Find a time that works for your whole team, without seeing anyone’s calendar.
Choose who must attend. Meeting Coordinator privately checks their calendars in the background, including holidays and days off, and offers your client only the times when everyone is free. Send the times by email, or share a booking link. When the client chooses, everyone is invited automatically.
From €35 a month for up to five people.
Built by our own team, for our own team, after 13 years of client projects.
Not a one-to-one booking tool. Meeting Coordinator brings together several people from your company with your client, in one meeting, at a time that works for all of them.
Sound familiar?
You can’t see your colleagues’ calendars.
So you message the developer, wait, message the tester, wait, then start again when someone is on holiday.
The client waits while you chase.
By the time you’ve found a time that suits everyone, the client has moved on or the time has gone.
Offered times disappear.
You suggest two slots, and one is taken before the client replies.
One person becomes the bottleneck.
Every meeting goes through the same coordinator or manager, and their day disappears.
What changes.
Meetings booked in minutes, not days.
Common free times found instantly, across everyone who must attend.
Privacy kept.
Nobody sees anyone else’s calendar, holidays or appointments. Only the shared free times are shown.
Anyone on your team can book.
An account manager, a project lead or a coordinator: whoever needs the meeting can arrange it.
How it works.
Create the request.
Any team member chooses the people who must attend, any optional attendees, the client contacts from Zoho CRM, the length and the agenda.
Calendars checked privately.
Meeting Coordinator checks the calendars of the required attendees in the background, including holidays and days off, and finds the times when all of them are free. Optional attendees are invited but don’t block the time.
The client chooses, in one of two ways.
The best slots are held on the calendar, and a client email is drafted for you to review and send.
Your client opens a calendar showing only the times when everyone is free, and books.
Either way, once the client chooses, the meeting is booked, every attendee receives the invitation, and any unused held times are released.
Who uses it.
Team members.
An account manager needs a meeting with a developer, a QA tester and five people from the client side. They create the request and send it to the client directly. No coordinator needed. Before the meeting, an AI client knowledge base can remind everyone what the client has said so far.
Coordinators and assistants.
Requests from across the company arrive in one queue, in order, with their status. If details are missing, one click sends the request back.
Booking tools vs Meeting Coordinator.
| Compare | Booking tools | Meeting Coordinator |
|---|---|---|
| Who meets | A client and one person | A client and several people from your company |
| Whose availability counts | One person’s calendar | Every required attendee, checked privately |
| Who attends | Fixed in advance | Chosen for each meeting, with required and optional attendees |
| Privacy | Not designed for teams | No one sees anyone else’s calendar |
| How the client books | A link | Emailed times or a team booking link, your choice |
If your clients only ever meet one person, a booking link is enough. If your meetings bring together the right people from your team, Meeting Coordinator is built for you.
You stay in control.
- Calendars stay private. Only shared free times are ever shown.
- Existing meetings are never touched. It only adds tentative holds, and never moves or deletes a meeting.
- Holds released automatically. Once the client chooses, other held times are freed.
- Your company accounts only. Calendar access stays inside your own workspace.
- Emails reviewed before sending. When you send times by email, you see the draft first.
Simple pricing.
€35 a month for up to five people.
Each additional person, €5 a month.
A person is anyone whose calendar is connected.
Is it right for you?
A great fit if:
- Client meetings often include two or more people from your team.
- Your colleagues can’t see each other’s calendars.
- You use Zoho CRM, or are planning a Zoho CRM implementation, with Google Workspace or Zoho Calendar.
Not needed if:
- Clients only ever book one person. A standard booking page does that well.
Why we built it.
A single client meeting at our company often involves an account manager, a developer, a tester, sometimes our founder, and several people on the client’s side. None of them could see each other’s calendars, so every meeting meant days of back-and-forth. We couldn’t find a tool that books one client with several team members at once, while keeping everyone’s calendar private. So we built one, and we use it every day.
Experience you can check.
Frequently asked questions.
How is this different from Calendly and other booking tools?
Booking tools let a client choose a time with one person. Meeting Coordinator books one client with several people from your company, checking every required attendee’s calendar privately and offering only the times when all of them are free.
Can my colleagues see my calendar?
No. Calendars are checked in the background. Only the shared free times are shown.
Who can create a meeting request?
Anyone on your team. A coordinator is optional.
What’s the difference between required and optional attendees?
Required attendees’ calendars decide the time. Optional attendees are invited, but their calendars aren’t checked.
Does everyone get the invitation?
Yes. Once the client books, every attendee, including the client, receives the invitation automatically.
How much does it cost?
€35 a month for up to five people with connected calendars, and €5 a month for each additional person.
Will it change our calendars?
It only adds tentative holds when you send times by email, and releases them once the client chooses. Existing meetings are never moved or removed.
Which calendars does it work with?
Google Workspace and Zoho Calendar company accounts today. Tell us what you use, and we’ll tell you what’s planned.
Is our data safe?
Calendar access stays within your company accounts. GDPR compliant, with a data processing agreement in place.
Stop chasing calendars.
Book a free 30-minute demo. We’ll show you a meeting with several attendees booked in minutes, without anyone seeing anyone’s calendar.