Appointment scheduling software for insurance agents
Scheduling software lets clients book time with you from a link or your website. It checks your calendar, sends reminders and can share appointments across your team.
We compared 24 tools on price, team scheduling, text reminders, HIPAA and the CRMs they connect to.
- Tools compared
- 24
- With a free plan
- 19
- Offer a BAA
- 13, often on a higher plan or on request
Quick picks by need
Solo agent on a budget
A free plan that takes real bookings, with text reminders on the free plan or a paid one.
Agency sharing appointments
Round robin plus routing forms that send each client to the right producer.
Medicare and health agents
The vendor signs a BAA on a plan or add-on you can buy.
Redtail, Wealthbox or AgencyBloc users
Connects to at least one of them, built in on GReminders and through Zapier on the others.
Quick picks are matched on published features, not ranked. Each list follows our default order.
Compare 24 scheduling tools
| Tool | Starting price | Round robin | Text reminders | HIPAA BAA | CRM and agency systems |
|---|---|---|---|---|---|
| OnceHub | Free Basic plan. Paid from $10 a seat per month, billed yearly | Add-on | AgencyBlocRedtailWealthboxSalesforceHubSpot | ||
| SimplyBook.me | Free plan. Paid from $11.90 a month per account, billed yearly | Partly | On request | ||
| YouCanBookMe | Free plan. Paid from $8.10 a month, billed yearly | No | |||
| Appointlet | Free plan. Premium from $9 a member per month, billed yearly | Via Zapier | No | SalesforceHubSpotZoho CRMSmartOffice | |
| Zoho Bookings | Free for one user. Paid from $6 a user per month, billed yearly | Own texting account | On request | ||
| Square AppointmentsScheduling module in a larger suite | Free plan. Plus is $49 a location per month, billed monthly | Partly | Yes | ||
| Setmore | Free for up to four users. Pro from $5 a user per month, billed yearly | Pro plan with Health account | |||
| EZnet SchedulerScheduling software built for insurance agencies | Free Starter plan for one user. Paid from $49.95 a month for the whole account, billed monthly | On request | ZapierCustom API | ||
| Calendly | Free plan. Paid from $10 a seat per month, billed yearly | No | AgencyZoomAgencyBlocHubSpotSalesforce | ||
| Acuity Scheduling | From $16 a month per account, billed yearly. No free plan | Premium plan | AgencyZoomSalesforceHubSpot | ||
| Doodle | Free plan. Pro from $11 a month, billed yearly | Via Zapier | Not for health data | SalesforceHubSpot | |
| HubSpot MeetingsScheduling module in a larger suite | Free with HubSpot's free tools. Paid Sales Hub seats from $7 a month, billed yearly | Enterprise plan | |||
| Microsoft Bookings | Included with Microsoft 365 business plans from $7 a user per month, billed yearly. Not sold on its own | Add-on | Not covered | Power Automate | |
| Google Calendar appointment schedulesScheduling module in a larger suite | Free for one booking page. Reminders and more pages need Business Standard, from $14 a user per month, billed yearly | Paid Workspace | Calendars only | ||
| Cal.com | Free for one user. Teams from $12 a user per month, billed yearly | Higher plan or add-on | |||
| GoRemindersNot the same company as GReminders | From $8 a month billed yearly, for 25 appointments a month. Online booking is an add-on with no published price | No | SalesforceHubSpot | ||
| SchedulingKit | Free plan. Paid from $10 a seat per month, billed yearly | No | SalesforceHubSpot | ||
| Zeeg | Free plan. Paid from €10 a user per month, billed yearly, before VAT | No | HubSpotSalesforcePipedrive | ||
| GRemindersNot the same company as GoReminders | Free Basic plan. Paid from $8 a month billed yearly, with one user included | Professional plan | |||
| Chili Piper | From $15,000 a year with 15 seats | Own texting account | On request | SalesforceHubSpot | |
| meetergo | Free plan. Paid from €9.90 a user per month, billed yearly, before VAT | No | HubSpotSalesforcePipedrive | ||
| TidyCal | Free plan. Lifetime plans from $29 once, or Pro at $12 a month, billed monthly | Partly | No | SalesforceHubSpot | |
| SavvyCal | Free to set up and test. Paid from $10 a user per month, billed yearly | Via Zapier | No | AgencyZoomHubSpotSalesforceClose | |
| Schedly | Free plan. Pro is $7.50 a user per month, billed yearly | Price not listed | Add-on | HubSpotZoho CRMPipedrive |
Listed in our default order, which is built on trust factors, not on who pays us. Prices as of October 2026.
Agency systems such as Advyzon and AgencyBloc are marked in blue. See what agencies pay in the cost guide.
Questions to ask before you buy
Can I go month to month?
Most tools offer monthly billing. Yearly billing is cheaper but usually not refundable.
Does it work with my CRM or agency system?
Check for a built-in connection first. Zapier, a separate service that links apps, works too but adds its own bill.
Will it send text reminders?
Texts cut no-shows, but clients must opt in. Check who owns the sending number.
Will the vendor sign a BAA?
A BAA (business associate agreement) is the HIPAA contract in which a vendor agrees to protect health details. Medicare and health agents need one before collecting them. Many tools offer it only on top plans.
Can it share appointments across producers?
Look for round robin and routing forms. Round robin spreads new bookings across your producers, and most tools keep both on team plans.
Can I take my data with me?
Look for CSV exports of meetings and contacts before you commit to a yearly plan.
Frequently asked questions
What is appointment scheduling software?
Appointment scheduling software lets clients and prospects book time with an agent through a booking page or a link, checks the agent's calendar and sends reminders.
How much do scheduling tools cost?
All 24 publish prices: YouCanBookMe, Square Appointments, SimplyBook.me, Zoho Bookings, Setmore, OnceHub, Appointlet, EZnet Scheduler and 16 more. Starting prices per person per month run from $5 to $16.20 across the 15 that publish one. The cost guide has every published price.
Which scheduling tools offer a free trial?
16 of the 24 list a free trial: YouCanBookMe (14 days), Square Appointments (30 days), SimplyBook.me (14 days), Zoho Bookings (15 days), Setmore (14 days in the iPhone app), OnceHub (14 days), Appointlet (14 days), EZnet Scheduler (15 days), Calendly (14 days), Acuity Scheduling (7 days), GoReminders (14 days), Cal.com (14 days), GReminders (14 days), Zeeg (14 days), SchedulingKit (14 days) and meetergo (7 days).
How is this list ordered?
We start from a default order built on trust factors, which are how many buyer facts the vendor publishes, whether its identity is verified, how openly it shows prices, how long it has been in business and an editorial review. Affiliate and paid links play no part, and a higher spot does not mean a better product. Read how we order vendors.
How we researched this. We based this page on each vendor's published pricing where available, terms and product pages, reviewed in October 2026, together with our team's experience working with insurance agents and agency owners since 2008.