Managing meetings can be a real headache. You know the drill: endless scheduling conflicts, wasted time, and the struggle to keep everyone on the same page. Meeting management software is here to help your team work smarter, not harder.
In my experience, these tools can make a big difference in how effectively you manage your meetings. They help you stay organized, save time, and ensure everyone is aligned on objectives.
In this article, I'll share my top picks for meeting management software. I've tested and reviewed each one, focusing on what truly matters to you and your team. Let's find the best fit for your needs.
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Our team has been testing and reviewing software since 2012. As HR experts ourselves, we know how difficult—and important—it is to choose the right software.
For this guide, we evaluated tools using hands-on testing and independent research, scoring tools using our selection criteria. We also draw on insights from industry thought leaders and practicing HR experts.
Our reviews reflect our human editorial judgment, not a sales pitch.
Expert reviewers:
- Phil GrayCOO
Kim BehnkeHR Tech Editor & Analyst
Josh BarkerPeople Ops Manager
Meeting Management Software Comparison Table
This comparison table summarizes pricing details for my top meeting management software selections.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for async collaboration across time zones | Free demo available | From $5/user/month | Website | |
| 2 | Project management software with communications tools for conducting remote meetings | Free plan available | From $7.25/user/month (billed annually) | Website | |
| 3 | Meeting platform that lets users maximize their mobile devices | Free plan available | From $14.16/user/month (billed annually) | Website | |
| 4 | Best for collaborative agenda creation | Free plan available | From $7/user/month (billed annually) | Website | |
| 5 | Meeting management software that lets users manage meeting agenda effectively | Free demo available | Pricing upon request | Website | |
| 6 | Video conferencing tool that allows up to 250 attendees to join | Free plan available | Pricing upon request | Website | |
| 7 | Best for secure web conferencing | Free plan available; 14-day free trial | From $1/user/month (billed annually) | Website | |
| 8 | Meeting management software that allows users to organize multiple meeting schedules | Free demo available | From $8/user/month | Website | |
| 9 | Best for hybrid workspace management | 30-day free trial + free demo available | From $13.50/month (billed annually) | Website | |
| 10 | Meeting management software for creating and sharing meeting transcriptions and recordings | Free trial + free demo available | From $12/organizer/month (billed annually) | Website |
Best Meeting Management Software Reviews
Below are my detailed summaries of the best meeting management software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
Best for async collaboration across time zones- Free demo available
- From $5/user/month
Visit WebsiteCustomer Rating:4.8/5
Deel offers several plugins designed to make remove work more effective. Deel is a powerful HR software that’s perfect for remote teams looking to streamline their meeting management processes. One of its standout features is the "1 on 1" tool, which helps managers better prepare for, conduct, and track their one-on-one meetings in Slack.
The "1 on 1" plugin connects to user calendars and automatically sends pre-meeting messages in a shared Slack channel to help attendees align on talking points and coordinate a shared agenda. This ensures that meetings are productive and focused, saving time and helping to keep everyone on track. At the end of the meeting, an exit survey is sent to attendees to help them track what was discussed and log their outlook at that particular moment in time.
What makes "1 on 1" particularly compelling is its integration with Deel's other offerings. “1 on 1” is part of Deel Engage, a set of Slack plugins that simplify common HR tasks like PTO management and employee engagement surveys.
Combined with Deel's advanced payroll capabilities and global coverage for benefits and compliance, managers can stay on top of all HR-related issues with a growing distributed team. Overall Deel is an excellent choice for remote teams looking to manage their HR needs more effectively.
Deel integrates with a handful of popular HR software systems, including Ashby, BambooHR, Expensify, Greenhouse, Hibob, Netsuite, Okta, OneLogin, Quickbooks, SCIM, Xero, Workday, and Workable. They also have an Open API that supports additional custom integrations as well.
Deel offers flat pricing details upon request, as well as a free demo. It also offers free HR software for businesses wanting to automate admin and reporting across their global team.
Project management software with communications tools for conducting remote meetings- Free plan available
- From $7.25/user/month (billed annually)
Visit WebsiteCustomer Rating:4.6/5
Slack allows users to conduct video meetings with up to 15 meeting attendees. Slack is a communications tool you can use to initiate chat sessions and video calls with other team members to foster teamwork. You can use Slack to create workspaces where team members can work on projects in private. Slack allows users to collaborate with others outside of their organization, including subcontractors and guest users, ensuring users access to resources outside their organization.
Slack is the best meeting platform you can get if you want an all-in-one platform with a full host of collaboration tools like workspaces, huddles, file sharing, and chat messaging. You can use Slack to conduct video meetings with up to 15 team members allowing you to keep your team members up to date while working remotely. Slack has a centralized file storage system so team members can store and retrieve files crucial to the projects they’re working on.
Slack integrates with other productivity apps like Fuze, Cisco Webex Meetings, Google Drive, eWebinar, LiveWebinar.com, and others.
Slack pricing starts at $8.75/user/month. Slack has a freemium version available as a trial, but it lacks a group video conferencing feature.
Learn more about Slack:
3Meeting platform that lets users maximize their mobile devicesZoom
- Free plan available
- From $14.16/user/month (billed annually)
Visit WebsiteCustomer Rating:4.5/5
Zoom has a mobile application that lets you jump from a chat or a phone call into a meeting easily. Zoom is a cloud-based communications software for conducting video conferences, virtual meetings, and chat sessions. You can use the software to set up Zoom Rooms, where you can meet and work with select team members in private. It also has an events management feature for hosting events, managing event tickets, and tracking attendance, making hosting more manageable.
Zoom is the best meeting management software for you if you want to conduct and attend meetings using your mobile device because Zoom allows users to go from a chat session or phone call directly into a mobile meeting. This meeting management solution has a mobile app that works on iOS and Android mobile devices allowing you to attend or conduct meetings on the go. With Zoom’s virtual background feature, you can have a presentable meeting background while working offsite, helping you maintain formality in less than ideal settings.
You can integrate a wide range of productivity tools to Zoom, including CRM Connector, Cronofy, Slack, Asana, Zapier, Zendesk, and others.
Zoom has a free version, while the paid version starts at $14.99/license/month.
Learn more about Zoom:
Best for collaborative agenda creation- Free plan available
- From $7/user/month (billed annually)
Visit WebsiteCustomer Rating:4.7/5
Fellow has a library of templates you can use and customize depending on the type of meeting you are conducting Fellow is a meeting management software to help your team be productive before, during, and after meetings. Fellow can help you build your agenda to ensure that meetings proceed smoothly and that you tackle all critical business matters. It allows you to store a comprehensive history of all your meetings so you can go back to previous discussions for reference. You can use Fellow to get feedback from meeting attendees so you know how you can improve future meetings.
Meetings are collaborative, and if you need meeting management software to help your team turn meetings into productive sessions, then Fellow is your best choice. You can use Fellow to record action items on the spot to ensure that you have a complete to-do list that you can share with other team members. Fellow allows you to send meeting notes to everyone with a single click of a button, so they have a copy of the minutes and suggest corrections or additions if needed.
Fellow integrates with other meeting management and collaboration tools, including Slack, Google Meet, MS Teams, Google Tasks, etc.
Fellow has a free version with limited features for up to 10 users, while the pricing of its Pro version starts at $5/user/month.
Learn more about Fellow:
Meeting management software that lets users manage meeting agenda effectively- Free demo available
- Pricing upon request
Visit WebsiteCustomer Rating:4.6/5
Diligent enables users to create, review and share minutes with other team members through a secure and unified platform. Diligent is a meeting management software you can use to increase committee and board meetings effectiveness by helping you digitize your meetings. You can use it to streamline the taking note and sharing of minutes so you can concentrate on discussions. Diligent also helps you simplify board evaluations and questionnaires, allowing you to get the pulse of members on critical matters.
If you need a meeting management software for better agenda management, then Diligent is the best choice because you can use it to create and share meeting agendas with team members. It can also help you avoid version control problems because updates get reflected even on the agenda you’ve sent out. You can use it to digitize board books while keeping sensitive information secure before, during, and after meetings.
Diligent pricing is available upon request.
Learn more about Diligent ESG:
Video conferencing tool that allows up to 250 attendees to join- Free plan available
- Pricing upon request
Visit WebsiteCustomer Rating:4.5/5
Google Meet allows you to receive notifications about scheduled meetings, including meeting time and meeting room, ensuring appropriate meeting preparation beforehand. Google Meet is a video communication service you can use to conduct team meetings, webinars, and video conferences. It comes integrated into Google’s Workspace letting users access other Google productivity apps like Gmail, Drive, Calendar, Sheets, Docs, Slides, and Forms to use during meetings. Google Meet is an excellent option for video interviews with applicants because you can send invites to anyone via email without worrying about permissions.
Google Meet is the best option for you if you want meeting management software if you frequently hold extensive virtual meetings with your remote team because it allows meetings to go on for a maximum of 24 hours with up to 250 attendees. You can use Google Meet to create digital whiteboards enabling team members to share ideas during brainstorming sessions. It allows you to record meetings and save them on Google Drive, giving access to all attendees.
Google Meet pricing starts at $4.20/user/month.
Learn more about Google Meet:
Best for secure web conferencing- Free plan available; 14-day free trial
- From $1/user/month (billed annually)
Visit WebsiteCustomer Rating:4.5/5
Zoho Meeting allows you to have meetings with multiple hosts and a duration of up to 24 hrs. Zoho Meeting is an online meeting and webinar software designed to facilitate remote collaboration and communication through features like audio and video conferencing, screen sharing, and session recording. Its emphasis on data protection and privacy positions it as a leading choice for secure web conferencing needs.
Zoho Meeting offers a comprehensive set of features tailored to streamline the meeting management process, making it an ideal choice for businesses of all sizes. First, Zoho Meeting excels in its simplicity and ease of use. From scheduling meetings to conducting virtual conferences, the platform provides a user-friendly interface that requires minimal training for employees to navigate. This accessibility ensures smooth adoption across teams, enhancing overall productivity and collaboration within the organization.
Additionally, Zoho Meeting offers various integrations with popular calendar applications like Google Calendar and Outlook, simplifying the scheduling process and ensuring seamless coordination of meetings across different platforms.
Moreover, Zoho Meeting prioritizes security and privacy, crucial aspects for HR professionals handling sensitive information. The platform offers end-to-end encryption for all meetings, ensuring that confidential discussions remain protected from unauthorized access. With features like password protection and waiting room functionality, Zoho Meeting provides administrators with the necessary tools to control access and maintain the integrity of meetings.
As part of the Zoho ecosystem, Zoho Meeting integrates with various Zoho applications such as Zoho CRM, Zoho Projects, and Zoho Campaigns, as well as external platforms like Microsoft Teams and Slack. It also supports email integrations with Zoho Mail and Gmail, and connects with automation tools like Zoho Flow and Zoho Marketing Automation.
Learn more about Zoho Meeting:
Meeting management software that allows users to organize multiple meeting schedules- Free demo available
- From $8/user/month
Visit WebsiteCustomer Rating:4.6/5
Infinity’s meeting schedules template allows you to sort meetings according to status for better organization. Infinity is a team collaboration software with meeting scheduling features on top of task management capabilities. It has Kanban boards allowing you a visual means of tracking the progress of tasks and projects. You can use Infinity to assign tasks and actions items to team members ensuring that tasks get assigned to members according to their skillset.
If you are looking for meeting management software to help you organize your meeting schedule, then Infinity is the best option for you because of its meetings calendar template. You can use this template to keep track of information critical to meetings, like meeting dates and times and contact information of other attendees. Infinity’s meeting templates also allow users to include notes on meetings to keep track of crucial topics.
Infinity integrates with Zapier, Trello Import, CSV Import, and others.
Infinity has a one-time fee of $149.
Learn more about Infinity:
Best for hybrid workspace management- 30-day free trial + free demo available
- From $13.50/month (billed annually)
Visit WebsiteCustomer Rating:4.7/5
Clearooms lets you see a condensed view of all your present and past bookings. Clearooms is a meeting room and hot desk booking software designed to manage hybrid workspaces, providing a solution for businesses that operate with both in-office and remote workforces. It is recognized for its ability to cater to the complexities of managing a hybrid workspace, which positions it as a suitable choice for businesses aiming to maintain an efficient and productive work environment in such a setting.
Clearooms advanced features cater to both in-person and virtual meetings, which is essential for today's hybrid work environments. What makes it different is its user-friendly interface that simplifies the management of meeting spaces and its integration with other productivity tools, which supports a cohesive workflow.
Additionally, it offers a real-time room booking system with an interactive floor plan, allowing users to easily reserve meeting spaces for specific dates and times. It supports recurring bookings, automating the reservation process for regular meetings. The platform includes a check-in system to free up rooms when not confirmed, and provides additional services booking options like catering or equipment.
Integrations with various systems to facilitate user authentication and meeting room bookings. It supports Single Sign On (SSO) with platforms like Google, Okta, and OneLogin. Additionally, it offers third-party integrations with platforms like Office 365 and MS Teams. Finally, you can use its API to build your own integrations.
Learn more about Clearooms:
Meeting management software for creating and sharing meeting transcriptions and recordings- Free trial + free demo available
- From $12/organizer/month (billed annually)
Visit WebsiteCustomer Rating:4.3/5
You can share meeting recordings and transcriptions, ensuring that all participants have a reference for previous meetings. GoToMeeting is an online meeting management software with video conferencing and desktop sharing features you can use to meet employees remotely. You can use GoToMeeting to create Breakout Rooms, allowing you to split attendees into smaller groups to collaborate effectively in real-time. GoToMeeting has a mobile app version available to both Android and iOS mobile devices enabling employees to attend meetings using their mobile devices.
GoToMeeting is the best meeting management software for your company if you want flawless transcriptions because of GoToMeeting’s meeting transcriptions feature. GoToMeeting transcribes meetings for you, so there is no need to assign a notetaker allowing all team members to concentrate on your discussion. You can also share meeting minutes to team members anywhere they are, making it ideal for teams working remotely. Transcripts are accessible anywhere you are, so you can review previous meetings whenever and wherever you need them.
GoToMeeting integrates with a host of other productivity tools, including Google Calendar, Outlook, Microsoft Teams, Salesforce, etc.
GoToMeeting pricing starts at $12/organizer/month, and they offer a 14-day free trial.
Learn more about GoTo Meeting:
Other Meeting Management Software
Here are some additional meeting management software options that didn’t make it onto my shortlist, but are still worth checking out:
- 11Blue Jeans NetworkMeeting management software with accessibility features for a diverse workforce
- 12BoardDocsMeeting management feature ideal for small teams and companies without an IT department
- 13TeamingMobile-based app allowing users to send photos and videos to other users
- 144MinitzOpen-source meeting management software that allows users to customize features to suit their needs
- 15monday AI WorkspaceBest for AI-powered project risk detection
- 16TopicflowBest for data-driven performance conversations
- 17ConnectWise ControlRemote desktop and mobile tool for remote meetings
- 18LivestormWeb conferencing software for conducting webinars, meetings, and video conferences
- 19SkypeSoftware that allows users to conduct video chats, video interviews and conference calls
- 20OnBoardA suite of tools for preparing, hosting, and analyzing meetings
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How I Evaluate Meeting Management Software
I evaluate tools against two layers: the baseline features—like collaborative agendas and action item tracking—that qualify inclusion, and the differentiators that set the best options apart.
Core Functionality (Table Stakes for This List)
These core capabilities serve as the acceptance criteria for inclusion on my list of meeting management software:
- Collaborative Agenda Building: I check whether attendees can co-edit agendas in real time—like a team adding discussion items to a weekly sync before it starts.
- Meeting Notes & Minutes: Structured notes tied to each meeting matter more than a blank text field, especially for tracking decisions across recurring syncs.
- Action Item Tracking: I look for assignable tasks with owners, due dates, and status updates that carry over automatically to the next meeting instance.
- Calendar & Conferencing Integration: Two-way sync with Google Calendar, Outlook, Zoom, and Teams is baseline—meetings should pull context without manual entry.
- Recording & Transcription: I evaluate whether the tool records, transcribes, and summarizes discussions so participants can search past meetings for specific topics.
- Reusable Meeting Templates: Pre-built and customizable templates for common formats like 1:1s, sprint retrospectives, and board meetings save real setup time.
I rank each vendor on a scale from 0 (does not offer the functionality) to 5 (excels in this area) for each criterion.
Vendors need to achieve a minimum average score to be considered for inclusion on my list. From there, I consider what sets each platform apart.
Differentiating Factors (What Sets Vendors Apart)
Once I've curated my list, here's how I contrast and compare different vendors in the meeting management software space:
Standout Features
AI-powered meeting assistants that draft agendas and summarize discussions help busy teams stay focused and organized without extra effort. I also look for decision and voting tools—which are especially useful for executive and board meetings—and cross-meeting analytics that reveal trends in meeting frequency, participation, and action item follow-through over time. Integrations with company knowledge bases, so meeting notes feed directly into tools like Confluence or Notion, make a big impact on overall information management.
Beyond Features
Security matters here because meeting content often includes sensitive HR discussions and board-level strategy. I check for SOC 2 Type II certification, SSO support, and granular permissions that restrict access to confidential meetings. Pricing structure also plays a role—some tools charge per user while others offer workspace-based plans, which changes the math for large teams. I also evaluate whether a platform fits your specific meeting cadence, whether that's daily standups, quarterly business reviews, or formal board governance sessions.
How to Choose Meeting Management Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| FactorScalability | What to ConsiderCan the software grow with your team? Consider future growth and whether the tool can handle more users or larger meetings without extra costs or performance issues. |
| FactorIntegrations | What to ConsiderDoes it work with tools you already use, like calendars or project management apps? Check for seamless data flow and reduced manual work. |
| FactorCustomizability | What to ConsiderCan you tailor the software to fit your specific workflows? Look for options to customize meeting templates or dashboards. |
| FactorEase of use | What to ConsiderIs the interface intuitive for all team members? Test the demo or trial version to ensure everyone can use it without frustration. |
| FactorImplementation and onboarding | What to ConsiderHow long will it take to get up and running? Assess the availability of training resources and support during the transition phase. |
| FactorCost | What to ConsiderDoes the pricing fit your budget? Compare the cost against features offered and check for hidden fees or charges for extra features. |
| FactorSecurity safeguards | What to ConsiderDoes it keep your data safe? Look for encryption standards, access controls, and compliance with data protection regulations. |
What Is Meeting Management Software?
Meeting management software is a tool that helps organize and facilitate meetings effectively. Professionals like managers, team leaders, and coordinators use these tools to enhance productivity and communication. Scheduling, agenda creation, and integration features support efficient meeting planning and execution. These tools save time, reduce scheduling conflicts, and improve overall meeting outcomes.
Features
When selecting meeting management software, keep an eye out for the following key features:
- Scheduling tools: Automate the process of finding available time slots, reducing the back-and-forth emails.
- Agenda creation: Helps organize meeting topics and objectives, keeping discussions focused and productive.
- Integration capabilities: Connects with calendars and project management tools to ensure seamless workflow integration.
- Customizable templates: Allows users to tailor meeting formats to fit specific needs, enhancing efficiency.
- Real-time collaboration: Enables participants to work together during meetings, improving engagement and outcomes.
- Video conferencing: Provides a platform for remote face-to-face communication, vital for distributed teams.
- Meeting minutes recording: Automatically captures and stores notes, ensuring everyone stays informed. For teams that want a more condensed recap, meeting summary AI tools can automatically turn meeting content into concise summaries.
- Automated follow-ups: Sends reminders and action items post-meeting, ensuring accountability and progress.
- Security measures: Protects sensitive meeting data with encryption and access controls.
- User-friendly interface: Ensures ease of use for all participants, minimizing the learning curve.
Benefits
Implementing meeting management software provides several benefits for your team and your business. Here are a few you can look forward to:
- Time savings: Automated scheduling and reminders cut down on time spent organizing meetings.
- Improved productivity: Focused agendas and follow-ups keep discussions on track and drive actionable results.
- Enhanced collaboration: Real-time collaboration features boost engagement and facilitate teamwork.
- Increased accessibility: Video conferencing lets remote teams communicate effectively, regardless of location.
- Better organization: Centralized storage of meeting minutes and agendas helps keep everyone informed and aligned.
- Data security: Strong security measures protect sensitive information, giving you peace of mind.
- Ease of use: User-friendly interfaces make it simple for everyone to participate without a steep learning curve.
Costs & Pricing
Selecting meeting management software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in meeting management software solutions:
Plan Comparison Table for Meeting Management Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Plan TypeFree Plan | Average Price$0 | Common FeaturesBasic scheduling, limited integrations, and basic video conferencing. |
| Plan TypePersonal Plan | Average Price$5-$15/user/month | Common FeaturesScheduling tools, agenda creation, and basic integrations. |
| Plan TypeBusiness Plan | Average Price$20-$50/user/month | Common FeaturesAdvanced integrations, customizable templates, and real-time collaboration. |
| Plan TypeEnterprise Plan | Average Price$60-$100/user/month | Common FeaturesFull feature access, advanced security measures, and dedicated customer support. |
Meeting Management Software FAQs
Here are some answers to common questions about meeting management software:
How do I know if my team needs meeting management software?
If your team struggles with scheduling conflicts, disorganized meetings, or poor communication, meeting management software might help. It can automate scheduling, streamline communication, and keep everyone aligned. Consider the size of your team and the complexity of your meetings when deciding.
Is meeting management software suitable for remote teams?
Yes, meeting management software is ideal for remote teams. It offers video conferencing, real-time collaboration, and centralized document storage, which are essential for keeping remote teams connected and efficient. Ensure the software supports your preferred communication methods and has strong security measures.
How secure is meeting management software?
Security varies by software, so check for encryption standards, access controls, and compliance with data protection regulations. Look for software that offers regular security updates and has a good reputation for protecting user data. Security is crucial, especially if you handle sensitive information during meetings.