The Top 5 Free Scheduling Tools for Freelancers (and How to Require Approval in Cal.com)

Freelancers juggle a lot – client meetings, discovery calls, project deadlines, and personal life all competing for space on the calendar.

A good scheduling tool saves time, reduces back-and-forth emails (ugh I hate those), negates time zone confusion, and ensures you never double-book yourself.

If you’re looking for a free option, here are five of the best scheduling tools available:

1. Google Calendar

Google Calendar is the go-to for many because it’s built right into Gmail and Google Workspace. With its free appointment scheduling feature, you can set up booking slots that allow clients to pick a time that works for them. While it’s simple and effective, it lacks some of the automation and branding customization found in dedicated scheduling tools.

Best for: if you only need to offer 1 event type

2. Cal.com

Cal.com is our tool of choice here at MeltzerSeltzer. We actually switched from Calendly to this in 2024 and are so glad we did.

It’s a rising star in the scheduling world, offering an open-source alternative to tools like Calendly without the price tag. The free plan includes unlimited events, integrations with Google and Outlook, and customization options. One unique feature is the ability to require approval for an event, which gives freelancers more control over their schedule (more on that below).

Best for:

• manual meeting approval
• multiple independent availability schedules
• open-source + strong data privacy
• unlimited event types for free
• unlimited automated workflows for free

3. Calendly

Calendly is one of the most popular scheduling platforms, making it easy for clients to book meetings without email back-and-forth. Its free plan allows you to create one event type, integrate with Google and Outlook, and send automated reminders. If you need multiple event types or team scheduling, a paid upgrade is required.

Best for:

• integrations with Outlook, Zoom, Google, etc.
• automated reminders
• you only need 1 event type (or you’re willing to pay for more)
• master availability + event-specific availability

4. Koalendar

Koalendar is a simple, no-frills scheduling tool perfect for freelancers who want a clean, easy-to-use option. It integrates seamlessly with Google Calendar and allows unlimited bookings, making it a strong free alternative to Calendly.

Best for:

• If you need unlimited free bookings
• You want something as simple as possible

5. Notion Calendar

If you’re already a Notion user, Notion calendar is amazing. It can combine any of your databases that have due dates from Notion, your Google Calendar, and other calendar apps all in one place. There’s an option to offer availability for specific meetings.

This isn’t a set it up, one and done sort of tool like the others on this list. You manually block out the available time options and send a new custom link every time you want to share your availability.

Best for:

• Notion lovers
• Having multiple calendars in one place
• If you don’t have a lot of meetings and just need to share your availability once in a while

How to Require Approval for an Event in Cal.com

One of Cal.com’s best features for freelancers is the ability to manually approve meeting requests before they are confirmed.

This is perfect if you want

• control over your schedule
• you need to vet clients before committing to a call
• you just don’t want to stay on top of updating your availability all the time in the scheduling app (out of sight out of mind, right?).

Here’s how to set it up:

1. Log into your Cal.com account and go to your dashboard.
2. Select or create an event type that you want to require approval for.
3. Scroll down to the “Booking Settings” section.
4. Enable “Require Approval” (this ensures that bookings won’t be automatically confirmed).
5. When someone requests a meeting, you’ll receive a notification to approve or decline the request manually.

Why Freelancers Need a Scheduling Tool

If you offer discovery calls, client meetings, or consultations, a scheduling tool isn’t just a convenience—it’s essential. Here’s why:

• Saves Time – No more back-and-forth emails trying to find a time that works. Clients pick a slot, and it’s done.
• Reduces No-Shows – Most tools send automated reminders, reducing the chances of forgotten meetings.
• Looks Professional – Having a booking link makes you look organized and prepared.
• Prevents Overbooking – Your availability is always up-to-date, preventing double-booking headaches.
• Gives You More Control – With features like required approval (Cal.com) or buffer time, you can avoid burnout and maintain work-life balance.
• Time Zones – as a online business owner, you’re likely to be working with people all over the world. There’s nothing more embarrassing than missing a meeting because you got the time zone wrong! Scheduling apps automatically show up in the guest’s time zone when they schedule so you know it’ll work out every time.

For freelancers, a scheduling tool is a small but powerful way to streamline client interactions, improve efficiency, and keep your business running smoothly. Whether you use Google Calendar, Cal.com, or another tool, the key is finding one that fits your workflow.