GITNUXSOFTWARE ADVICE
Business FinanceTop 10 Best Activity Scheduling Software of 2026
Ranked roundup of 10 activity scheduling software tools for booking, availability, and reminders, with Doodle, Bookeo, and SuperSaaS compared.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Doodle is the best fit when coordinators need fast group meeting decisions through polling, whereas Setmore is the cheapest entry for reliable appointment booking with staff calendars and reminders, and Vagaro works best if you need staff assignment plus customer booking with dependable calendar updates and API access.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Doodle
Ranked availability polling that highlights the best meeting slot from participant time choices.
Built for fits when coordinators need quick appointment scheduling decisions across small groups..
Bookeo
Editor pickWebhooks that send booking and change events for near-real-time downstream processing.
Built for fits when service businesses need staff-based booking pages and calendar sync without optimization complexity..
SuperSaaS
Editor pickPublic and private booking pages tied to capacity rules with automated conflict prevention per timeslot.
Built for fits when teams need controlled appointment booking with recurring availability and API-driven integration..
Related reading
Comparison Table
Activity scheduling software turns availability rules into consistent booking records across teams, facilities, and participant workflows. This roundup ranks tools by integration surface, API-first automation, configuration depth, and the auditability of scheduling changes, using examples like Calendly to ground evaluation in real deployment behavior.
Doodle
SMBGroup scheduling and polling tool for finding meeting times.
Ranked availability polling that highlights the best meeting slot from participant time choices.
Doodle’s core workflow centers on collecting availability for one-off or recurring events and then selecting a meeting time based on poll results. Hosts can configure who can vote, limit responses by rules, and finalize a time so participants can convert their selection into calendar entries through iCal feeds. The experience is oriented around calendar booking links that work well for internal teams and external contacts who prefer a single shared decision thread.
A key tradeoff is limited constraint-based scheduling compared with workforce management and optimization schedulers, because Doodle primarily resolves a chosen slot from submitted availability rather than enforcing complex staffing constraints. Doodle fits best when a coordinator needs fast alignment across a small set of participants or when a recurring meeting pattern changes occasionally and requires lightweight rescheduling.
- +Quick availability polling with time-window selection for fast decisions
- +Calendar sync via iCal reduces manual entry and missed meetings
- +Scheduling links simplify coordination with external attendees
- +Clear confirmation flow after selecting a final time
- –Limited capacity planning across many resources and skill profiles
- –Constraint-based scheduling requires manual handling beyond slot selection
- –Advanced governance needs more process than built-in controls
- –Automation depends on notifications rather than deep workflow orchestration
Office coordinators
Schedule recurring internal meetings
Fewer email exchanges
Sales operations teams
Book customer discovery calls
Faster call confirmations
Show 2 more scenarios
Project managers
Arrange cross-functional syncs
Lower scheduling overhead
Run availability polls across stakeholders and sync the chosen slot into calendars.
HR scheduling teams
Coordinate interview time windows
Reduced scheduling delays
Gather candidates and panelists’ availability and confirm the selected interview time.
Best for: Fits when coordinators need quick appointment scheduling decisions across small groups.
More related reading
Bookeo
SMBOnline scheduling and reservation software for classes, events, and appointments.
Webhooks that send booking and change events for near-real-time downstream processing.
Bookeo provides calendar booking with availability driven by staff calendars, service durations, and booking rules, so appointment times reflect real capacity. Booking pages can be configured per service or staff member, and automated confirmations and reminders reduce manual follow-up. Calendar sync via iCal helps keep external calendars aligned with each booking, while webhooks support pushing scheduling events into downstream tools for processing. Admin access covers managing staff and services, but governance features are limited compared with enterprise scheduling suites.
A tradeoff is that complex workforce management patterns like staff-skill matching and constraint-based optimization are not the primary strength compared with scheduling products built for optimization. Bookeo fits best for recurring visits, guided appointments, and service-based schedules where each booking maps to a known staff member or resource calendar. It also works well when external systems need event notifications for CRM updates, ticket creation, or fulfillment workflows.
- +Calendar booking ties slot availability to staff schedules
- +Automated confirmations and reminders reduce appointment no-shows
- +iCal sync keeps external calendars aligned with bookings
- +Webhooks support integration with downstream booking workflows
- –Advanced constraint-based scheduling and optimization are limited
- –Deep workforce qualification matching requires external handling
- –RBAC and audit log granularity is not enterprise-grade
Customer operations teams
Reduce manual calls for appointment changes
Fewer manual booking handoffs
Multi-location coordinators
Standardize booking across staff schedules
More predictable staffing coverage
Show 2 more scenarios
CRM and RevOps teams
Sync bookings into lead systems
Faster funnel and follow-up
Event webhooks can update records and create tasks when appointment status changes.
Field service dispatchers
Keep customer and staff calendars aligned
Lower scheduling errors
iCal synchronization reduces mismatches between internal and customer calendars.
Best for: Fits when service businesses need staff-based booking pages and calendar sync without optimization complexity.
SuperSaaS
SMBOnline appointment scheduling software with flexible booking configurations.
Public and private booking pages tied to capacity rules with automated conflict prevention per timeslot.
SuperSaaS centers on calendar booking and resource scheduling with recurring availability patterns, blackout periods, and capacity per timeslot. Booking flows support constraints that prevent double-booking beyond defined availability and limits. Calendar sync via iCal helps users keep external calendars aligned with confirmed appointments. Event notifications and an API support system-to-system scheduling, including automated changes after a booking action.
A key tradeoff is that complex workforce management scenarios can require more upfront modeling inside availability rules and templates than tools that include full optimization scheduling. SuperSaaS fits teams that need reliable visit scheduling with clear time windows and controlled capacity, such as clinics, training centers, or equipment handoff programs.
- +Booking prevents conflicts using capacity and availability rules per timeslot
- +Recurring availability templates reduce repetitive schedule configuration
- +API supports programmatic booking creation and updates
- +iCal calendar sync keeps external calendars aligned
- –Advanced multi-skill assignment needs more configuration than constraint schedulers
- –Approval workflow depth is limited for multi-step exception handling
- –Dense setups require careful governance of templates and booking rules
Operations teams
Central team visits with capacity limits
Fewer scheduling collisions
Clinic coordinators
Patient appointment calendar booking
Cleaner appointment availability
Show 2 more scenarios
Software integration teams
Automated booking via REST API
Reduced manual scheduling
API-driven booking and updates synchronize scheduling actions with internal systems.
Facility managers
Room reservations with recurring templates
Consistent reservation operations
Templates standardize repeating reservation windows for shared spaces and equipment.
Best for: Fits when teams need controlled appointment booking with recurring availability and API-driven integration.
Vagaro
vertical specialistBooking and scheduling platform for salons, spas, and fitness studios.
Client-facing booking flows and staff assignment stay coordinated through scheduling actions you can trigger via REST API and calendar sync.
Vagaro pairs appointment scheduling with business tools for running services end to end. Calendar booking is built around service menus, staff assignment, and availability rules that support recurring visits and capacity limits.
Staff and client experiences stay connected through built-in client booking flows and schedule change visibility for teams. For teams that need integration, Vagaro’s extensibility is primarily driven by its REST API and event notifications for scheduling updates.
- +Service and staff assignment controls reduce double-booking risk.
- +Calendar sync via iCal supports client and team schedule sharing.
- +Workflows cover booking, rescheduling, and service edits in one place.
- +REST API supports scheduling integrations with external systems.
- –Advanced workforce scheduling scenarios need careful rule setup.
- –Conflict detection is strongest for booking conflicts, weaker for planning constraints.
- –Granular governance and audit log detail can require admin workflow discipline.
- –High-volume schedule throughput may need performance testing at scale.
Best for: Fits when service businesses need staff assignment plus customer booking with reliable calendar updates and API access.
ACTIVE Network
enterpriseActivity and participant management software for organizations and camps.
Event operations manage updates across registration and attendee states, so reschedules and cancellations stay consistent.
ACTIVE Network schedules and manages activities using event, registration, and attendee workflows. It is distinct for combining scheduling with participant management, so changes to an event flow through the registration lifecycle.
Core capabilities include recurring session patterns, capacity limits, availability and conflict checks for bookings, and calendar-facing outputs for attendees and staff. Administrative governance centers on user roles, workflow settings, and operational controls for event updates and cancellations.
- +Strong coupling between scheduling changes and participant registration records
- +Recurring activity templates reduce manual setup for repeating programs
- +Availability and capacity constraints help prevent overbooking
- +Operational controls support cancellations, rescheduling, and bulk event updates
- –Complex admin workflows can require training for role-based approvals
- –Workflow automation depends on how events and registrations are configured
- –Granular scheduling logic can be limited for highly custom constraint engines
- –Integrations for event data often require careful mapping of fields
Best for: Fits when organizations need activity scheduling tied to registrations, with recurring sessions and controlled capacity.
Calendly
SMBAutomated scheduling platform for meetings and appointments.
Webhook-driven notifications plus an API allow scheduling workflows to trigger downstream systems in real time.
Calendly is an appointment scheduling product built around configurable availability rules and easy calendar booking experiences for external invitees. It supports scheduling workflows like one-off events and recurring appointments with routing that can assign meetings to specific calendars or members based on availability.
It also covers calendar sync through iCal and provides an API surface for automation via webhooks and integrations. Admin controls focus on managing connected calendars, event types, and team usage rather than offering deep workforce optimization features.
- +Event types and availability rules reduce back-and-forth for scheduling
- +REST API and webhooks support automation around booked and canceled events
- +Calendar sync via iCal keeps invitee and organizer calendars aligned
- +Routing across team calendars supports assignment based on availability
- –Constraint-based scheduling and capacity planning remain limited
- –Governance controls like RBAC and audit logging are not as granular as enterprise tools
- –Advanced workflow approvals require third-party automation patterns
- –High-throughput scheduling needs careful integration design to avoid duplicate triggers
Best for: Fits when teams need appointment scheduling workflows with strong API automation and calendar sync.
Amilia
vertical specialistActivity registration and management platform for community organizations.
Enrollment-driven scheduling with capacity and waitlisting controls tied to recurring session occurrences.
Amilia differentiates itself with appointment and activity scheduling built for real-world venues that run programs, classes, and recurring sessions. It supports schedule configuration around enrollment, capacity, and waitlisting so calendar booking reflects operational constraints.
Availability rules handle repeated offerings and exceptions, then propagate changes to the related occurrences. Calendar sync via iCal and event updates help keep participant views aligned with staff schedules.
- +Capacity and waitlist behavior matches enrollment workflows
- +Recurrence setup supports program schedules without manual rework
- +iCal calendar sync keeps participant calendars up to date
- +Admin scheduling screens reduce time spent reconciling bookings
- –Advanced constraint tuning can require more operational discipline
- –API coverage for complex booking changes is limited in depth
- –Bulk edits across many occurrences need careful change review
- –Role separation for approvals and scheduling tasks is not granular
Best for: Fits when community and venue teams need capacity-aware session booking without custom development.
Setmore
SMBFree online appointment scheduling with calendar integration.
iCal calendar sync connects scheduled events to external calendars for bidirectional visibility during appointment booking.
Setmore is an appointment and visit scheduling tool aimed at recurring calendar booking and operational follow-ups. Its core workflow covers service types, staff assignment, availability rules, and automated reminders tied to scheduled events.
Setmore also supports staff-facing booking pages, recurring appointment patterns, and calendar sync via iCal for view and conflict checking. Admin controls focus on managing locations, teams, and booking settings, while the integration layer relies on common calendar and event ingestion patterns rather than deep workforce optimization.
- +Availability rules support staff and service constraints without building custom logic
- +Calendar sync via iCal keeps external calendars aligned for scheduled visits
- +Recurring appointment patterns reduce repetitive booking effort
- +Admin settings centralize booking rules across services and teams
- –Constraint-based scheduling and optimization workflows are not designed for complex routing
- –Capacity planning and skill matching remain limited for workforce scheduling depth
- –Workflow automation coverage is narrower than tools with broader approval paths
- –API and automation surface area is more basic than scheduling systems built for extensibility
Best for: Fits when teams need reliable appointment booking with staff calendars and reminders, not optimization-heavy workforce planning.
Teamup
SMBShared online calendar for group scheduling and coordination.
Event booking with capacity limits and availability-driven scheduling in one workflow.
Teamup handles activity scheduling by letting organizers create event types, collect participant availability, and manage bookings through a shared calendar view. It provides recurring scheduling patterns, booking capacity limits, and conflict detection so double-booking can be prevented during assignment.
Calendar sync supports iCal feed integration for two-way visibility with external calendars, and REST-style integrations extend the scheduling surface for other systems. Admin configuration focuses on recurring templates and meeting rules rather than deep workforce optimization.
- +Quick setup for event types with booking rules and recurrence
- +Capacity limits reduce accidental double-booking across bookings
- +Calendar sync via iCal keeps external calendars in step
- +Clear participant workflow with availability submission and confirmation
- –Limited constraint-based scheduling compared with optimization schedulers
- –Advanced governance controls like granular RBAC are not its focus
- –API surface for deep automation can feel narrower than enterprise tooling
- –Exceptions and rescheduling workflows require manual operations more often
Best for: Fits when teams need rule-based booking and external calendar sync without optimization-level workforce planning.
Picktime
SMBFree appointment scheduling and booking management software.
Scheduling templates that replicate session structure while preserving participant and availability rules for recurring activity series.
Picktime is an activity scheduling system aimed at appointment-like bookings, visit scheduling, and recurring sessions with participant management. Availability rules support time blocks, capacity checks, and conflict detection across shared resources like instructors or equipment.
Admin workflows handle changes, cancellations, and scheduling templates so teams can publish the same structure repeatedly. Calendar sync and integrations focus on getting bookings into staff and customer calendars with minimal manual re-entry.
- +Clear instructor and capacity controls for multi-person bookings
- +Scheduling templates reduce repeated setup for recurring activities
- +Calendar sync keeps staff and participant calendars aligned
- +Admin workflows support change handling across existing bookings
- –REST API coverage appears narrower than full scheduling control needs
- –Advanced constraint logic and optimization scheduling are limited
- –Role-based access control options are not granular for all admin tasks
- –Bulk updates for large schedule rewrites require more manual steps
Best for: Fits when teams need repeatable activity sessions with capacity limits and reliable calendar syncing.
Conclusion
After evaluating 10 business finance, Doodle stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right activity scheduling software
This buyer's guide covers activity scheduling tools including Doodle, Bookeo, SuperSaaS, Vagaro, ACTIVE Network, Calendly, Amilia, Setmore, Teamup, and Picktime. It focuses on concrete selection factors that show up in appointment polling, staff-based booking, capacity rules, recurring templates, and integration surfaces.
The guide also connects tool behavior to real operational workflows such as rescheduling, cancellations, waitlisting, and downstream event processing. It highlights where each tool is strong and where teams hit limits, using examples across the ten named products.
Activity scheduling software for booking, capacity rules, and event-driven schedule updates
Activity scheduling software plans and books time slots for activities, services, visits, or sessions while enforcing availability rules and capacity constraints. It also keeps calendars in sync and can trigger downstream actions when bookings or schedule changes occur.
Teams use these tools to reduce back-and-forth coordination, prevent double-booking, and propagate changes to attendees and internal calendars. Doodle shows the lightest version with ranked availability polling, while SuperSaaS represents rule-driven booking with capacity limits and recurring availability templates.
Evaluation criteria for rule-based booking, integrations, and schedule governance
Activity scheduling succeeds when the scheduling rules match the real workflow and when schedule changes stay consistent across calendars and registrations. Doodle, SuperSaaS, and Teamup illustrate how availability rules and conflict prevention shape booking outcomes.
Integration and automation matter because schedule updates often need to trigger other systems. Bookeo, Calendly, and SuperSaaS stand out for event delivery via webhooks and programmatic booking via an API.
Ranked availability polling for fast decision making
Doodle collects ranked or time-window availability and returns a best-fit slot, which reduces scheduling loops when groups are small and decisions must happen quickly. This approach fits coordinators who need to resolve meeting time selection without building a full constraint-based workforce model.
Capacity-aware conflict prevention per timeslot
SuperSaaS and Teamup prevent double-booking by enforcing capacity and availability rules per timeslot during assignment. Vagaro also reduces double-booking risk by combining service and staff assignment controls with recurring rules.
Recurring schedule templates with availability windows
SuperSaaS supports recurring availability templates so teams can reuse booking structures across repeated offerings. Picktime and ACTIVE Network also emphasize recurring session setup, with Picktime using scheduling templates for repeatable activity series and ACTIVE Network using recurring activity templates for programs.
Event notifications and webhook delivery for downstream automation
Bookeo emits webhooks for booking and change events so other systems can process near-real-time updates. Calendly also uses webhook-driven notifications plus an API to trigger downstream scheduling workflows around booked and canceled events.
Enrollment or registration coupled scheduling change propagation
ACTIVE Network manages operations so reschedules and cancellations stay consistent across registration and attendee records. Amilia connects capacity, waitlisting behavior, and enrollment-driven scheduling so calendar bookings reflect operational constraints for recurring sessions.
API and REST surfaces for scheduling integrations
SuperSaaS provides an API for programmatic booking and updates, which supports automation beyond calendar sync. Vagaro and Calendly provide REST API or API-backed automation that teams can use to trigger scheduling actions and downstream systems based on scheduling events.
Pick the scheduling philosophy that matches the constraints and the integration workflow
A practical selection starts with the scheduling pattern and the constraint complexity. Doodle and Teamup cover availability-driven group coordination, while SuperSaaS, Vagaro, and Bookeo target staff or resource constrained booking.
The next step is to map the change propagation needs to the integration surface. Calendly and Bookeo fit teams that need webhook or API automation, while ACTIVE Network and Amilia fit teams that must keep registration or enrollment records aligned with schedule changes.
Choose between polling-based coordination and rule-based booking
Use Doodle when the process starts with participants submitting time choices and the tool needs to return a best-fit meeting slot without a deep staff model. Use SuperSaaS or Bookeo when the process starts with staff or resource availability rules that drive reservation outcomes and booking pages.
Validate capacity and conflict prevention against the real scheduling unit
If the scheduling unit is per staff member, per room, or per instructor, tools like SuperSaaS and Teamup that enforce capacity limits per timeslot reduce accidental double-bookings. If the scheduling unit is tied to service menus and staff assignment, Vagaro’s service and staff assignment controls better match the booking workflow.
Model recurring offerings and exception handling before committing
For programs with repeatable sessions, confirm that recurring availability templates work for the full series and not only one-off bookings, as shown by SuperSaaS and ACTIVE Network recurring session patterns. For community venues with enrollment and waitlisting, verify that Amilia can propagate changes across recurring occurrences tied to enrollment outcomes.
Design the automation path for schedule changes
If other systems must react to bookings and cancellations quickly, prioritize Bookeo webhooks and Calendly webhook-driven notifications plus API access. If automation needs to create or update bookings programmatically, SuperSaaS API-driven booking and updates provide a more direct integration path.
Match governance and change consistency to the operational team
If schedule changes must stay consistent with registration or attendee lifecycle records, ACTIVE Network manages event operations across registration and attendee states. For lighter coordination where attendees only need calendar sync, Setmore and Teamup emphasize iCal calendar sync and appointment reminders rather than advanced approval governance.
Activity scheduling tools by team workflow and operational constraint level
Different scheduling workflows need different tool behavior. The list below maps tool strengths to the most common reasons teams adopt a specific product.
Each segment reflects the tool’s best-fit scenario and what teams typically do day to day.
Small-group coordinators who need quick meeting-time selection
Doodle fits because ranked availability polling returns a best-fit meeting slot and scheduling links reduce coordination messages for external attendees. Teamup also fits when participants provide availability and the organizer manages a shared calendar with capacity limits.
Service businesses that need staff-based booking pages and calendar sync
Bookeo supports staff-based booking pages with automated email notifications and iCal sync for booking accuracy. Vagaro adds service menus plus staff assignment so rescheduling and service edits stay connected through the scheduling actions triggered by REST API.
Teams running recurring capacity-controlled offerings with programmatic integration
SuperSaaS supports public and private booking pages tied to capacity rules with automated conflict prevention plus an API for programmatic booking creation and updates. ACTIVE Network fits organizations that must manage recurring sessions with controlled capacity while keeping participant records aligned through event operations.
Community and venue organizations with enrollment, capacity, and waitlisting rules
Amilia fits because enrollment-driven scheduling includes capacity and waitlisting controls tied to recurring session occurrences. ACTIVE Network also fits if the organization needs cancellations, rescheduling, and bulk event updates that flow through registration and attendee states.
Organizations that need recurring appointment booking with reliable calendar visibility
Setmore and Picktime fit teams that need recurring appointment patterns and calendar sync via iCal while keeping staff and participant calendars aligned. Picktime emphasizes scheduling templates that replicate session structure for recurring activity series with capacity limits and conflict detection.
Where teams commonly break scheduling projects with these tools
Scheduling mistakes usually come from mismatched workflow design or from underestimating integration and governance needs. Several limits recur across the tools, especially when teams try to force optimization or deep constraint tuning into products designed for booking coordination.
The fixes below name the tools that avoid each failure mode.
Expecting optimization-grade constraint scheduling and multi-skill assignment
If capacity planning across many resources, skill profiles, and constraint-based optimization must happen automatically, Doodle and Setmore are not built for advanced workforce optimization workflows. For more structured booking with capacity and recurring templates, SuperSaaS covers conflict prevention per timeslot but still needs extra configuration for multi-skill assignment.
Using a booking tool without planning for event-change automation
If schedule changes must trigger near-real-time downstream processing, relying only on iCal sync can leave other systems stale. Bookeo and Calendly provide webhook-driven change delivery so booked and canceled events can feed other workflows immediately.
Running complex recurring series without a change propagation plan
When recurring occurrences require consistent updates across participants, systems, and registration states, tools like Picktime and Amilia still need careful review for bulk edits across many occurrences. ACTIVE Network is built to manage updates across registration and attendee states so reschedules and cancellations stay consistent.
Assuming governance controls and audit depth match enterprise workforce management
Calendly, Setmore, and Bookeo focus admin controls on connected calendars and event types rather than deep enterprise governance, so granular RBAC and audit log detail can be thinner. SuperSaaS and ACTIVE Network offer more operational control surfaces, but complex admin workflows may still require training.
Overbuilding constraint logic in a tool that is mainly appointment booking
Setmore supports availability rules and staff constraints, but constraint-based routing and optimization workflows are not designed for complex routing. SuperSaaS also limits advanced workforce planning logic and relies on configuration and templates, so highly custom constraint engines may require careful setup.
How We Selected and Ranked These Tools
We evaluated Doodle, Bookeo, SuperSaaS, Vagaro, ACTIVE Network, Calendly, Amilia, Setmore, Teamup, and Picktime using a criteria-based scoring model grounded in the listed feature sets and workflow descriptions. Features carried the most weight at forty percent, while ease of use and value each accounted for thirty percent of the overall rating. The method focused on scheduling behavior that affects outcomes such as conflict detection, recurring templates, capacity handling, and event-change automation via API or webhooks.
Doodle separated from lower-ranked tools because its ranked availability polling directly produces a best-fit time slot from participant time-window choices, which supports fast appointment decisions and lifted its features and ease-of-use scores.
Frequently Asked Questions About activity scheduling software
How do ranked availability polls differ from time-window selection in appointment scheduling workflows?
When should calendar booking via iCal be treated as one-way sync versus bidirectional visibility?
Which tools support sending scheduling changes to external systems using webhooks?
How do activity scheduling systems propagate changes across recurring sessions?
What breaks if an organization relies only on calendar sync for conflict detection instead of built-in capacity rules?
How do admin controls differ between event registration governance and appointment-type scheduling governance?
Which platforms provide REST API access for scheduling actions and schedule updates?
How does availability modeling differ between staff or resource constraints and capacity-aware enrollment?
When do setup and configuration overhead become a blocker for rule-based scheduling workflows?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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