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Software · head to head

Zapier vs Calendly

Zapier logo

Zapier

Software

Automate your work across 7,000+ app integrations

From
Free
Rated
-
Full reviewWebsite
Calendly logo

Calendly

Software

Scheduling automation platform for eliminating back-and-forth

From
Free
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: Zapier the free plan allows 100 tasks per month and only two-step Zaps, one trigger and one action; Calendly the free plan allows one event type and one calendar connection, so it cannot handle different meeting formats
  • They diverge on capability: Zapier covers App integrations, Calendly covers Calendar sync.

Where they differ

Only the attributes on which Zapier and Calendly actually diverge.

Attributes where Zapier and Calendly differ
AttributeZapierCalendly
Pricing modelusage-basedUnknown
PlatformsWeb, ApiWeb, iOS, Android
Founded20112013

Identical on both: starting price (Free), free tier (Yes), user rating (Not yet rated), category (Unknown).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in Zapier

  • App integrations
  • Workflow automation
  • Trigger-based actions
  • Multi-step Zaps
  • Data formatting
  • Conditional logic
  • Error handling
  • Team collaboration

Only in Calendly

  • Calendar sync
  • Automated scheduling
  • Custom availability
  • Time zone detection
  • Reminder emails
  • Buffer time
  • Meeting polls
  • Embed on website

Both cover

  • Slack
  • Salesforce
  • SOC2
  • GDPR

What people use each for

The jobs each tool is most often brought in to do.

Zapier

  • Lead managementnot Calendly
  • Data synchronizationnot Calendly
  • Email automationnot Calendly
  • Social media postingnot Calendly
  • Customer onboardingnot Calendly

Calendly

  • Sales meetingsnot Zapier
  • Interview schedulingnot Zapier
  • Customer callsnot Zapier
  • Office hoursnot Zapier
  • Webinar registrationnot Zapier

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Zapier

  • The free plan allows 100 tasks per month and only two-step Zaps, one trigger and one action
  • Multi-step Zaps, filters, paths, webhooks and the formatter all require a paid plan
  • Premium app connectors are withheld from the free plan
  • Free Zaps poll for new data every 15 minutes against 2 minutes on Professional and 1 minute on Team
  • Paying monthly rather than annually costs 50 percent more, so the 2,000-task Professional plan is $73.50 a month instead of $49

Calendly

  • The free plan allows one event type and one calendar connection, so it cannot handle different meeting formats
  • Automated reminders and multiple calendars need Standard at $10 per seat per month
  • Round-robin routing, lead qualification and Salesforce integration require Teams at $16 per seat per month
  • SAML single sign-on, audit logs and domain control are Enterprise only, starting at $15,000 a year
  • Advertised prices are the annual rates

Pricing, plan by plan

Zapier

Free
  • FreeFree
    • 100 tasks/month
    • 5 Zaps
    • Two-step Zaps
  • Starter$19.99/month
    • 750 tasks/month
    • 20 Zaps
    • Multi-step Zaps
  • Professional$49/month
    • 2,000 tasks/month
    • Unlimited Zaps
    • Custom logic

Calendly

Free
  • FreeFree
    • 1 event type
    • 1 calendar connection
    • Basic confirmation email
  • Standard$10/month
    • Unlimited event types
    • Multiple calendars (up to 6)
    • Integrations with HubSpot, Mailchimp, Stripe, PayPal
  • Teams$16/month
    • All Standard features
    • Salesforce integration
    • Round-robin meetings
  • Enterprise$15000/year
    • All Teams features
    • Salesforce routing lookup
    • Microsoft Dynamics 365

Which should you pick?

Choose Zapier if

  • You need app integrations.
  • You want to start without paying.
  • You work on Web, Api.
  • You also want workflow automation.
Zapier review

Choose Calendly if

  • You need calendar sync.
  • You want to start without paying.
  • You work on Web, iOS, Android.
  • You also want automated scheduling.
Calendly review

Questions people ask

Is Zapier or Calendly better?
Neither clearly leads. Zapier starts at Free and Calendly at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Zapier or Calendly?
Zapier starts at Free and Calendly at Free.
Does Zapier or Calendly run on more platforms?
Zapier runs on Web, Api. Calendly runs on Web, iOS, Android.
Can I use Zapier for free?
Both have a free tier, so you can try either at no cost before committing.
What is Zapier best used for?
Zapier is most often used for lead management, data synchronization, email automation, social media posting. Of those, lead management and data synchronization are not what Calendly is typically brought in for.
What can Zapier do that Calendly cannot?
Zapier covers App integrations, Workflow automation, Trigger-based actions, Multi-step Zaps. Calendly covers Calendar sync, Automated scheduling, Custom availability, Time zone detection. Both handle Slack, Salesforce, SOC2, GDPR.

Answered from the vendors’ own pages

Calendly: Does the free tier include automatic reminders?

No. The free plan only includes a basic confirmation email when someone books. Automated reminder workflows, SMS reminders, and follow-up sequences require the Standard plan ($10/month or higher).

Source
Calendly: Can I offer multiple meeting types on the free plan?

Only one event type can be active at a time. You can create multiple event types, but only one booking link works simultaneously. Switching between different meeting lengths requires manually activating another event type.

Source
Calendly: Does Calendly work with Apple Calendar and iCloud?

No longer for new users. As of August 20, 2024, new users cannot connect iCloud or Apple Calendar. Existing connections continue to work, but Calendly ended support for new Apple Calendar integrations citing Apple's security changes.

Source
Calendly: What platforms can I use Calendly on?

Calendly is available on Web, iOS, and Android. Browser extensions are available for Safari. There are no dedicated Windows or Mac desktop applications.

Source
Calendly: What does the Standard plan ($10/month) add over free?

Unlimited event types, multiple calendar connections (up to 6), integrations with HubSpot, Mailchimp, Salesforce, Stripe, PayPal, Zapier, and webhooks, plus automated reminders and email sequences.

Source
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