Recently updated on February 7th, 2025

A training scheduling software solution should help you schedule your trainers, courses, venues & rooms, virtual rooms, and more in one system.

The problems many training providers face when relying on manual scheduling include double bookings and scheduling conflicts, which occur when there is no automated system to prevent overlapping trainer assignments or venue clashes.

Inefficient resource management is another issue, as manually tracking trainer availability, venue capacity, and room suitability often results in underutilized or overbooked resources.

Communication breakdowns are also common, with trainers and participants missing critical schedule updates due to reliance on emails and spreadsheets rather than a centralized system.

The administrative burden of manual scheduling increases the risk of human error, making it easy to misplace registrations, assign trainers incorrectly, or fail to account for time zone differences in virtual courses.

These issues slow down operations but also impact the overall training experience, leading to frustration for both trainers and participants.

To help you avoid these problems we’ve put together this list outlining the top training scheduling software available today, and the key features to look out for when making a decision.

Key Features Training Scheduling Software Should Offer

A training scheduling solution should help training providers manage their courses, trainers, venues, and recurring sessions while reducing administrative workload.

Trainer Scheduling

Trainer scheduling should provide a clear view of availability, making it easy to assign trainers, track leave, and monitor past and upcoming sessions. Trainers should also receive schedule updates through automated notifications or a mobile app.

Course Scheduling

Course scheduling should allow training providers to set up one-time or recurring sessions with defined dates, times, and locations, with bookings made easy.

The system should prevent double bookings, handle capacity limits, and allow last-minute adjustments without disrupting operations.

Venue and Room Scheduling

For businesses managing multiple locations, venue and room scheduling should make it easy to check availability, book the right space, and avoid conflicts.

A calendar view should help administrators review and adjust schedules as needed.

Capabilities for Scheduling Virtual & Blended Learning

For those offering both in-person and virtual training, the system should include online session scheduling, automatically generating meeting links for platforms like Zoom or Microsoft Teams and sending invitations to participants.

Features for Easy Recurring Course Setup & Clear Communication

A recurring course scheduling feature should allow providers to duplicate and adjust course instances across different dates and venues without manually recreating each session.

Automated notifications and updates should keep trainers, administrators, and participants informed of schedule changes, reducing miscommunication and administrative delays.

Best Training Scheduling Software Ranked

Now you know the key features you should be on the look out for lets jump into eight different options you can consider.

For each we give an overview of how they work, their key features, and the pricing for each.

Read on for more 👇

1. Arlo – Best Overall Training Scheduling Software

Arlo is a comprehensive training management platform designed to simplify training and course scheduling and administrative tasks for training providers.

It offers a range of features to help businesses manage trainers, venues, courses, and registrations efficiently.

Trainer Scheduling

Arlo allows training providers to assign one or multiple trainers per course. It provides tools to adjust schedules, view trainer availability, and keep records of past sessions.

Trainers can receive their schedules via email or access them through Arlo’s dedicated mobile app.

Venue and Room Management

The platform enables users to check room availability and book appropriately sized venues.

It offers a detailed view of scheduled courses across different timeframes, making it easy to manage multiple locations and avoid conflicts.

Course Scheduling

Arlo simplifies the process of scheduling courses by managing details such as capacity, pricing, venue or Zoom room assignments, trainer allocations, catering arrangements, and email communications.

Once set up, courses can be published directly to a website or shared via a registration link for private training sessions.

Recurring Course Scheduling

For businesses offering courses that run on multiple dates and locations, Arlo makes it easy to duplicate and schedule recurring sessions without the need for manual setup each time.

Bulk Class Scheduling

Arlo allows training providers to import and schedule up to 200 classes simultaneously, reducing the time spent on manual scheduling.

Users can create templates to standardize class details and make bulk scheduling more efficient.

Customizable Registration Forms

Arlo includes professional registration forms that support both public and private workflows.

The forms allow for multiple registrants in one order, apply screening rules or waitlists, and enable additional purchases like extra courses or merchandise.

Payments and Invoicing

Arlo automates payments by generating and sending invoices, tracking payments, and offering flexible payment options such as credit card, bank transfer, and partial payments. Discounts, vouchers, and promotional pricing can also be applied directly within the system.

Self-Service Customer Portal

The platform offers a branded customer portal where learners can register for courses, view upcoming and past training sessions, and access certificates, course materials, and professional development points.

With these features, Arlo streamlines training scheduling, reduces administrative workload, and improves the experience for both trainers and participants, making it the best overall training scheduling software.

If you want to try these features for yourself, you can get started with a free trial below 👇

2. CourseStorm

CourseStorm is a cloud-based class registration and scheduling platform designed for educational institutions, nonprofits, and businesses offering training, professional development, and enrichment programs.

It helps organizations manage course enrollments, payments, and communication while reducing administrative work.

Key Features:

Online Registration and Payments

Students can easily register and pay for courses online using credit cards or payment plans. The system handles secure transactions and automated invoicing.

Course and Instructor Management

Organizations can schedule courses, track instructor availability, and manage student rosters. Instructors have access to course details, attendance tracking, and communication tools.

Automated Waitlisting and Notifications

Waitlists are automatically managed, notifying students when spots open. The system also sends reminders, updates, and confirmations to participants.

Mobile-Friendly Access

Students and instructors can access the platform on any device, allowing for convenient registration, course management, and communication.

Reporting and Analytics

Built-in reporting tools provide insights into registrations, payments, and course performance, helping organizations make informed decisions.

What Do Reviewers Say?

Reviewers consistently highlight CourseStorm’s ease of use, particularly for online registration and payment processing.

Many users find the setup straightforward and appreciate the platform’s ability to simplify course enrollment. The customer support team receives frequent praise for being responsive and helpful, especially in resolving technical issues.

However, some users note limitations in customization, particularly in branding and reporting features. A few reviewers mention that the pricing structure, including transaction fees, can become costly for certain business models.

Read the reviews over at their Capterra page.

Pricing

CourseStorm uses a pay-as-you-go model with three plans:

• Core Plan – 4% + $2.49 per registration. Includes basic registration, communication tools, waitlists, and automated reminders.
• Pro Plan – 6% + $2.49 per registration. Adds multiple registration forms, payment plans, automated marketing, and instructor access.
• All Access Plan – Custom pricing. Includes Pro features plus text message reminders, network sites, HIPAA compliance, and daily payouts.

All plans require a minimum of $10,000 in total registrations.

3. BookSteam

BookSteam is a cloud-based appointment and class scheduling software designed for businesses that offer one-on-one services, group classes, courses, and workshops.

It provides an online booking system that allows clients to schedule appointments 24/7 while giving businesses the tools to manage bookings, automate reminders, and process payments.

The platform is suitable for a range of industries, including education, wellness, fitness, and professional services.

Key Features

Online Booking

Clients can book appointments, classes, or workshops at any time through a customizable booking page. Businesses can set availability, offer different services, and limit bookings based on capacity.

Automated Notifications

The system sends SMS and email reminders to clients to reduce no-shows. Notifications can be customized to include appointment details, rescheduling options, and follow-up messages.

Client Management

A built-in customer database stores client details, booking history, and notes, making it easier for businesses to track interactions and provide personalized service.

Calendar Synchronization

Bookings automatically sync with external calendars, such as Google, Apple, and Microsoft Outlook, ensuring that staff members have up-to-date schedules across multiple platforms.

Online Payments

Businesses can accept payments through Square, Stripe, and PayPal. The system supports deposits, full payments, and no-show fees, helping businesses manage transactions efficiently.

What Do Reviewers Say?

Users praise BookSteam for its ease of use, reliable appointment management, and automated reminders that help reduce no-shows. Many appreciate its affordability, responsive customer support, and the ability to manage multiple staff and locations efficiently. Businesses find the platform intuitive, with a smooth booking experience for both clients and administrators.

One feature that stands out is the mini webpage booking option, which allows businesses to create a dedicated booking page without needing a separate website.

This is particularly beneficial for small businesses or solo entrepreneurs who want a professional booking system without the hassle of web development.

Check out their reviews over on Capterra

Pricing

BookSteam offers several pricing plans to accommodate different business sizes and needs:

Solo – $19.95 per month

• 1 staff member
• 2 locations
• Unlimited bookings
• 100 SMS included

Standard – $29.95 per month

• 5 staff members
• 5 locations
• Unlimited bookings
• 200 SMS included

Plus – $49.95 per month

• 10 staff members
• 10 locations
• Unlimited bookings
• 300 SMS included

Premium – $79.95 per month

• 35 staff members
• 35 locations
• Unlimited bookings
• 400 SMS included

4. YouCanBook.Me

YouCanBook.me is an online scheduling tool that helps businesses and individuals manage appointments without the back-and-forth of emails.

It connects directly with Google, iCloud, and Microsoft calendars, updating availability in real time.

Users can create custom booking pages, send automatic notifications, and collect payments, making it useful for businesses that rely on scheduled meetings, classes, or consultations.

Key Features

Calendar Integration

Syncs with Google, iCloud, and Microsoft calendars to update availability in real time and prevent double bookings. Any changes in the calendar automatically reflect on the booking page.

Customizable Booking Pages

Businesses can create branded booking pages by adding logos, colors, and custom links, ensuring a professional and consistent appearance.

Automated Notifications and Reminders

Sends email and SMS confirmations and reminders to reduce no-shows. Users can adjust the timing and content of messages.

Team Scheduling

Supports multi-staff scheduling, allowing clients to book with specific team members or be assigned automatically using round-robin distribution.

Payment and Video Conferencing Integration

Accepts payments via Stripe for paid bookings and automatically generates Zoom, Google Meet, or Microsoft Teams links for virtual appointments.

What Do Reviewers Say?

YouCanBook.me is valued for its easy setup, reliable calendar syncing, and simple appointment booking.

Users, especially freelancers and small businesses, find it useful for managing client bookings without back-and-forth emails.

The customizable booking pages and automatic reminders help keep appointments organized.

Red more on their Capterra page.

Pricing

YouCanBook.me offers a straightforward pricing model based on the number of calendars you connect:

• Monthly Subscription: $12 per calendar per month.
• Annual Subscription: $10.80 per calendar per month (billed annually).
• Biennial Subscription: $9.60 per calendar per month (billed every two years).

A free plan is available with limited features, and all paid plans include a 14-day free trial.

5. Omnify

Omnify is a cloud-based scheduling and booking solution designed for businesses of all sizes. It offers tools for managing staff, billing, online payments, and customer relationships.

Users can create mobile-responsive websites with online registration options, and the software integrates with payment gateways like PayPal and Stripe for easy transactions. 

The customer management module allows for the creation of customer profiles and interaction tracking, with the ability to segment customers based on labels such as lead, active, and inactive.

Additionally, Omnify provides marketing management features, so you can create personalized campaigns using custom text, languages, and colors. 

Mobile applications for both Android and iOS devices are available, allowing customers to manage registrations from anywhere.

Key Features

Service Management

Omnify supports businesses in offering a range of services, from one-on-one appointments to group classes and recurring events. Users can set up custom schedules, manage attendance, and bundle services into memberships or class packs.

The platform also allows businesses to define service limits, waitlists, and session expiry dates, giving them greater control over their offerings.

Client Management

Businesses can maintain detailed client profiles, track attendance history, and segment customers into categories such as active, inactive, or leads. Clients also have access to a self-service portal where they can book, reschedule, and manage their memberships without requiring administrative assistance.

Online Payments

Omnify integrates with major payment processors, allowing businesses to accept online payments for bookings, memberships, and subscriptions. It supports recurring billing, deposit collection, and refunds.

Automated invoicing and financial reporting tools help businesses keep track of transactions without relying on separate accounting software.

Website Integration

Businesses can either use Omnify’s built-in website builder or embed booking widgets into their existing site.

Customization options allow users to match booking pages with their brand, control how services are displayed, and optimize the client booking experience.

Automated Communication

The platform sends automated booking confirmations, reminders, and follow-up messages via email or SMS.

Businesses can personalize messages, set up recurring notifications, and use automation to inform clients of schedule changes or payment updates, reducing the need for manual follow-ups.

What Do Reviewers Say?

Omnify is generally well-regarded for its ease of use, particularly in managing class schedules, memberships, and client bookings. Many users appreciate its straightforward interface, which allows administrators to switch between their view and the client view without complications.

The ability to manage bookings on both desktop and mobile is a key advantage, with several users noting that the platform is flexible enough to handle different types of services, from one-on-one appointments to group classes.

Read more on Capterra

Pricing

Omnify offers several pricing plans to accommodate different business needs:

• Free Forever: Includes up to 2 team members with a 5% transaction fee.
• Growth: Priced at $79 per month for up to 5 team members, with a 2% transaction fee.
• Accelerate: Priced at $199 per month for up to 10 team members, with a 1% transaction fee.
• Scale: Starting at $499 per month, this plan is customizable for larger teams and includes a 0.5% transaction fee.

Each plan offers a range of features tailored to different business requirements.

6. Ubindi

Ubindi is a simple yet effective scheduling and client management platform designed for independent instructors and small studios. It helps teachers, coaches, and trainers organize their classes, accept payments, track attendance, and manage client relationships—all in one place.

Unlike complex booking systems built for large businesses, Ubindi offers an intuitive, lightweight solution that makes administration easy without unnecessary complications.

The platform supports live and on-demand class registrations, allowing students to book sessions and access recordings effortlessly. Instructors can sell class passes, offer memberships, and accept payments through the system, reducing the need for manual tracking.

Ubindi also includes client management tools, making it easy to organize student lists, segment them with tags, and send group emails.

Key Features

Class Bookings

Instructors can schedule live and on-demand classes, allowing students to register and pay online.

The platform handles attendance tracking automatically, and class schedules can be shared via links or embedded on a website.

Payments

Ubindi enables instructors to accept online payments for classes, passes, and memberships via credit card transactions. The system also supports donations and tipping, giving students flexible payment options.

Passes and Memberships

Instructors can create customizable class passes and memberships with different pricing structures, expiration dates, and credit limits. This helps retain students and provide more flexible payment options.

Client Management

Ubindi allows instructors to organize and track student information, including attendance history and preferences. Clients can be grouped using tags, making it easy to send personalized updates and follow-ups.

Emailing and Communication

The platform includes built-in email tools for sending announcements, class reminders, and promotions to students. Instructors can email groups based on tags, ensuring messages reach the right audience.

What Do Reviewers Say?

Ubindi is praised for its simplicity, affordability, and ease of use, making it a strong choice for independent instructors and small businesses.

Users highlight the quick setup, straightforward class scheduling, and integrated payment processing. The built-in email and client management tools help with organization, and customer support is noted as responsive.

A standout feature is its flexible pass and membership system, which allows instructors to offer class packages and subscriptions, helping to boost student retention and revenue.

Check out what reviewers are saying over on Capterra.

Pricing

Ubindi offers flexible pricing plans based on the number of students and transaction volume, with a free option for small businesses and affordable upgrades for growing operations.

Free – $0/month

• Manage up to 50 students
• Class registrations & attendance tracking
• On-demand videos
• Online payments (5% platform fee)
• Passes & memberships
• Group emailing & tagging

Essential – $8/month

• Everything in Free plan
• Unlimited students
• Platform fee reduced to 2%
• Embed schedule on your website
• Best value for businesses processing over $400 in monthly payments

Pro – $69/month

• Everything in Essential plan
• 0% platform fees
• Best value for businesses processing over $4,400 in monthly payments

7. Bookafy

Bookafy is an online appointment scheduling platform designed to help businesses automate and manage their booking processes.

It supports a wide range of industries, including consulting, education, healthcare, and fitness, by providing a centralized system for scheduling client appointments, team meetings, and group sessions.

With a focus on reducing administrative workload, Bookafy offers automated scheduling, real-time calendar syncing, and seamless client communication.

Businesses can customize their booking pages, integrate with third-party applications, and accept payments online, making it a comprehensive solution for managing appointments efficiently.

Key Features:

Automated Scheduling

Bookafy allows clients to self-schedule appointments 24/7, eliminating the need for back-and-forth communication. Businesses can set availability preferences, appointment durations, and buffer times to optimize scheduling.

Calendar Integration

The platform syncs in real-time with Google Calendar, Outlook, iCloud, and Exchange, ensuring that all appointments are updated instantly and avoiding double bookings.

Customizable Booking Pages

Businesses can create branded booking pages with personalized fields, logos, and service options. These pages can be embedded on websites or shared via direct links.

Automated Reminders and Notifications

To minimize no-shows, Bookafy sends automatic email and SMS reminders to clients and staff. Customization options allow businesses to adjust notification timing and messaging.

Payment Processing

The software integrates with Stripe and Authorize.net, enabling businesses to accept payments, deposits, or full prepayments at the time of booking.

Group and Team Scheduling

Bookafy supports multi-staff scheduling, allowing clients to book with a specific team member or be assigned to the next available provider. It also facilitates group event bookings for classes, workshops, and webinars.

Third-Party Integrations

The platform connects with tools like Zoom, Microsoft Teams, Webex, and Zapier, automating workflows and integrating with existing business systems.

Bookafy’s combination of automation, integration, and flexibility makes it a valuable solution for businesses looking to simplify appointment management while improving client experience.

What Do Reviewers Say?

Users appreciate Bookafy’s ease of scheduling, automated notifications, and calendar integrations. Many highlight its affordability, particularly for nonprofits and small businesses.

The platform’s simple interface and customization options make it accessible, while customer support receives mixed reviews—some praise its responsiveness, while others cite delays in resolving issues.

Several reviewers value Bookafy’s ability to manage team availability, group scheduling, and payment processing. However, some mention limitations in reporting and analytics, a lack of mobile app features, and occasional bugs with integrations.

Read more on Capterra.

Pricing

Bookafy offers three pricing plans designed to suit individuals and teams with different scheduling needs.

Free ($0 per user/month)

For individuals with basic scheduling needs.

• Max 1 user
• Unlimited appointments
• Email notifications
• Customizable booking page
• Integration with iframe or button code

Pro ($9 per user/month)

For teams needing more advanced scheduling features.

• Includes all Free Plan features
• Unlimited users
• Two-way calendar syncing
• Email and SMS notifications
• Online payment acceptance
• Integrations with Zoom, Webex, and Google Tag Manager

Pro+ ($13 per user/month)

For teams that require automation and compliance features.

• Includes all Pro Plan features
• HIPAA compliance
• Second SMS text reminder
• Custom review messages and links
• Custom API development
• Optional white-label branding

8. MasterControl

MasterControl provides training scheduling software designed for life science companies operating in FDA-regulated environments.

The system helps organizations track, document, and manage employee training while ensuring compliance with GxP requirements.

As part of MasterControl’s broader quality management suite, this software integrates with other compliance and document control processes to create a unified training system.

Key Features

Automated Online Exams

Automatically launches and grades employee training assessments, reducing administrative workload and ensuring immediate feedback.

Structured Training Progression

Supports the creation of tiered training programs, allowing employees to advance through courses based on completed milestones.

Enterprise-Wide Training Management

Facilitates company-wide training approvals, tracking, and group sign-offs to maintain consistency across teams and locations.

Version Control for Training Materials

Ensures employees always access the most up-to-date training content by maintaining a single, controlled version of each course.

Integrated Compliance Tracking

Links training with document control and quality processes, providing real-time tracking of compliance status and potential gaps.

What Do Reviewers Say?

MasterControl helps organizations manage training and document control in one system, simplifying compliance tracking. Users find it effective for routing training materials, automating approvals, and maintaining audit trails.

The system integrates well with broader quality management processes, but some users report challenges with navigation and reporting.

The platform allows for structured training workflows, ensuring employees complete required courses before accessing certain documents.

Check out users are saying on Capterra

Pricing

Pricing isn’t publicly stated, contact provider for a quote.

Final Thoughts

There you have it, 8 of the best training scheduling software choices available for 2025. As a reminder, when choosing training scheduling software, focus on these key features:

• Trainer and Course Scheduling – Clear availability tracking, automated updates, and no double bookings.
• Venue and Room Management – Easy booking, conflict prevention, and a calendar view for adjustments.
• Support for Online and Hybrid Training – Automatic meeting links, video conferencing integration, and time zone management.
• Recurring Course Setup – Simple duplication of sessions without manual re-entry.
• Automated Notifications – Instant updates for trainers and participants to avoid miscommunication.

Choosing the right software will save time, reduce errors, and make scheduling easier for both trainers and participants.

Training Scheduling Software FAQs