduling | $6–$22 |
| Cirrus Insight | Salesforce integration, smart matching | Salesforce-centered teams | $14 |
Each tool has unique strengths, so choose based on your CRM, team size, and budget. These tools can reduce admin work, improve team collaboration, and help you close deals faster.
Scheduling Sales Calls: Pipedrive Scheduler vs. Calendly
1. Pipedrive Scheduler
Pipedrive Scheduler is a calendar tool tailored for sales teams using Pipedrive CRM. Its integration with the CRM system helps teams manage client interactions more efficiently and cuts down on admin tasks.
One of its key features is automated booking links, which update calendars in real time to avoid double bookings. It also handles time zone adjustments automatically, making global scheduling much easier [2].
| Plan | Monthly Cost (per user) | Features |
|---|---|---|
| Essential | $14 | Basic CRM tools, Calendar integration |
| Advanced | $39 | Email sync, Templates, Basic automation |
| Professional | $49 | Team management, Revenue forecasting |
| Power | $64 | 24/7 support, Project management tools |
| Enterprise | $99 | Unlimited permissions, Advanced automation |
360 Payments saw better team alignment and improved sales tracking by using Pipedrive Scheduler. They appreciated its customization options and the instant insights it provided into team performance [3].
The tool also offers features that make team collaboration easier. Sales managers can coordinate schedules, track follow-ups, and manage recurring events directly in the CRM [4].
Another useful feature is its two-way synchronization, which keeps calendar data consistent across all connected apps [2].
While Pipedrive Scheduler is a great fit for teams already using Pipedrive CRM, tools like Calendly might be a better choice for those needing broader compatibility or different features.
2. Calendly
Calendly is a scheduling tool that works effortlessly with popular CRM platforms like Salesforce and Pipedrive. It simplifies scheduling workflows, helping sales teams cut down on admin tasks and focus more on their core activities. By addressing common challenges like juggling client meetings and internal priorities, it becomes a valuable tool for sales professionals.
Here’s a breakdown of Calendly’s pricing plans and features:
| Plan | Price (per user/month) | Key Sales Features |
|---|---|---|
| Basic | Free | Single calendar connection, Basic scheduling |
| Premium | $8 | CRM integration, Custom branding |
| Pro | $12 | Advanced analytics, Team scheduling |
| Teams | Custom | Enterprise features, Advanced support |
One of its standout features is international scheduling. It automatically handles time zone differences, making global coordination much easier [5].
For teams, Calendly offers tools to simplify collaboration. Managers can share team availability, assign meetings using round-robin logic, and create group scheduling pages. This is especially helpful for larger sales teams handling multiple regions or product lines [1].
Calendly also integrates with CRMs, syncs schedules in real-time, and uses pre-set availability rules. This ensures that sales teams can focus on client interactions while keeping time for internal tasks [4].
Its analytics feature provides data on scheduling trends and team performance, enabling managers to better allocate time and resources [1].
Additionally, Calendly lets users customize scheduling pages with logos, colors, and even custom domains, giving clients a polished and professional booking experience [1].
While Calendly offers excellent automation and flexibility, tools like Microsoft Outlook Calendar may be a better fit for businesses seeking deeper integration within enterprise systems.
3. Microsoft Outlook Calendar
Microsoft Outlook Calendar works effortlessly with CRMs like Salesforce and Microsoft Dynamics 365. A standout example is Salesflare, which boasts a 9.7/10 rating for Outlook integration. It lets users automatically create contacts and track email activity directly from the calendar interface [6].
Here’s a quick look at the available business plans and their features:
| Plan | Price (per user/month) | Key Sales Features |
|---|---|---|
| Microsoft 365 Business Basic | $6 | Basic calendar, email hosting |
| Business Standard | $12.50 | Advanced scheduling, desktop apps |
| Business Premium | $22 | Enhanced security, device management |
Microsoft Outlook Calendar offers automation features like creating events automatically from emails and using FindTime polls to simplify scheduling meetings [6]. These tools help sales teams save time and focus on closing deals.
Collaboration tools include real-time calendar sharing, automatic time zone detection, and integration with Microsoft Teams for virtual meetings. Sales assistants can also manage executive calendars through delegate access, ensuring smooth schedule management [6].
"What I like best about Salesflare is the integration with LinkedIn and with Microsoft Outlook/365. Simply amazing in how in a few weeks it has simplified my tasks and integration in managing contacts and relationships" [2]
Being deeply connected to Microsoft’s suite of tools, Outlook Calendar reduces manual work and keeps workflows consistent across platforms [6]. However, while it shines in the Microsoft ecosystem, alternatives like Google Calendar might offer easier access and usability for teams using a mix of tools [4].
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4. Google Calendar
Google Calendar is a go-to tool for sales professionals, thanks to its smooth integration with popular CRMs like Pipedrive. With two-way syncing, any appointments set in your CRM instantly appear in Google Calendar - and vice versa. This keeps everything aligned without extra effort [4].
Here’s a quick look at Google Workspace plans that include Google Calendar features:
| Plan | Price (per user/month) | Features for Sales Teams |
|---|---|---|
| Business Starter | $6 | Basic calendar sharing, video meetings |
| Business Standard | $12 | Advanced meeting controls, custom email |
| Business Premium | $22 | Enhanced security, eDiscovery |
Google Calendar makes life easier by automating follow-ups, sending reminders, and updating client records directly through CRM integrations. This can reduce admin tasks by as much as 50% [1]. It also works seamlessly with other Google Workspace tools, letting you turn emails into calendar events or jump into video calls via Google Meet with just a click [2].
"The integration between Google Calendar and Pipedrive has streamlined our scheduling process, saving time for closing deals" [2].
Shared calendars are another handy feature, allowing managers to monitor team schedules while keeping private meetings confidential [4]. Its straightforward design and ease of use make it a strong choice, especially when compared to more complex tools like Microsoft Outlook.
For those already using Google Workspace, Google Calendar is a natural fit. However, if you’re looking for sales-specific features, tools like Cirrus Insight Smart Scheduler might be worth exploring.
5. Cirrus Insight Smart Scheduler
Cirrus Insight Smart Scheduler is designed specifically for sales teams using Salesforce. It helps match prospects with the right representatives by considering availability and predefined criteria, all for $14 per month [1].
Here’s a breakdown of its main features:
| Feature Category | Capabilities |
|---|---|
| Smart Matching | Matches customers with staff, distributes bookings logically |
| Meeting Management | Offers custom booking pages and workflow groups |
| Team Collaboration | Matches team availability and supports coordination |
This tool simplifies scheduling by letting teams organize meetings based on customer journeys, using workflow groups. Custom booking pages and automated invites help save time and cut down on manual tasks [1].
For larger teams, the platform includes advanced tools that improve productivity and make meetings more effective. With over 50,000 users worldwide and strong reviews on Salesforce AppExchange, it’s a trusted option for sales professionals [1].
"The right calendar scheduling tool is invaluable to growing your team's efficiency and speed at which a prospect is qualified and enters your pipeline" [1].
While Cirrus Insight is highly effective for Salesforce users, tools like Google Calendar might be a better fit for those working with a wider range of platforms.
Pros and Cons
Here’s a breakdown of the strengths and weaknesses of various calendar tools to help sales professionals choose the right one for their needs:
| Tool | Pros | Cons | Best For |
|---|---|---|---|
| Pipedrive Scheduler | • Works seamlessly with Pipedrive CRM • Syncs calendars in real-time • Manages availability dynamically |
• Requires a Pipedrive CRM subscription • Can be tricky for new users • Limited on its own without the CRM |
Teams already using Pipedrive CRM |
| Calendly | • Adjusts automatically to time zones • Offers a variety of integrations • Easy-to-use design |
• Free plan has fewer features • Premium plan needed for advanced tools • Perceived as outdated by some |
Teams looking for a straightforward scheduling tool |
| Microsoft Outlook | • Integrates with LinkedIn • Part of the Microsoft 365 suite • Handles time zones effectively |
• Lacks features tailored for sales • Not ideal for scheduling with external users • Requires a Microsoft subscription |
Enterprise teams already using Microsoft tools |
| Google Calendar | • Works with many third-party apps • Free for basic use • Syncs across devices smoothly |
• Minimal scheduling features • Lacks automation for sales tasks • No built-in CRM tools |
Small teams needing a simple, no-cost solution |
| Cirrus Insight | • Matches availability with smart tech • Integrates with Salesforce • Lets you create custom booking pages |
• Best suited for Salesforce users • Steeper learning curve • Limited compatibility with other platforms |
Sales teams centered on Salesforce |
When deciding, think about factors like CRM compatibility, team size, budget, and whether you need sales-specific tools. Pricing varies widely, from free options to $59.90/month, so there’s a solution for every scenario.
For those looking to automate scheduling, Motion offers AI-powered features starting at $19/month for individuals or $12/month for teams, providing tools to simplify workflows.
Conclusion
After reviewing the top calendar tools for sales professionals, one thing is clear: seamless integration with existing systems is key to staying efficient. Each tool brings its own strengths, catering to different workflows and team preferences.
For teams already tied to specific platforms, the decision can be more straightforward. For example, Salesforce users will appreciate Cirrus Insight's scheduling features, while Microsoft 365 users can rely on Outlook Calendar's LinkedIn integration and familiar setup. Pipedrive users benefit from smooth coordination that simplifies their sales process. If flexibility and simplicity are priorities, tools like Calendly and Google Calendar are practical options.
When it comes to automation, Calendly shines with its easy-to-use interface and excellent time zone management, making it ideal for sales teams working across regions. That said, teams needing advanced features might want to explore its premium plans, as the free version could feel limiting for professional use.
AI is changing the game for scheduling tools. While Google Calendar offers a straightforward, free solution for smaller teams, investing in a sales-specific tool can elevate productivity and improve client engagement.
Ultimately, the best calendar tools reduce admin work and improve client interactions. Features like automated scheduling and real-time updates are proving invaluable for increasing efficiency and enhancing the customer experience.
To find the right fit, start with a pilot program to test the tool before rolling it out to your whole team. This allows you to address any integration or training challenges early on.
A calendar tool should do more than help you schedule - it should act as a strategic asset. The right choice can boost your team's productivity, strengthen client relationships, and positively impact your bottom line.
FAQs
What is the best calendar management tool?
The best calendar tool varies based on your team's needs and the tech stack you use. Here's how some of the most popular options compare for sales teams:
Free and Basic Options:
- Google Calendar works well with Google Workspace, making it great for small teams looking for straightforward scheduling tools.
- Microsoft Outlook Calendar is ideal for enterprise teams, especially those already using Microsoft tools, with added LinkedIn integration.
For Client-Focused Teams:
- Calendly simplifies external scheduling with automated booking and rescheduling, making client interactions smoother.
- Pipedrive Scheduler and Cirrus Insight stand out for their CRM integration. Pipedrive syncs directly with its CRM, while Cirrus Insight offers smart customer matching for Salesforce users [1].
When choosing a calendar tool, keep these factors in mind:
- CRM integration
- Automation features
- Customization options
- Handling of time zones
- Team collaboration tools
To find the best fit, test the tool with a small group before rolling it out fully. The right calendar solution should save time, boost team productivity, and improve client communication.