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Best Legal Scheduling Software Solutions to Streamline Your Law Firm

14 min
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Updated

Jun 4, 2024
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For lawyers and law practice administrators, the daily juggle of client meetings, court appearances, depositions, and deadlines can often feel like a never-ending balancing act. It's easy to feel like you're just barely keeping your head above water. But with the right legal appointment software, you can find relief. This type of software is designed to help law firms streamline their scheduling processes and stay organized, saving time and reducing the risk of errors. It's a tool that can bring a sense of control and order to your hectic schedule.

This guide is your key to understanding legal scheduling, its benefits for law firms, and the various legal scheduling solutions available on the market. We will delve into each software's description, pricing, and pros and cons, empowering you to make an informed decision that best suits your law firm's needs. 


What Is Legal Calendaring Software?

Legal calendaring software is a digital tool designed specifically to streamline and optimize law firm scheduling processes. This innovative solution provides attorneys with a centralized hub to manage their schedules, client appointments, court dates, and meetings efficiently. Accessible online or via mobile apps, legal calendaring software transforms routine calendar tasks, making it easier for lawyers to view availability, swap meetings, and book dedicated client timeslots directly from their digital work calendar. Some can even calculate appointments based on court rules.

Clients also enjoy the convenience of online booking, which allows them to self-schedule appointments without waiting for one. This user-friendly feature not only improves the client experience but also helps law firms operate more efficiently by reducing administrative tasks, minimizing scheduling conflicts, and freeing up more time for attorney billable hours.

What Is Legal Calendaring Software

Top 10 Appointment Scheduling Software for Law Firms

A reliable scheduling system that can handle multiple appointments and reduce the administrative burden on legal staff is essential. In this section, we've compiled a list of the top 10 appointment scheduling software for law firms, taking into account their features, pricing, and pros and cons. These software options offer various features, making them ideal for law firms of all sizes.

1. Clio

Clio is a legal practice management software that offers an appointment scheduling feature called Clio Scheduler. Clio Scheduler allows law firms to offer an online appointment booking system that is convenient for both the firm and the clients. It enables firms to manage their schedules in a way that works for them, with the ability to prevent same-day, back-to-back, or last-minute appointment bookings.

With Clio Scheduler, clients can easily book, pay for, and confirm their own appointments online. This reduces the risk of no-shows and streamlines the booking process. The software also offers automated text reminders, making it easy to prevent costly no-shows. We at Grow Law Firm recommend Clio to many of our clients.

Pricing: Clio offers four pricing plans, the lowest of which is the EasyStart plan, which costs $39 per user per month. The highest plan, the Complete plan, starts at $139 per user per month.

Pros 

  • Scheduling feature is easy to use, allowing users to book appointments efficiently 
  • Extensive API software integrations allow for robust customization of the practice management solution

Cons

  • Difficulty in document management
  • Limited file management capabilities
  • Lack of robust project management tools

2. Calendly

Calendly is a cloud-based appointment scheduling tool that helps individuals and organizations automate the meeting lifecycle by eliminating the back-and-forth with scheduling. With over 20 million users across 230+ countries, Calendly simplifies meetings and collaborations and drives business forward.

Calendly
Calendly demo

The software allows users to set their availability preferences and send out personalized invitation links to arrange meetings or appointments. Invitees are presented with a selection of available times and dates based on the user's availability. Users can create unlimited event types, set buffer time between appointments, and enforce a minimum scheduling notice period.

Pricing: Calendly has a free plan suitable for individuals starting out with basic scheduling. It also offers three paid plans, starting at $10/seat/month for the Standard and going up to $15k/year for the Enterprise plan.

Pros 

  • Has a user-friendly and intuitive interface
  • Offers a wide range of customization options
  • Integrates with different tools to increase the streamlining process

Cons

  • Users mentioned frustration with the lack of customization and branding options
  • It can get inconvenient to sync with more than one calendar at a time
  • The hourly and half-hourly session-based scheduling limitations are problematic

3. HubSpot

HubSpot is a CRM platform that offers sales, marketing, customer service, content management, and operations tools to help businesses optimize their relationships with leads and customers. Regarding appointment scheduling, HubSpot's meeting scheduler is a tool that streamlines the process of booking appointments and meetings. 

It seamlessly allows prospects to book time with you or your team members directly so you are on the same page, eliminating the back-and-forth emails that often accompany scheduling. We like it so much, we use it ourselves!

Pricing: HubSpot offers a free plan for up to 5 users, which includes the meeting scheduler. Paid plans start at $15 per month per user for the Marketing Hub Starter plan. Law firms can choose the plan that best fits their needs and budget.

Pros 

  • Syncs with Google Calendar and Office 365 Calendar, allowing users to see their most up-to-date availability
  • Offers round-robin and group meeting links, giving prospects flexibility when scheduling meetings

Cons

  • The calendar can only be synced with one account at a time, which can be inconvenient for users who have multiple email accounts.
  • The free version of the software has limited features, which may not be sufficient for larger law firms

4. Google Calendar

Google Calendar is a widely used, free online calendar service that's part of the Google Workspace suite. It's a classic for a reason! It offers a simple and intuitive interface for managing your schedule, setting reminders, and collaborating with others. While not specifically designed for law firms, Google Calendar's robust features and flexibility make it a viable option for scheduling appointments and managing your practice.

Pricing: Google Calendar is free to use for anyone with a Google account.

Pros 

  • Direct integration with Google Meet for video meetings
  • Ability to view multiple calendars side by side
  • Out-of-office feature to automatically decline meeting invitations

Cons

  • Visualization of multiple events in a single time slot can be confusing
  • Limited integration with other video conferencing platforms
  • The user interface of the mobile application can be confusing when working with multiple calendars
Dive into our insightful blog post on effective legal project management strategies to elevate your practice.

5. Microsoft Bookings

Microsoft Bookings is appointment scheduling software included with Microsoft 365, making it a convenient option for those already using this platform. The software allows customers to book appointments directly on a unique webpage, where they can select their desired service, date, and time and choose which staff member they wish to see.

Pricing: Microsoft Bookings pricing is categorized into two plans: Business and Enterprise. The Business plans start at $6 per user per month for Microsoft 365 Business Basic and go up to $22 per user per month for Microsoft 365 Business Premium. The Enterprise plan starts at $8.00 per user per month.

Pros 

  • Real-time updates to staff and appointment availability
  • Automated confirmation and reminder emails
  • Centralized booking calendar with month, week, and work-week views

Cons

  • Limited integrations with third-party applications
  • Limited customization options and integrations
  • Some advanced features may require additional subscriptions

6. Sign In Scheduling 

Sign In Scheduling (formerly known as 10to8) is a popular appointment scheduling software relied upon by over 200,000 businesses globally. The software is designed to streamline the appointment scheduling process, eliminating the need for back-and-forth emails and phone calls. The ability to set different availability, send auto reminders, and take advance payments has made it convenient for clients to book appointments online.

The software is particularly useful for professionals with fluctuating availability or those managing appointments across different time zones. Sign In Scheduling offers a feature-rich, accessible, and secure scheduling software, reducing no-shows by up to 90%.

Pricing: Sign In Scheduling offers two paid plans: STANDARD and PRO. The STANDARD plan is $460 per year for each site, while the PRO plan is $612 per year for each site.

Pros 

  • Integration with popular calendar platforms like Google Calendar, Outlook Calendars, and Office 365
  • User-friendly interface, easy to navigate and use for both you and your customers

Cons

  • Certain features can be a bit complex to understand
  • Limited customization options for the user interface
  • Lack of integration options with other tools

7. Acuity Scheduling

Acuity Scheduling is a comprehensive appointment scheduling software that simplifies the process of scheduling appointments for businesses and professionals. With its flexibility, users can easily coordinate schedules and set up appointments, avoiding double bookings and providing convenience for both the business and its clients.

Pricing: Acuity Scheduling offers 4 plans, starting at $16 per month for the Emerging plan and going up to $49 per month for the Powerhouse plan. For the highest plan, Enterprise, you need to contact the team to get a customized quote.

Pros 

  • Clean and uncluttered calendar interface, making it easy for prospects and clients to review and make choices
  • Offers extensive customization options to tailor the platform to specific needs
  • Reduces no-shows and improves appointment attendance with automated reminders and confirmations

Cons

  • Limited integration options available in Acuity Scheduling
  • Difficulties when syncing Acuity Scheduling with their calendars
  • Lack of phone support provided by Acuity Scheduling

8. Setmore

Setmore is an online scheduling platform that helps businesses connect with customers. With its simple and sleek calendar system, businesses can manage all their appointments, display availability, and accept appointments 24/7.

Setmore
Setmore interface example

The software offers a real-time view of the business's schedule, unique booking links, and automated booking reminders. It caters to various industries and departments, from scheduling interviews and sales demos to employee tests and HR meetings.

Pricing: Setmore is free forever for up to 4 users. It has 2 paid plans: Pro and Team. The Pro plan starts at $5 per user per month for 1-2 users. The Team plan also starts at $5 per user per month but for unlimited users. Both are billed annually.

Pros 

  • Clear and intuitive user interface is easy to navigate and understand
  • Allows for easy scheduling across multiple teams, streamlining collaboration and ensuring efficient task allocation
  • Integrates seamlessly with third-party calendars

Cons

  • It could feel aged in comparison to other scheduling solutions
  • There have been occasional syncing problems with Setmore
  • The layout of Setmore's scheduling form can be confusing for some users

9. SimplyBook.me

SimplyBook.me is an online appointment booking system for small and mid-size businesses and enterprises across all service-providing industries. The software offers tools for creating custom online booking websites or widgets and enables businesses to accept bookings on their own website, Facebook, Instagram, Google My Business, and through the global service marketplace.

Pricing: SimplyBook.me offers a free plan. Then, there are 3 paid plans, starting at €8.25/month for Basic and going up to €49.9/month for Premium.

Pros 

  • User-friendly interface is simple and easy to navigate
  • Seamless integration with Google Calendar allows businesses to sync their schedules effortlessly
  • Allows businesses to share their booking links and availability through social media and customer management systems

Cons

  • The pricing may become unclear, with many features still requiring payment
  • Lack of variety in templates as an area for improvement
Looking to master the art of small law firm management? Don't miss our comprehensive guide filled with practical tips and strategies to elevate your practice.

10. TimeTap

TimeTap is a feature-rich online appointment scheduling tool designed for businesses and organizations of all sizes. It offers customizable booking forms, multiple staff calendars, and automatic text and email messaging, making it ideal for law firms.

TimeTap is HIPAA and GDPR-compliant, ensuring that businesses can trust the software for secure appointment scheduling. The tool offers a range of features, including API integration, customizable booking sites, and a lightweight CRM that creates customer profiles for easy access and management.

Pricing: TimeTap offers 3 pricing plans. The Professional plan starts at $22.45/month and the Business plan goes as high as $40.45/month. You need to contact them to get a custom quote for the third plan, Enterprise.

Pros 

  • Quick and easy online booking features and ready-made forms
  • Seamless appointment scheduling and management capabilities
  • Comprehensive reports on meeting scheduling and staff efficiency

Cons

  • Limited customization options for the user interface and branding
  • General templates that may not meet industry-specific needs
  • The email tool can be difficult to manage and customize

Key Features for Attorney Scheduling Software

Attorney scheduling software can streamline scheduling processes, improve efficiency, and provide a better customer experience. However, with so many options on the market, it can be difficult to know what features to look for when choosing scheduling software.

Key Features for Attorney Scheduling Software

Here are some key features to consider when evaluating attorney scheduling software:

  • CRM integration: Look for software that integrates with your existing CRM (customer relationship management) system. This will allow you to easily manage client information and schedule appointments directly from your CRM.
  • Customizable scheduling rules: Good scheduling software should allow you to set custom rules for when and how appointments can be scheduled. These can include setting minimum notice times, limiting the number of appointments per day, and more.
  • Automated reminders: These are a must-have feature for attorney scheduling software. With automated reminders, you can ensure that clients never miss an appointment, and you can reduce the risk of no-shows.
  • Payment processing: Look for software that allows you to easily process payments for appointments and events. This can include accepting payments online, processing credit card payments, and generating invoices.
  • Mobile app: A mobile app is a convenient feature for attorney scheduling software. With a mobile app, you can access your schedule, manage appointments, and receive notifications on the go, no matter where you are.
Want to boost your law firm's efficiency and client management? Discover the best CRM for law firms in our informative blog post.

Benefits of Using Calendar Software for Lawyers

Think of calendar software as your personal legal assistant, ensuring that a client facing booking page never misses a crucial deadline or forgets a client meeting. It centralizes your calendar, allowing you to view all your appointments, tasks, and deadlines in one place. No more frantically searching through emails or scribbled notes – your appointment schedule is right at your fingertips.

But the benefits go beyond mere organization. Calendar software empowers you to work smarter, not harder. Automated reminders ensure you're always prepared, while seamless integration with your CRM system allows you to easily manage client information and track interactions. This frees up valuable time and mental energy, allowing you to focus on what truly matters: providing exceptional legal counsel to your clients.

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Maximize Efficiency with the Right Legal Scheduling Software

Choosing the right lawyer scheduling software can significantly improve your law firm's efficiency and productivity, particularly when it comes to appointment setting. Through our discussion, we've explored the best solutions for this, from Clio to Calendly. Each software offers unique features that can help law firms optimize their scheduling processes, streamline time entries, and reduce administrative tasks.

If you're ready to take your firm to the next level, partnering with a digital marketing agency like Grow Law Firm could be a brilliant move. We customize our services – including SEO, PPC, and web development – to fit your unique goals, ensuring your firm stands out in the legal industry and you generate more revenue than ever before.

Contact us today to schedule a consultation and learn more about our customized digital marketing services.

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