Calendar Scheduling Tool Comparison: Calendly VS Acuity VS 10to8

We have all been there. You and your potential client (or colleague) agreed to have a meeting.

That’s awesome.

Well, it was awesome before that dreaded conversation starts.

You know the one. You go back and forth several times determining a time that’s convenient for the both of you.

Then you realize you’re in different time zones. Whomp Whomp.

It’s so much easier to just send a link and say “find a time that works for you!”.

There are so many online scheduling tools out there. It’s hard to determine which works best for you and your business.

They all have their pros and cons, but to figure those out can also be time-consuming, so I’ve done that for you!

I’ve chosen to take a deeper look at 10to8, Calendly, Acuity.

10to8.com

Calendly

Acuity

Pricing Small Business: Free

Basic: $9.30/month

Grow: $20/month

Bigger Business: $40/month

Basic: Free

Premium: $8/user/month

Pro: $12/user/month

Freebie: Free

Emerging Entrepreneur: $15

Growing Business: $25

Powerhouse Player: $50

Automatically syncs to an online calendar Yes Yes With Paid Accounts
Multiple Appointment Types Unlimited 1 for Free Account
Unlimited to Paid Accounts
Unlimited
Time Zone Conversions Yes Yes With Paid Accounts
Number of Events Per Month Small/Basic: 100 appointments/month
Grow: 300/month
Bigger business: 600/month
Unlimited Unlimited
Event Notifications Yes Yes Yes
Customizable email notifications and reminders Yes With paid With paid
Integrates with your website Yes Yes With paid
Collect Payments Yes. Paypal, Stripe, Sage With Paid. Stripe and Paypal With paid. Stripe, Square, Braintree, Paypal, Authorize.net

All three of these online calendar scheduling tools are pretty easy to use. They have similar features in that:

  • You can set your office hours and when you’re available to your clients
  • You’ll get a custom URL to give to your clients to find a time that works for them
  • They all have amazing integrations with paid versions
    • They all integrate with Zapier, allowing countless automations
  • You can create multiple meeting types and durations for both 1:1 and group bookings.

10to8

10to8’s interface is so easy to use for both user’s point of view.

From the client’s perspective, it is very simple and clean. The URL is only customizable with a paid account. I love that I can create my own header, image, and copy to greet the users, who can easily click on an appointment and select a date and time that works for them.

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From my perspective, it’s very easy to use but the design and the colors are a bit antiquated in my opinion. It’s a tad clunky, but I think that everything is really easy to find. There is a side menu where you can navigate to the page you’re looking for.

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You’re able to speak directly with the meeting coordinator through 10to8 via email or text, which is very convenient when there is a follow up needed.

You can add questions for the attendee, which is really nice for me since I like to gather birthdays!

Calendly

From both user’s point of view, Calendly’s interface is very simple and clean, which I love.

From the client’s perspective, they can see my custom URL and my public meetings. You click on my 30-minute meeting and my client can select the date and time that works best for them.

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From my perspective, setting up events and availability is very easy to do.

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I feel like Calendly is a little too simple. I want to be able to set my office hours, then go to each type of event and adjust accordingly. But instead, I had to go to each event and set the office hours. This seems like a really silly downfall, but it took me a little bit of extra time to figure it out.

I really like that you can easily add questions to the attendee. For example, it automatically asks for their name and email, but you could add phone number and birthday.

With the paid version, the person scheduling the time can automatically book another appointment as well as other custom links such as a thank you page.

Calendly also has some direct integrations (integrations without having to use Zapier). These integrations include:

Acuity

Acuity’s interface is visually appealing and easy to use for both you and your meeting attendees.

From the client’s perspective, I like Acuity’s interface the best. You can view multiple days and times at once and it looks really nice. You can do a lot of customizations on this page, which is really awesome.

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With Acuity, there are so many customizations – it’s really amazing.

With the client’s view you can:

  • Use monthly or daily calendar view (the below screenshot is daily)
  • Allow/disallow recurring appointments
  • Allow/disallow client login and registration. This will save the client’s information for future scheduling.

When you schedule your availability, you can set a regular availability or select particular days. You can create a client intake form.

Acuity also has approximately 1 billion direct integrations. I’m kidding, but there really are a lot of integrations such as:

Are you ready to see my recommendations?

  • Calendly is super clean and easy to use but is a little basic. It’s great for someone you simply wants an online calendar scheduler, without all the extra uses.
  • 10to8 has an amazing free option with a great interface for your clients. There are many great options in the free version but the interface for the original user is a little clunky.
  • Acuity’s free version is very limited. It does not sync with your calendar or automatically convert time zone. The free version also doesn’t have event reminders or website integrations but the paid version is amazing. With the paid version you have so many different options available.

I would recommend…

  • Calendly for a free very quick and basic setup
  • 10to8 for free, more customized setup
  • Acuity when you’re ready to pay for an upgraded version

So, what online scheduling tool do you use? Why did you choose it?


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

If you could use an extra set of hands in your business, Schedule a FREE Discovery Call here


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How I use batch processing to be more efficient

Batch processing.

You may have heard to term, but do you use it?

If you don’t, you should!

Batch processing is a time management tool where you group like tasks together. By doing this, completing your tasks simply become more efficient.

There are so many examples, but I’ll give you a few of the ones I use most frequently.

  1. Batch process your blogs. I like to be a month ahead, so I do a month’s worth of blog posts at once.
  • I already have outlines in Asana that I put in there as soon as I come up with an idea.
  • One day a month, I block out time to write the following month’s blog posts. I just sit and write. Don’t worry about editing.
  • Another day, I’ll edit all of the posts at one time.
  • I’ll batch process all of the graphics for each posts (for the blog, Facebook, and Pinterest).
  • I’ll then schedule these out for every platform that I use.
  1. Batch process your invoicing.

I invoice once per month, but send updates every week. I will batch process my invoicing by preparing invoices from every client at one time.

  1. Batch process checking notifications.

Do you find yourself with your email and social media accounts open all the time? You can’t get anything done because you’re always checking every email and notification as they come in. Now, I’m not going to tell you to check your emails once or twice a day, but I am going to suggest batch processing this task. For example, if you are working on creating graphics, don’t check anything! Shut off your email and social media accounts. After you’re finished with creating your graphics, take 10 minutes (seriously, set a timer) to check your emails and other notification.

Batch processing makes things so much easier for 2 main reasons.

  • You get less distracted. You are focusing on one task at a time, so your brain isn’t going back and forth between different types of tasks.
  • You get things done ahead of time! Yay! By batching projects together, it forces you to plan everything out. No more waiting until the last minute because it is already done!

What tasks are you going to start batch processing?

Batch Processing Pinterest Image 1  Batch Processing Pinterest Image 2  Batch Processing Pinterest Image 3


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here

Streamlining Your Business: Recurring Tasks

Have you ever forgotten to send out your invoices? What about forgetting to post on social media? We all have something that we forget to do. Then all of a sudden, you remember what day it is and hurry up and do it.

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Think about all of these tasks. What do you do on a regular basis? Now, look at this list and see if you can automatically do any of this? Can your accounting system automatically send your clients an invoice every month? Set it up!

Anything that you couldn’t automate, input these tasks into some sort of system, whether it be on your Google Calendar, Outlook’s Tasks function, or your project management tool like Asana and make them repeat.


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here

How to Automate Your Business: Client Onboarding

Automate Your Client Onboarding

The first step automating any part of your business is to write down every step in the process. Don’t skip over anything.

With onboarding, for example, your process probably looks like this:

  1. You are contacted by the client to set up a discovery call
  2. You go back and forth trying to find a date that works best for you both
  3. You email them a questionnaire before the meeting
  4. You realize that you aren’t sure who is calling who or what platform you’ll be meeting on – email back and forth to figure that out
  5. You were supposed to meet with the prospective client, but one of you forgot about a prior appointment or just forgot about the meeting
  6. You go back and forth again determining a new time
  7. You finally meet with the prospective client
  8. You send an email with any follow-up questions including what the next step would be
  9. Client hires you
  10. You send the contract and invoice to the client via email
  11. You then figure out how you will set up your first meeting or begin working

Why are there so many steps!? It should not be that complicated. You should not have to go back and forth so many times, there shouldn’t be any kind of mix-ups as to how you’re meeting (or when, if you’re in different time zones), and there should be no confusion. This is your first impression with the prospective client and it should go smoothly.

So, now that we’ve determined what our problem is, how do we fix it?

First, set up an account with a calendar booking application (I use 10to8.com, but there’s so many available) and put a link on your website. This way, the client can open your public calendar and select a date a time that works for them. Steps 1 and 2 are complete without you having to do anything! (Bonus tip: If the client emails you, respond with an email template that has a link to your calendar.)

Using the calendar booking application that you choose, they should automatically receive the client questionnaire, meeting reminders, and a link to your Skype or Zoom meeting room. Steps 3-6 are done and you still haven’t had to do a single thing!

You have your meeting. Sorry, you can’t automate and miss out on this one! Step 7, done!

After the call, send an email to the prospective client. You could use an email template (see how to do this in Gmail) and change any details to customize it for the lead. This should include a link to digitally sign the contract and an invoice so the client can pay you. Steps 8-10 are complete!

Once the contract is signed, the new client should automatically receive a welcome packet that includes vital information about your business such as your office hours, basic payment information, etc. This email should also include a link to set up an initial meeting, if necessary. Step 11 is finished!

That 11 step process for you turned into a two-step process for you! It’s like magic.

What does your client onboarding system look like?


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here

Don’t Forget to Follow Up with Emails

Oh, the dreaded inbox. I feel we all have such a love/hate relationship with it!

I’m sure that you’ve forgotten to follow up with an email (I certainly have). It’s just so easy to lose track of a to-do list in your inbox.

There are a few ways to get around this problem. My two favorite solutions are to use Asana and Followupthen.

But Amanda, I don’t want to have to keep leaving my inbox to write down tasks for every email!

I am here to tell you that you don’t have to!

Today we’ll start with Followupthen.

Let’s say you are sending an email to a client for them to sign a contract. You want to send a reminder in 1 week. Do you have to go and write it in your calendar or to-do list to check on it within one week? Nope! You will send a bcc to 1weeks@fut.io and you’ll receive an email in exactly one week! It’s that easy!

So head over to https://www.followupthen.com/ and sign up for your free account to get started!

Did you forget to follow up with that email last week 2   Did you forget to follow up with that email last week_ 3   Did you forget to follow up with that email last week_


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here