Back-to-back meetings can drain productivity and morale. Many teams face unclear agendas, vague objectives, and weak follow-up, leading to wasted hours, stalled projects, and frustration. Employees often spend significant time in meetings each week, with a sizable portion considered unproductive—resulting in substantial salary costs for businesses.
The impact isn’t only financial. When meetings end without defined owners, deadlines, or decisions, progress slows and timelines slip. This challenge is even greater in remote and hybrid environments, where structured communication is essential. Without a clear framework, virtual meetings can drift, disengage participants, and fail to deliver outcomes.
Online meeting management software helps by introducing structure and accountability throughout the meeting lifecycle. Teams can co-create agendas, automate scheduling, capture notes in real time, and convert decisions into actionable tasks with owners and due dates. Centralizing agendas, minutes, recordings, and action items ensures every meeting has purpose and measurable outcomes. With the right tools, meetings become shorter, more focused, and consistently tied to execution—turning time together into tangible progress.
Best Online Meeting Management Software in 2025
Zoom
Zoom Meetings, developed by Zoom Video Communications and launched in 2013 by founder Eric Yuan, has become a standard for video conferencing. Its reputation is built on reliability and a user-friendly interface that simplifies virtual connections.
While primarily known for its video capabilities, it offers features that support meeting management, such as in-app chat, polling, and recording.
Its strength lies in facilitating face-to-face communication for remote teams, webinars, and virtual events, making it a foundational tool in any meeting software stack.
- HD video and audio
- Breakout rooms for smaller group discussions
- Screen sharing
- Virtual backgrounds
ClickUp
ClickUp is an all-in-one productivity platform designed to be a central “work OS” for teams. Launched in 2017, it aims to replace multiple standalone applications by combining tasks, documents, chat, goals, and more into a single environment.
For meeting management, ClickUp excels at connecting discussions to work. Users can create collaborative agendas in ClickUp Docs, assign action items as tasks during the meeting, and link all meeting-related assets directly to relevant projects.
Its high degree of customization makes it suitable for teams that want to build a truly integrated workflow.
- Integrated task management for action items
- ClickUp Docs for collaborative agendas
- Calendar view for scheduling
- Automations for post-meeting workflows
nTask
nTask is a robust project management tool that offers a comprehensive suite of features for end-to-end meeting management.
It allows users to manage the entire meeting lifecycle within a single platform, from setting a clear agenda and sharing it with participants to documenting discussion points, creating meeting minutes, and assigning follow-up tasks.
This integration ensures that meeting outcomes are directly tied to actionable project tasks, eliminating the gap between discussion and execution. It’s ideal for teams seeking to bring structure and accountability to their meetings.
- Collaborative agenda creation
- Action item tracking
- Decision logging
- Integration with project tasks
Beenote
Beenote is a specialized meeting management solution designed to enforce structure and governance for formal meetings, such as board meetings or project reviews.
Launched to combat inefficient meeting practices, it guides users through a structured process from agenda preparation to minute approval. Features like timers for agenda items keep discussions on track, while its templates for minutes ensure all critical information is captured accurately.
Beenote is particularly useful for organizations that require a documented, auditable trail of their meeting decisions and actions.
- Structured agenda templates
- Meeting timers
- Task management
- Official minute approval workflows
Microsoft Teams
Microsoft Teams is a comprehensive collaboration hub integrated into the Microsoft 365 ecosystem. Launched in 2017, it combines workplace chat, video meetings, file storage, and application integration into a single platform.
Its primary strength is its seamless connection with other Microsoft Office applications like Outlook, Word, and SharePoint.
This allows teams to schedule meetings, co-author documents, and share files without leaving the platform. It serves as a central workspace for teams that are heavily invested in the Microsoft software environment.
- Persistent chat channels
- Video and audio calls
- Deep integration with Microsoft 365 apps
- Extensive file storage
Calendly
Calendly solves a critical pre-meeting challenge: scheduling. Founded by Tope Awotona in 2013, this tool automates the process of finding a suitable meeting time, eliminating the back-and-forth emails typically required.
Users set their availability, share a link, and allow others to book a slot that works for everyone. It integrates directly with major calendar platforms like Google Calendar, Outlook, and iCloud.
Calendly is an essential tool for sales teams, recruiters, and consultants who frequently schedule meetings with external parties.
- Automated meeting scheduling
- Calendar integration
- Customizable booking links
- Automated reminders
Cisco WebEx
Cisco Webex is an enterprise-focused collaboration suite with a long history in the web conferencing market. It prioritizes security, reliability, and scalability, making it a preferred choice for large corporations and government agencies.
Beyond standard video conferencing, Webex offers advanced features like AI-powered noise removal, real-time language translation, and gesture recognition.
Its robust security protocols ensure that sensitive discussions remain confidential, which is critical for organizations handling proprietary information.
- High-definition video
- Advanced noise removal
- Real-time translation
- Industry-leading security features
HubSpot
Part of the broader HubSpot CRM platform, the HubSpot Meeting Scheduler is designed primarily for sales and marketing teams. It allows users to create and share booking links directly in emails or on websites, streamlining the process of scheduling demos, consultations, and sales calls.
A key advantage is its direct integration with the HubSpot CRM, which automatically logs every scheduled meeting to the corresponding contact record.
This provides a complete view of all interactions with a lead or customer, improving sales efficiency and client relationship management.
- Direct integration with HubSpot CRM
- Round-robin meeting assignment
- Embeddable booking on websites
- Group meeting links
Skype
Skype, launched in 2003 and now owned by Microsoft, was one of the original pioneers in online voice and video communication. While Microsoft Teams is positioned as its business-grade successor, Skype remains a simple and effective tool for free one-on-one and small group meetings.
It offers core functionalities like video calls, screen sharing, and call recording without the complexity of more advanced platforms.
It is an excellent choice for freelancers, small businesses, or individuals needing a straightforward and cost-effective communication tool.
- Free video and audio calls
- Screen sharing
- Call recording
- Instant messaging
Google Meet
Google Meet is a video communication service developed by Google and is tightly integrated with the Google Workspace ecosystem. Its primary strength lies in its simplicity and seamless connection with other Google services like Calendar, Gmail, and Drive.
Scheduling a meeting is as simple as creating a calendar event, and joining is just a click away from an invitation.
Features like real-time captions, Jamboard integration for virtual whiteboarding, and its secure infrastructure make it a reliable choice for teams that operate within the Google environment.
- Integration with Google Calendar and Gmail
- Real-time captions
- Screen sharing
- Secure encryption
FAQs
What is the best completely free meeting management software?
For completely free solutions, the best choice depends on your primary need. Skype offers free video and audio calls for small teams. Google Meet and Zoom provide robust free plans for video conferencing with certain limitations. For managing the entire meeting lifecycle, including agendas and tasks, all-in-one platforms like nTask and ClickUp offer comprehensive “Free Forever” plans that are ideal for individuals or small teams just starting.
Which software is best for managing meeting tasks and project management together?
Platforms like ClickUp and nTask are specifically designed to integrate meeting management directly into a broader project management workflow. They allow you to create agendas and then directly convert discussion points and decisions into trackable tasks with assignees and due dates within the same system. This ensures that action items from a meeting do not get lost and are immediately incorporated into your team’s ongoing projects.
How are meeting management software licenses typically priced?
Most online meeting management software operates on a Software-as-a-Service (SaaS) subscription model, which is typically billed per user, per month. Many providers offer tiered pricing plans, where more expensive tiers unlock advanced features like enhanced security, unlimited storage, or premium integrations. Some also offer discounts for annual billing commitments.
What is the difference between a meeting scheduler like Calendly and a video tool like Zoom?
A meeting scheduler like Calendly automates the pre-meeting process of finding a mutually available time, eliminating back-and-forth emails by syncing with calendars. Its job is to get the meeting on the calendar efficiently. A video conferencing tool like Zoom provides the virtual venue for the meeting itself, facilitating real-time communication through video, audio, and screen sharing once the scheduled time arrives.
How does this software help with tracking action items after a meeting?
Meeting management software solves the problem of poor follow-up by creating a centralized and accountable system. During a meeting, you can assign action items directly to team members within the platform, as seen in tools like nTask or Beenote. These assigned tasks appear in the user’s dashboard with deadlines, ensuring that responsibilities are clear and nothing falls through the cracks after everyone has logged off.
Do most meeting management tools offer a free trial?
While traditional time-limited free trials exist, the more common model in this category is a freemium plan. Most of the leading tools, including Zoom, Calendly, ClickUp, and nTask, offer a permanent free plan with core functionalities. This allows you to use the basic version of the product indefinitely to determine if it fits your needs before committing to a paid subscription for advanced features.
Which meeting tool is best for a sales team using a CRM?
The HubSpot Meeting Scheduler is purpose-built for sales teams. Its key advantage is its native integration with the HubSpot CRM, which automatically logs every scheduled meeting to a contact’s record. This provides a complete and unified view of all customer interactions, helping sales professionals manage their pipeline more effectively and personalize their follow-ups without manual data entry.
Can these meeting tools integrate with my existing calendar?
Yes, calendar integration is a fundamental feature for nearly all modern meeting management and scheduling software. Tools like Calendly, Google Meet, and Microsoft Teams are designed to connect seamlessly with major calendar platforms, including Google Calendar, Outlook, and iCal. This synchronization prevents double-booking and ensures that all scheduled meetings appear automatically on your personal or team calendar.
Conclusion
Choosing online meeting management software is about fit, not one-size-fits-all. For dependable video, Zoom, Google Meet, and Cisco Webex deliver secure, feature-rich conferencing. If the team is standardized on a platform, Microsoft Teams and Google Meet offer deep integrations that streamline collaboration.
To fix meeting inefficiency at its core, all-in-one tools like ClickUp and nTask connect discussions to tasks and ownership. For formal, governance-driven sessions, Beenote provides structured agendas, approvals, and minutes. To remove scheduling friction, Calendly and HubSpot Meeting Scheduler automate booking.
Focus on reducing friction and clarifying communication. Identify the primary issues—chaotic scheduling, unclear agendas, weak follow-up—and select tools that turn meetings into accountable, outcome-driven work.
