Insurance Agency Scheduling Tools: A Better Workday

The insurance agency industry is anything but slow. It’s difficult to get your hands on some free time between open enrollment, recruiting new groups, and adding new lines of coverage. Everyday life when running a business is hectic. Scheduling meetings, leading marketing and development, managing employees, and creating a work environment that makes everyone happy, just to name a few things. (If you’re looking for help with digital marketing, check out this guide.) Luckily, there are insurance agency scheduling tools to help increase efficiency and save time.

The average workday most likely includes a significant number of meetings, especially at an insurance agency like yours. It was recently reported that, employees in middle management spend 35% of their time in meetings, and upper management can spend up to 50%.1 That’s a lot of anyone’s workday. And we can’t forget the time spent before the actual meeting: sending invites, finding a time that works for everyone, and preparing an agenda. 

Not everyone is lucky enough to have an office scheduler. Fortunately, there are insurance agency scheduling tools that can help automate the meeting process. From sharing open space on your calendar, to sending appointment invites both Calendly and Schedule Once can help:


One of the most well-known insurance agency scheduling tools is the web-based Calendly: a straightforward scheduling tool that works well with prospects, clients, and employees of different technical skills. The setup is simple too: let your invitees know your availability preferences, they’ll generate a link for you that you can embed to your site or send to individuals via email, and invitees then just have to pick a time. Integrations with Google, Outlook, Office 365, and iCloud ensure that the event is always added to your calendar.

Two unique features we love from Calendly:

    1. During setup, you can include rules for buffer times between meetings and prevent last-minute meetings so you have time to prepare properly for productive meetings.
    2. You can use Calendly to automate tasks with Salesforce, GoToMeeting, Slack, and more. For example, automatically keep your Salesforce records up to date as new Calendly meetings are scheduled or embed Calendly to your website so customers can schedule meetings with you without sending an email.

      insurance agency scheduling tools

An example of booking an appointment with one person on Calendly. 

Calendly is unique in that it offers a free version. A paid subscription starts at $8 per month.

Schedule Once

We also like Schedule Once. Starting at just $5 per month, Schedule Once is another tool helpful in scheduling meetings with prospects and clients. To get started, you just have to create your personalized booking page for invitees to visit and book their appointment. The meeting is then added to all calendars. Schedule Once also has integrations with Salesforce, GoToMeeting, and all of the same leading online calendars (Google, Outlook, etc.).

insurance agency scheduling tools

An example of an appointment confirmation with Schedule Once.

Features we love from Schedule Once:

    1. The fully customizable notification templates. This feature allows you to fully customize the content and look and feel of every individual notification sent throughout the booking lifecycle. Email templates support rich text and images and both email and SMS templates can include dynamic fields that display data collected from the customer during the booking process.
    2. Define your brand. You can brand your booking page with logos and images of your choice. You can even send invitees to a webpage of your choice after they finish booking an appointment.

Schedule Once starts at only $5 per user per month.

Whether you use Calendly, Schedule Once, or other insurance agency scheduling tools, we hope you’ll be able to save a little bit of time tomorrow.



Author: Ryan

Ryan is the VP, Marketing and Growth at Ease. Ease helps insurance brokers offer their SMB clients better service through simple technology. To date, more than 65,000 companies have enrolled in benefits with Ease.