Top 5 Crucial Features to Look for in a Meeting Scheduling Software

Top 5 Crucial Features to Look for in a Meeting Scheduling Software

June 2, 2023

In today's fast-paced business world, effective time management is crucial for success. One area where professionals often struggle is in scheduling and managing meetings efficiently. Fortunately, with the advent of technology, meeting scheduling software has become a game-changer, streamlining the process and saving valuable time for businesses. However, not all meeting scheduling software is created equal. To ensure you choose the right tool for your needs, here are five essential features to look for in a meeting scheduling software.

Calendar Integration


One of the most critical features to consider in meeting scheduling software is its ability to integrate seamlessly with your existing calendar. This integration allows the software to access your availability, display it to others, and automatically block off busy times when scheduling new meetings. Whether you use Google Calendar, Outlook, or any other popular calendar platform, make sure the software can sync effortlessly, reducing the risk of double bookings and saving you from manually updating your schedule.
Letsmeet allows you to integrate and merge the calendar accounts that you need. We have connections available with Google & Microsoft accounts. 

Customizable Meeting Settings


Every business has unique meeting requirements, so it's essential to choose a meeting scheduling software that offers customizable meeting settings. Look for software that allows you to define meeting durations, buffer times between meetings, and specify meeting locations. The ability to set these parameters ensures that the software aligns with your specific needs and preferences, reducing any potential scheduling conflicts and ensuring a smooth meeting experience.

Letsmeet gives you the chance to customize your meetings and scheduling links, as it provides multiple options to modify while you’re setting those up!

Automated Reminders and Notifications

Mail notification badge

Efficient communication is vital for successful meeting scheduling. A robust meeting scheduling software should include automated reminders and notifications to keep all participants informed and accountable. Look for software that sends email notifications with meeting details, integrates with popular messaging apps like Slack, or offers SMS reminders. These features help minimize no-shows, ensure everyone is on the same page, and increase productivity.

In our case, we send out automatic reminders to guests that haven’t sent out their availability when a meeting proposal is created, as well as once a common slot is found and the meeting is scheduled on everyone’s calendars. Amazing, isn’t it? 

Time Zone Compatibility

Different Time Zones

In today's global business landscape, teams are often spread across different time zones. A meeting scheduling software that can handle time zone conversions is indispensable. It should automatically detect the time zones of all participants and display available meeting times in their local time. This feature eliminates confusion and ensures that meeting invitations are accurate for all attendees, regardless of their geographical location.

Letsmeet automatically converts the time and date of a meeting, so it’s always displayed based on the timezone of your current location (if the option is enabled). You may also manually select the timezone of your preference. 

Seamless Collaboration and Integration

Meeting scheduling software should be designed to enhance collaboration and integrate seamlessly with other productivity tools. Look for software that offers integrations with popular communication and collaboration platforms such as Zoom, Microsoft Teams, or Slack. This integration streamlines the process of setting up and joining meetings, making it easier for participants to connect. Additionally, consider software that allows file sharing, note-taking, and provides a central hub for all meeting-related information, fostering collaboration and ensuring important details are readily accessible.

Letsmeet gives you the chance to integrate with your Zoom, Google Meet, and/or Microsoft Teams account.

Choosing the right meeting scheduling software can significantly improve your efficiency and productivity by automating and simplifying the scheduling process. By considering the essential features mentioned above—calendar integration, customizable meeting settings, automated reminders and notifications, time zone compatibility, and seamless collaboration and integration—you can ensure that the software you choose meets your unique business needs. Take the time to evaluate different options, consider your requirements, and select a meeting scheduling software that empowers you to streamline your meetings and make the most of your valuable time.

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