Best Meeting Planning Tools in 2026: AI-Powered Solutions for Modern Teams

Planning a meeting sounds simple until you're buried in scheduling conflicts, lost notes, and action items that disappear into the void. The real challenge isn't finding a time that works—it's ensuring everything discussed actually gets captured, followed up on, and made accessible to everyone who needs it.

The best meeting planning tools in 2026 go far beyond calendar coordination. They can record conversations, generate summaries automatically, and turn your meetings into searchable organizational knowledge. If you're still manually taking notes or chasing down action items in Slack threads, you're working harder than you need to.

Already losing context between meetings? Fellow turns every conversation into shared, searchable intelligence—so decisions, context, and accountability don't live in silos. Start your free trial →

What should you look for in a meeting planning tool?

The best meeting planning tools combine three capabilities: scheduling automation, intelligent capture, and workflow integration. Here's what matters most:

• Scheduling automation eliminates the back-and-forth of finding times that work. Look for tools that sync across calendars, handle time zones automatically, and let external participants book directly from a shared link.

• Intelligent capture means your meetings produce searchable records without anyone taking manual notes. AI meeting assistants now transcribe conversations, extract action items with owners and due dates, and generate summaries that can be shared instantly.

• Workflow integration connects meeting outcomes to the tools your team already uses. The most effective meeting planning tools push action items to project management systems, sync notes to your CRM, and make meeting intelligence accessible across your organization.

For enterprise teams, security matters as much as functionality. Prioritize tools that are SOC 2 Type II certified, HIPAA compliant, and explicitly commit to never training AI models on your data.

How do AI meeting assistants change meeting planning?

An AI meeting assistant is a tool that automatically records, transcribes, and makes meetings searchable and actionable. Unlike basic transcription services, AI meeting assistants provide organization-wide intelligence—letting you query across all your meetings to find decisions, commitments, and context.

The shift from manual meeting planning to AI-powered workflows eliminates several pain points:

The result: fewer "what did we decide?" messages and more time focused on execution.

Best meeting planning tools for 2026

1. Fellow – Best for organization-wide meeting intelligence

Fellow is a secure AI meeting assistant that turns every meeting into shared, searchable intelligence. Unlike tools focused solely on scheduling or transcription, Fellow captures conversations across all platforms and makes that knowledge queryable across your entire organization.

Key capabilities:

1. Flexible capture options: Record meetings on Zoom, Google Meet, Microsoft Teams, in-person meetings, and Slack huddles—with or without visible bots.

2. Ask Fellow: Query your meetings with natural language. Ask "What commitments are at risk?" or "Where are projects getting blocked?" and get answers from your meeting history with Ask Fellow, your AI Chief of Staff.

3. Automatic action items: AI extracts tasks with owners and due dates, then syncs them to your project management tools.

4. 50+ native integrations: Connect meeting intelligence to Slack, Jira, Asana, HubSpot, Salesforce, and thousands more via API, MCP Server, Zapier, and n8n.

5. Enterprise security: SOC 2 Type II certified, HIPAA and GDPR compliant. Fellow never trains AI models on customer data.

Best for: Organizations that need to query insights across multiple meetings while maintaining enterprise-grade security. Ideal for teams where decisions, context, and accountability currently live in silos.

Pricing: Free trial available.

If your team struggles with lost meeting context, action items that slip through the cracks, or the same questions being re-discussed across meetings, Fellow was built specifically for that. It captures every conversation and makes it searchable—so your meetings become organizational memory, not forgotten discussions.

Try Fellow free →

2. Calendly – Best for external scheduling

Calendly eliminates email back-and-forth by letting prospects and clients book meetings directly from a personalized scheduling link. It syncs with your calendar to show real availability and handles time zones automatically.

Key capabilities:

1. Share a personalized URL for one-on-one or group bookings

2. Integrations with Zoom, Microsoft Teams, Slack, Google, and Zapier

3. Custom intake questions when someone books a meeting

4. Automatic reminders to reduce no-shows

5. Embed scheduling directly on websites

Best for: Sales teams, consultants, and anyone who schedules frequently with external contacts. Less suited for internal team coordination or meeting capture.

Pricing: Free tier available; paid plans from $10/user/month.

3. Cal.com – Best open-source scheduling alternative

Cal.com offers scheduling functionality similar to Calendly with the advantage of being open-source. Teams with specific customization needs or data sovereignty requirements can self-host the platform.

Key capabilities:

1. Open-source with self-hosting option

2. Round-robin and collective scheduling for teams

3. Integrations with major calendar and video platforms

4. Customizable booking pages and workflows

5. API access for custom implementations

Best for: Technical teams that want scheduling flexibility and control over their data. Organizations with compliance requirements that mandate self-hosted solutions.

Pricing: Free tier available; hosted plans from $12/user/month.

4. Doodle – Best for group availability polling

Doodle simplifies scheduling group meetings by letting participants vote on preferred times. Instead of coordinating via email chains, organizers propose options and see consensus at a glance.

Key capabilities:

1. Create polls with multiple date/time options

2. Participants vote without needing accounts

3. Integrations with Google Calendar, Zoom, and Microsoft Teams

4. Automated booking pages for recurring availability

5. Meeting reminders and calendar sync

Best for: Organizing meetings with multiple stakeholders who have varying schedules—especially cross-functional teams or external groups.

Pricing: Free tier available; Pro plans from $6.95/user/month.

5. Google Calendar – Best for Google Workspace teams

Google Calendar remains the default choice for teams already invested in Google Workspace. It handles scheduling, availability sharing, and video conferencing through tight integration with Gmail and Google Meet.

Key capabilities:

1. Deep integration with Gmail and Google Meet

2. Overlay coworker calendars to find available times

3. Appointment scheduling for external bookings

4. Mobile and web access with real-time sync

5. Shared calendars for team visibility

Best for: Teams fully committed to Google Workspace who need straightforward calendar management without additional tools.

Pricing: Included with Google Workspace ($6+/user/month) or free Gmail accounts.

6. Microsoft Outlook Calendar – Best for Microsoft 365 teams

Outlook Calendar provides comparable scheduling functionality for organizations using Microsoft 365. It integrates natively with Teams, SharePoint, and other Microsoft tools.

Key capabilities:

1. Native integration with Microsoft Teams and Outlook email

2. Scheduling assistant to find optimal meeting times

3. Room and resource booking for in-person meetings

4. Shared calendars and delegation features

5. Mobile access across devices

Best for: Enterprise organizations standardized on Microsoft 365 who need scheduling tightly integrated with their existing stack.

Pricing: Included with Microsoft 365 Business ($6+/user/month).

7. Chili Piper – Best for revenue team scheduling

Chili Piper focuses on converting inbound leads by routing them instantly to the right salesperson and enabling one-click booking from emails or web forms.

Key capabilities:

1. Instant lead routing to available sales reps

2. One-click scheduling from any email

3. Integrations with Salesforce, HubSpot, and major CRMs

4. Customizable booking experiences per lead type

5. Analytics on booking rates and conversion

Best for: Revenue teams that need to accelerate inbound lead response and reduce friction in the booking process.

Pricing: Starts at $15/user/month for basic scheduling.

8. Eventbrite – Best for event registration and ticketing

Eventbrite handles registration, ticketing, and promotion for events ranging from workshops to conferences. It's built for public-facing events rather than internal team meetings.

Key capabilities:

1. Event pages with registration and payment processing

2. Multiple ticket types and pricing tiers

3. Promotion tools including social sharing and Google Events integration

4. Attendee management and check-in

5. Analytics on registrations and attendance

Best for: Organizations hosting public events, workshops, or conferences that require registration and potentially payment.

Pricing: Free for free events; paid events charged per ticket sold.

9. ClickUp – Best for meeting planning within project management

ClickUp combines task management with collaborative documents, making it useful for teams that want meeting planning integrated with their broader project workflows.

Key capabilities:

1. ClickUp Docs for meeting agendas and notes

2. Task creation directly from meeting documents

3. Real-time collaboration on shared documents

4. Customizable views for different workflows

5. Integrations with calendars and communication tools

Best for: Teams already using ClickUp for project management who want to centralize meeting planning in the same workspace.

Pricing: Free tier available; Unlimited plan from $7/member/month.

How to choose the right meeting planning tool

The right tool depends on your primary pain point:

• If scheduling is your bottleneck: Calendly, Cal.com, or Doodle automate coordination and eliminate email back-and-forth. These work well when your main challenge is finding times that work.

• If you're losing meeting context: An AI meeting assistant like Fellow captures conversations automatically, extracts action items, and makes everything searchable. This matters when decisions get forgotten or accountability breaks down.

• If you're hosting external events: Eventbrite handles registration, ticketing, and promotion for public-facing events where attendee management is the priority.

• If you need everything in one workspace: ClickUp or Notion combine meeting planning with broader project management, keeping everything centralized.

For enterprise teams, security should be non-negotiable. Look for SOC 2 Type II certification, explicit privacy commitments, and permission-based access controls that align with your organizational structure.

Frequently asked questions

What is an AI meeting assistant?

An AI meeting assistant automatically records, transcribes, and organizes meetings so teams can search conversations, extract action items, and maintain accountability without manual note-taking. Unlike basic transcription tools, AI meeting assistants like Fellow provide organization-wide intelligence—letting you query across all your meetings to find decisions, commitments, and context instantly.

How do I make my meetings searchable?

Use an AI meeting assistant that captures meetings across all your platforms (Zoom, Google Meet, Teams, in-person, Slack huddles) and creates a searchable library. Fellow, for example, lets you use "Ask Fellow" to query your meetings with natural questions like "What did we decide about the Q3 roadmap?" or "What commitments are at risk?"

Is AI meeting recording secure for enterprise use?

Enterprise-grade AI meeting assistants should be SOC 2 Type II certified, HIPAA and GDPR compliant, and should never train AI models on your data. Permission-based access aligned to organizational roles ensures only authorized team members can access specific recordings. Fellow meets all these requirements with privacy controls designed for company-wide deployment.

Can I record meetings without a bot joining?

Yes. Some AI meeting assistants like Fellow support botless recording—capturing meetings without a visible bot joining the call. This works across in-person meetings and Slack huddles as well, giving teams flexibility while maintaining consistent transcription quality.

What's the difference between scheduling tools and AI meeting assistants?

Scheduling tools (like Calendly or Doodle) help you find times and coordinate calendars. AI meeting assistants (like Fellow) capture what happens during meetings and make it actionable. Many teams use both: a scheduling tool to coordinate when meetings happen, and an AI meeting assistant to ensure nothing from those meetings gets lost.

How do meeting planning tools integrate with project management software?

Modern meeting planning tools connect meeting outcomes directly to project management systems. Fellow, for example, offers 50+ native integrations plus connections to 8,000+ apps via Zapier and n8n. Action items extracted from meetings can automatically create tasks in Jira, Asana, Linear, or other tools your team already uses.

Make every meeting count

Meeting planning has evolved beyond calendar coordination. The most productive teams in 2026 don't just schedule efficiently—they capture every conversation, surface insights automatically, and turn meetings into searchable organizational memory.

Every meeting without intelligent capture is context your team can't search, decisions no one can reference, and accountability that disappears into chat threads.

Stop letting critical information live in silos. Fellow turns every meeting into shared, searchable intelligence—capturing conversations across Zoom, Meet, Teams, in-person meetings, and Slack huddles, then making it all queryable. SOC 2 Type II certified, HIPAA compliant, and Fellow never trains on your data.

Start your free trial →