In today's fast-paced digital world, designers — whether freelancers, studios, or creative agencies — are juggling design, client communication, and project deadlines. One way to streamline this chaos is by using a virtual appointment setter. These tools automate scheduling, reduce back-and-forth emails, and help designers focus on what they do best: creating beautiful, functional work.

Here are the top 10 virtual appointment setter tools that designers swear by in 2025.

1. Calendly

Best for: Seamless integration with existing calendars

Calendly remains a favorite among creatives for its intuitive interface and automatic timezone detection. Its customizable workflows and ability to embed booking pages into portfolio sites make it a top choice for designers managing multiple clients.

Pros: Easy to use, customizable availability
Integrations: Google, Outlook, Zoom, PayPal

2. TidyCal

Best for: Budget-conscious freelancers

TidyCal offers a powerful yet affordable solution for solo designers who want a professional-looking booking experience without breaking the bank. Its one-time pricing model is a major plus.

Pros: Lifetime pricing, sleek design
Integrations: Google Calendar, Zoom

3. Acuity Scheduling

Best for: Agencies and teams

Now part of Squarespace, Acuity Scheduling offers advanced features like group scheduling, packages, and intake forms. It's ideal for design teams who want full control over the appointment flow.

Pros: Powerful backend, brand customization
Integrations: Stripe, Zapier, Mailchimp

4. Motion

Best for: AI-powered task and meeting optimization

Motion combines task management with scheduling using AI. For designers balancing multiple projects, it automatically finds the best time for meetings and deadlines — making it an intelligent virtual appointment setter.

Pros: AI-powered, calendar + to-do hybrid
Integrations: Google Calendar, Notion, Zoom

5. SimplyBook.me

Best for: Booking directly from your portfolio

SimplyBook.me provides fully branded booking widgets you can embed into your website. Designers can create a sleek, on-brand appointment flow that matches their aesthetic.

Pros: Great design customization, multi-language support
Integrations: Instagram, Facebook, Google My Business

6. Setmore

Best for: Multi-platform scheduling

Setmore makes it easy to schedule across different platforms and communicate with clients through email or SMS reminders. It’s ideal for freelancers looking to reduce no-shows and boost professionalism.

Pros: Free tier available, phone/text reminders
Integrations: Teleport, Instagram, Square

7. Book Like A Boss

Best for: Selling services and scheduling in one place

This all-in-one platform is perfect for designers offering fixed-price packages or consultations. Book Like A Boss combines e-commerce with scheduling seamlessly.

Pros: Sales-friendly, customizable landing pages
Integrations: Stripe, PayPal, ConvertKit

8. Zoho Bookings

Best for: Designers already using Zoho ecosystem

Zoho Bookings is a robust tool for those using Zoho CRM or Zoho Mail. It's ideal for agencies managing high lead volume while keeping everything synced under one dashboard.

Pros: Works within Zoho Suite, workflow automation
Integrations: Zoho CRM, Outlook, Microsoft Teams

9. Appointlet

Best for: Fast setup and team bookings

Appointlet is loved by designers for its quick setup and clean interface. It supports group meetings, buffer times, and custom fields — great for teams working with complex client needs.

Pros: User-friendly, strong team features
Integrations: Zapier, Google Meet, HubSpot
 

10. Doodle

Best for: Finding common availability with clients

Doodle is perfect for collaboration-heavy designers who work with clients across time zones and need to schedule group calls. It's fast, easy, and incredibly useful for setting up interviews or project kickoffs.

Pros: Ideal for groups, fast polling system
Integrations: Slack, Microsoft Teams, Zoom

Why Every Designer Needs a Virtual Appointment Setter

If you’re still manually managing your calls and consultations, it’s time to upgrade. A virtual appointment setter saves you hours of back-and-forth, improves client satisfaction, and enhances your professional image. Whether you’re a solo web designer, part of a full-stack creative agency, or even running a B2B SaaS Lead Generation Agency, these tools help automate a crucial part of your business — booking and converting high-quality leads efficiently.