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Appointment Scheduling

Calendly

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Panel rating · 6 judges · How to read the stars

Category median

Sovereignty: not determined

0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.

by Calendly, LLC · calendly.com

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Calendly: AI-assisted analysis on whats-best.ai Calendly: AI-assisted analysis on whats-best.ai (dark)

Add ?theme=dark to the image address for dark backgrounds. The badge shows the category and the month of the latest evaluation, and EU-Made where that is the product’s provenance. It never shows a score.

Calendly at a glance

Vendor
Calendly, LLC
Headquarters
Not stated on the vendor’s pages as of 28 Oct 2026
Data hosting
Not stated on the vendor’s pages as of 28 Oct 2026
Free plan
Yes, per the vendor’s own page source, captured 28 Oct 2026
Panel verdict
The AI panel rates Calendly 3.5/5, the mean of 6 judges. The bench scored Calendly, an appointment scheduling tool, tightly: no criterion's scores span more than one point, so the judges split on nothing material. how scores are made
As of
Vendor pages captured 28 Oct 2026; evaluated by the panel 29 Oct 2026. all sources

Calendly alternatives, European ones first →

Read this page as one judge. Each weighs the same scores by what they care about.

The Practice Owner

Weighted verdict

Runs a physiotherapy practice with six therapists, two treatment rooms that must not be double-booked, and a front desk that spends its mornings on the phone. Wants patients to book and reschedule online, SMS reminders that cut the no-shows, rooms and therapists checked together, and patient data that stays in Europe under a data processing agreement the practice can show.

Same scores as the panel view — this lens weights them the way this judge cares.

Scored by The Practice Owner

Panel median The Practice Owner This judge’s scores over the panel median. Each label opens its reasoning below.
Scores per criterion, in stars out of 5
Criterion Panel median The Practice Owner
Booking page & client experience 3 of 5 3 of 5
Calendar sync & availability rules 3.5 of 5 3 of 5
Team, staff & location scheduling 4.5 of 5 4.5 of 5
Reminders, payments & no-show protection 3 of 5 3 of 5
Integrations, API & data export 4 of 5 4 of 5
European sovereignty 2 of 5 2 of 5
Pricing transparency 3 of 5 3 of 5

Booking page & client experience

How this is scored

What the person booking sees and can do: a booking page with the services or meeting types on offer, their durations and prices, booking questions, an embed or widget for the business's own website, time zones and languages, group or class bookings, and links to reschedule or cancel without calling.

0 — Not a booking product: no page or widget where a customer picks a slot; appointments are entered by staff only.

3 — A booking page or form exists, but the pages say little about how it works: types of appointment, booking questions, embedding and rescheduling are not described.

5 — A booking page with several appointment or service types of their own duration, custom booking questions, and a way to put it on the business's website (link, embed or widget); confirmations carry a link to reschedule or cancel.

8 — In addition: group or class bookings with seat limits, booking pages in several languages with automatic time-zone handling, branding without the vendor's logo, multi-step selection of service, staff member and location, and a booking flow the vendor states is accessible or mobile-optimised.

10 — Booking as a finished storefront: packages, memberships or recurring bookings, intake forms with conditional questions, booking from Google or other directories, a customer account with booking history, and an accessibility statement for the booking pages published.

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The Practice Owner

Event types carry their own durations, booking questions like a phone field can be added, returning patients' details can be remembered, the page embeds on our website with matching colors, time zones are detected for both sides, and cancel/reschedule links go out in invitations and reminders. Group and one-to-one bookings both exist and an event can be set to another language. We found no public information on seat limits for group events, on removing the vendor's branding, or on accessibility of the booking flow, so it stays short of a finished storefront with intake forms or patient accounts. 2 3 9 10 12 15

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Calendar sync & availability rules

How this is scored

How the product knows when someone is free: two-way sync with Google, Microsoft 365 and Outlook, iCloud or CalDAV, conflict checks across several calendars, working hours and exceptions, buffers, minimum notice and booking windows, daily limits, and rooms or equipment that must be free as well.

0 — No calendar: no availability is kept and no sync with any calendar is offered.

3 — An internal calendar or a one-way export (iCal feed), but no stated two-way sync and few availability rules beyond opening hours.

5 — Two-way sync with Google and Microsoft calendars that blocks booked times, working hours with exceptions, and buffers or minimum notice per appointment type.

8 — In addition: several calendars per person checked for conflicts, iCloud or CalDAV, booking windows and daily or weekly limits, holidays and absences, and resources (rooms, equipment, chairs) that must be free alongside the person.

10 — Availability that runs a multi-site business: per-location and per-resource schedules, capacity rules across staff and rooms, sync behaviour and latency documented, and changes in any connected calendar reflected without double bookings, as stated in the documentation.

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The Practice Owner

Connected Google, Office 365/Outlook.com and Exchange calendars are checked for busy times and new bookings written back to them, up to six per person on paid plans, with preferred hours, buffers, minimum notice, date ranges and daily-to-monthly meeting limits all documented. For my two treatment rooms the gap is decisive: we found no public information on rooms or equipment that must be free alongside the therapist, nor on iCloud or CalDAV sync. 2 11 12

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Team, staff & location scheduling

How this is scored

How bookings are shared out across more than one person: staff profiles and the services each offers, round-robin and collective (all-hands) meetings, routing forms that send a booking to the right person, several locations, roles and permissions for admins and staff, and single sign-on for larger teams.

0 — A single-user tool with no way to add staff or a team.

3 — Several users or staff calendars can be added, but how bookings are distributed among them and who may change what is not described.

5 — Several staff or team members with their own availability, the customer choosing a person or the system assigning one (round-robin or "any available"), and an admin role that manages the team.

8 — In addition: weighted or priority round-robin, collective bookings that need several people at once, routing by form answers, several locations with their own staff, granular roles and permissions, and reporting per staff member.

10 — Scheduling as a team system: SSO and user provisioning (SAML, SCIM), routing that takes ownership from a CRM, managed templates the organisation pushes to every member, audit logs of changes, and distribution fairness reported.

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The Practice Owner

Round-robin events auto-assign the next available host with a configurable distribution method, per-host schedules and locations, collective events, routing forms that direct a patient by their answers, owner and admin roles, and a CSV showing how meetings were distributed across the team. Enterprise layers on SSO with SAML, SCIM provisioning, audit logs, domain control and Salesforce lookup routing driven by account, contact or lead ownership. Close to a full team system. 2 3 8 11 13 14

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Reminders, payments & no-show protection

How this is scored

How the product keeps a booked slot from turning into an empty one: confirmations and reminders by email and SMS, payment or deposit at booking, cancellation and late-cancellation policies, fees for no-shows, waiting lists that refill cancelled slots, and follow-ups after the appointment.

0 — No notifications to the person booking: no confirmation, no reminder.

3 — Email confirmations are sent, but reminders, payments and cancellation rules are not described.

5 — Automatic email reminders with configurable timing, SMS reminders (included or as a paid add-on), and payment at booking through at least one named provider such as Stripe or PayPal.

8 — In addition: deposits or partial prepayment, a cancellation deadline the system enforces, no-show or late-cancellation fees, a waiting list that fills freed slots, and follow-up or review messages after the appointment.

10 — No-show protection as a measured process: no-show rates reported, card-on-file or pre-authorisation charged by policy, reminder channels per customer (email, SMS, messenger), refunds and vouchers handled in the product, and the cancellation and payment terms shown to the customer configurable per service.

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The Practice Owner

Email and text reminders before and after events with customizable subject and body from the Standard plan, SMS running through Twilio, and payments at booking through Stripe and PayPal including a worked example of a client paying a $150 deposit upfront. But the cancellation policy is only displayed — the help pages state it doesn't restrict cancellations or reschedules based on the policy — and we found no public information on no-show or late-cancellation fees or a waiting list that refills cancelled slots. 1 3 5 15 16

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Integrations, API & data export

How this is scored

What the product connects to and how the data gets out again: video-meeting links (Zoom, Teams, Google Meet), CRM and marketing tools, automation platforms (Zapier, Make), a documented API and webhooks, website and app-store integrations, and an export of bookings and customer records.

0 — No integrations and no export; bookings stay in the product.

3 — A few named integrations or an export of bookings, but no API or webhooks described.

5 — Video-meeting links created automatically for at least one named tool, a connection to an automation platform or a few named CRM or marketing tools, and an export of bookings or customers.

8 — In addition: a documented public API and webhooks, native CRM integrations named (HubSpot, Salesforce or similar), an integrations directory, and a full export of bookings, customers and booking-form answers.

10 — Built to be connected and left: an API covering every object with its documentation and rate limits published, embeddable components or an SDK, a self-hosting or open-source option or a stated migration path, and the complete account data exportable in a documented format.

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The Practice Owner

A documented public API with OAuth and personal access tokens, real-time webhooks with a signing key covering scheduled events, invitee answers including custom questions, contacts and routing submissions, named connections to HubSpot, Salesforce, Mailchimp, Marketo, Pardot, Dynamics, Zapier, Stripe, PayPal, Zoom, Google Meet and Teams, and CSV exports of routing responses and round-robin statistics. We found no public information on published rate limits, an SDK, or a self-hosting or stated migration option. 3 13 14 17 18

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European sovereignty

How this is scored

Who the contracting entity and the parent company are, where booking and customer data is hosted, and who the subprocessors are: hosting, the SMS gateway, email delivery, payment providers, video tools and analytics. Independently sourced by the sovereignty pipeline; booking data names who sees a doctor, a lawyer or a therapist and when, so the whole chain counts, not only the database.

0 — Non-EU vendor and contracting entity, no data processing agreement offered, and neither hosting location nor subprocessors stated.

3 — A privacy policy and a data processing agreement exist, but the vendor and hosting are outside the EU (or hosting is unstated) and subprocessors are not listed.

5 — A data processing agreement and a subprocessor list are published, and either EU hosting or an EU contracting entity is stated, while parts of the chain (SMS, email, analytics, support) run through non-EU providers.

8 — EU contracting entity and EU hosting on named infrastructure, subprocessors listed with their locations, a data processing agreement published, and security certifications (ISO 27001, SOC 2) stated.

10 — Sovereign end to end and evidenced: European ownership, entity, hosting and every subprocessor including SMS and email, data export and deletion documented, and certifications published with their scope rather than implied.

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The Practice Owner

A published data processing agreement with Standard Contractual Clauses, the Irish Data Protection Commission named, a subprocessor list and SOC 2 Type 2 and ISO 27001 certifications exist, which is more than bare paperwork. But the contracting entity is Calendly LLC of Buford, Georgia, processing is stated to occur in the United States and other jurisdictions outside the residence of the data subjects, and the listed chain — Twilio for SMS, Zendesk and Intercom for support, Google for infrastructure and analytics — is essentially all USA, with no EU hosting option on the captured pages. The data processing agreement also states that sensitive personal information and special-category data may not be submitted at all, which is precisely what my patients' physiotherapy records are. 4 5 6 7 8

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Pricing transparency

How this is scored

Whether a buyer can compute the real annual cost from public pages alone: price per user, staff member, location or calendar, what the free plan covers, which features (SMS reminders, payments, round-robin, SSO, branding removal) sit in which tier, the cost of SMS credits and payment fees, setup and minimum term.

0 — No public prices at all; every customer is a sales call.

3 — A starting price or a free plan is published, but what scales the cost (users, staff, bookings, SMS) and what each tier includes is unclear.

5 — Tiers are public with their prices per user, staff member or location and their main features, while at least one commonly needed piece (SMS credits, payment fees, an enterprise tier) is unpriced or "on request".

8 — Every tier priced publicly with its scaling unit, add-ons and SMS credits priced, monthly and annual prices both shown, and VAT treatment and minimum term stated.

10 — Complete price computability: annual cost derivable for a given team size, location count and SMS volume, with every add-on, setup, support and payment fee and the cancellation and data-return terms published.

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The Practice Owner

Standard is listed at $10 per seat per month and Teams at $16 per seat per month, both billed yearly with savings of up to 20% advertised, a free tier allows one calendar against six on paid plans, and the terms state month-to-month or 12-month commitments with taxes on the customer. I still cannot compute my real annual cost: we found no public information on the price of SMS reminders beyond Twilio limits per user per month, on payment processing fees, on the Notetaker and Callie add-on, or on the Enterprise tier. 3 5 11

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European sovereignty — proven facts

0 of 6 dimensions proven

Built only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.

Hosting location Not determined ⚠ unverified — uncited Report an error
Hosting options Not determined — uncited Report an error
Open source Not determined — uncited Report an error
Data processing agreement Not determined ⚠ unverified — uncited Report an error
Transfer impact assessment Not determined — uncited Report an error

Questions about Calendly

Is Calendly European?

No. whats-best.ai classifies Calendly as Rest of world.

Where does Calendly store data?

Not stated on the vendor’s pages as of 28 Oct 2026.

Does Calendly have a free plan?

Yes. Calendly has a free plan, per the vendor’s page captured 28 Oct 2026.

What are the best alternatives to Calendly?

As of 3 Nov 2026, the panel rates zeeg (3.5/5), YouCanBookMe (3.5/5) and SimplyBook.me (3.5/5) highest among the other 18 Appointment Scheduling products evaluated. Ratings that look equal are rounded to half stars; the order uses the unrounded rating, then the name. The highest-rated European alternative is zeeg (EU-Made). Ratings are the AI panel’s opinion, formed from public evidence: how scores are made. The full list, with European products first: Calendly alternatives.

Where this could be wrong

What we left out

A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.

Do you know more about Calendly? Tell us Report an error on this page

Sources (18)

The pages every claim on this page was read from — each one checked, dated, and kept verifiable.

  1. 1 Vendor homepage calendly.com Checked 28 Oct 2026 Details →
  2. 2 Product features calendly.com Checked 28 Oct 2026 Details →
  3. 3 Pricing page calendly.com Checked 28 Oct 2026 Details →
  4. 4 Privacy policy calendly.com Checked 28 Oct 2026 Details →
  5. 5 Terms of service calendly.com Checked 28 Oct 2026 Details →
  6. 6 Data processing agreement calendly.com Checked 28 Oct 2026 Details →
  7. 7 Subprocessor list calendly.com Checked 28 Oct 2026 Details →
  8. 8 Security / trust page calendly.com Checked 28 Oct 2026 Details →
  9. 9 Booking page & client experience — found from sitemap calendly.com Checked 28 Oct 2026 Details →
  10. 10 Booking page & client experience — found from sitemap calendly.com Checked 28 Oct 2026 Details →
  11. 11 Calendar sync & availability rules — found from sitemap calendly.com Checked 28 Oct 2026 Details →
  12. 12 Calendar sync & availability rules — found from sitemap calendly.com Checked 28 Oct 2026 Details →
  13. 13 Team, staff & location scheduling — found from sitemap calendly.com Checked 28 Oct 2026 Details →
  14. 14 Team, staff & location scheduling — found from sitemap calendly.com Checked 28 Oct 2026 Details →
  15. 15 Reminders, payments & no-show protection — found from sitemap calendly.com Checked 28 Oct 2026 Details →
  16. 16 Reminders, payments & no-show protection — found from sitemap calendly.com Checked 28 Oct 2026 Details →
  17. 17 Integrations, API & data export — found from sitemap developer.calendly.com Checked 28 Oct 2026 Details →
  18. 18 Integrations, API & data export — found from sitemap developer.calendly.com Checked 28 Oct 2026 Details →