Top Calendar and Task Apps to Use in 2025

“The key is not to prioritize what’s on your schedule, but to schedule your priorities.” – Stephen R. Covey

Calendars have come a long way from just being digital datebooks. Today, they’re central to how we plan, prioritize, and actually get work done. Whether you’re managing a remote team, freelancing across time zones, or trying to stop double-booking your gym slot and client call—your calendar app matters.

But with dozens of options and every tool claiming to “boost productivity,” which ones are actually worth using in 2025?

We’ve reviewed the top contenders that help you do more than just look busy—these apps help you stay on schedule, align with your task managers, and actually finish what you start.

Let’s break them down.

Why You Need a Calendar or Task App in 2025

Managing your workday has become more complex than ever—between meetings, deadlines, emails, and personal priorities, trying to keep everything in your head (or scattered sticky notes) just doesn’t cut it anymore.

That’s where calendar and task apps step in—not just as digital replacements for paper planners, but as dynamic systems that help you organize, prioritize, and actually execute your plans.

With hybrid work, digital collaboration, and multi-project juggling becoming the norm, the right app helps you:

• Visualize your day or week at a glance
• Break down large goals into manageable actions
• Stay focused with reminders and time blocks
• Prevent double-booking, missed deadlines, and task overload
• Free up mental space so you can think and work more clearly

In short: a good planner or calendar app isn’t just about being organized—it’s about taking back control of your time.

But, before we get into the apps, here’s what separates a great calendar app from a glorified sticky note.

Criteria for Choosing the Best Calendar and Task Apps

All tools are different. Here’s what to consider when choosing a calendar or task app that truly fits your workflow:

• Ease of Use

The interface should be intuitive and fast—if it takes more time to plan your day than to do your work, it’s not the right fit.

• Integration Capabilities

Look for tools that sync with your calendar (Google, Outlook, iCal), email, and task platforms like Notion, Trello, Slack, or your CRM—so all your work is in one place.

• Smart Time Management

Whether it’s AI-assisted scheduling or manual time blocking, the app should help you structure your day—not just track what’s overdue.

• Task + Calendar in One

Switching between task lists and calendars is a productivity killer. Tools that unify both help you turn plans into action with fewer distractions.

• Customization & Flexibility

Your tool should adapt to your working style. Whether you’re a time-blocker, list-maker, or visual planner, you should be able to structure your workflow your way.

• Collaboration Support

If you work with a team, the tool should support shared calendars, task assignments, and visibility without cluttering your view.

Now that you know what to look for in a calendar app, let’s explore some of the top-performing options available in 2025 that meet these criteria.

Top Calendar Apps of 2025

We’ve handpicked a list of calendar apps that stand out for their features, ease of use, and cross-platform flexibility. Whether you’re a solo user trying to structure your day better, or a team needing collaborative scheduling tools, there’s something here for everyone. 

1. Akiflow

Akiflow combines task management and calendar scheduling in one powerful interface. It’s built for people who want to plan their day with precision and avoid app-switching.

Top Features:

• Pulls tasks from 50+ tools (Slack, Gmail, Notion, Trello, etc.)
• Time-blocking with drag-and-drop
• Command Bar for fast task creation and navigation
• Focus Mode to avoid interruptions
• Keyboard shortcuts for speed
• Task snoozing, recurring tasks, and meeting conflict detection

Platforms: macOS, Windows, Web
Pricing: $34 per month, billed monthly.​
Free Trial: Yes

2. Google Calendar

Google Calendar is simple, reliable, and works across all your devices. It syncs with Gmail, Google Meet, and other tools automatically.

Top Features:

• Multiple calendar views (day, week, month)
• Color-coded calendars for easy tracking
• Event reminders and recurring events
• Integration with Gmail, Meet, and Tasks
• Shareable calendars for team scheduling
• Add Google Meet links directly to events

Platforms: Web, Android, iOS
Pricing: Free with a Google account

3. Microsoft Outlook Calendar

Outlook’s calendar is built into your email and Microsoft apps, making it perfect for work environments already using Microsoft 365.

Top Features:

• Meeting scheduler and availability checker
• Integration with Teams, OneNote, and Excel
• Built-in reminders and RSVP tracking
• Calendar sharing and delegation
• Add events directly from emails
• Multiple calendar views (work week, day, month)

Platforms: Windows, macOS, iOS, Android, Web
Pricing: Free | Microsoft 365 starts at $9.53/user/month

4. Fantastical

Fantastical is known for its smooth design and smart event creation using natural language. Great for users deep in the Apple ecosystem.

Top Features:

• Type events in plain language (“Lunch at 1 PM with Sarah”)
• Syncs with iCloud, Google, Exchange, and more
• Beautiful interface with day, week, and month views
• Weather integration
• Sidebar shows reminders, tasks, and calendars
• Join video calls directly from events

Platforms: macOS, iOS, Windows
Pricing: Free basic version | Premium from $4.75/month (billed annually)

5. Calendar.com

Calendar.com combines your personal calendar with scheduling tools, so you can book meetings without long email threads.

Top Features:

• Personalized scheduling link
• Set custom availability and meeting types
• Sync with Google, Outlook, and Apple calendars
• Analytics dashboard to track time spent in meetings
• Stripe integration for paid bookings
• Automated follow-ups and reminders

Platforms: Web, Android, iOS
Pricing: Free | Pro plan starts at $12/month

6. Calendly

Calendly makes it easy to schedule meetings without emails going back and forth. Just send a link and let others book your time.

Top Features:

• Syncs with Google, Outlook, and iCloud calendars
• Custom meeting types (15, 30, 60 mins, etc.)
• Add buffers between meetings
• Set availability by day, time, or rule
• Integrates with Zoom, Teams, and Slack
• Sends automatic email and SMS reminders

Platforms: Web, Android, iOS
Pricing: Free | Paid plans from $10/month

Explore top calendar apps for easy scheduling and teamwork at a glance. Great for individuals and teams alike.

App	Standout Features	Suitable For
Akiflow	– Time blocking- 50+ tool integrations- Focus Mode	Individuals & remote teams
Google Calendar	– Google Meet & Gmail integration- Shared calendars	Teams & everyday users
Microsoft Outlook	– Built into Outlook- Shared team calendars- Scheduling assistant	Corporates & Enterprises
Fantastical	– Natural language input- Weather integration- Task support	Apple users & freelancers
Calendar.com	– Public booking links- Sync with calendars- Payment support	Consultants & Coaches
Calendly	– Automated scheduling- Custom availability- Integrates with major tools	Solo users & small teams

With so many strong options on the table, it helps to step back and assess what you actually need. Here’s a practical way to choose the right calendar app based on your workflow.

Steps to Choose the Right Calendar App for Your Workflow

Picking a calendar app isn’t just about looks or features—it’s about how well it fits into your day. Here’s a step-by-step way to figure out what’s right for you:

1. Outline What You Need

Start by defining your use case.

• Do you only need event scheduling, or task management too?
• Is it for personal planning, team collaboration, or client meetings?
• Do you prefer manual control or automated scheduling?

Knowing your use case will help filter out tools that don’t fit.

2. Consider Tool Ecosystem Compatibility

Check which calendar apps work well with the tools you already use.

• Do you rely on Google Workspace, Microsoft 365, or Apple services?
• Do you use apps like Slack, Trello, Notion, or Zoom that need to connect with your calendar?

Integration support can reduce manual work and improve efficiency.

3. Review Core Features

Explore what each app offers. Key features to consider:

• Calendar views (daily, weekly, monthly, timeline)
• Event creation and reminders
• Time-blocking and task-tracking
• Sharing and collaboration capabilities
• Mobile and desktop accessibility
• Sync speed and reliability

4. Try Before You Commit

Use the free version or trial of the app and test it in real-life scenarios.
Track things like:

• Ease of scheduling and editing events
• How intuitive the interface feels
• How it handles multiple calendars or projects
• Notification and sync behavior across devices

5. Compare Cost vs. Features

Pricing varies, especially between personal and team plans.

• Some apps offer unlimited features in free plans
• Others require a paid plan for advanced scheduling, integrations, or team use
• Check if what you need is covered in the free version—or if upgrading adds meaningful value.

As AI and automation become more embedded in our daily tools, calendar apps are evolving from simple scheduling platforms to intelligent time management systems. Let’s take a look at how modern calendar tools are using automation and AI to help users save time, reduce errors, and stay focused.

Future-Forward Tools: AI & Automation in Calendar Apps

According to McKinsey, up to 60% of employees can save 30% of their time using automation. SMBs using workflow automation reported a 34% reduction in errors and significant time savings. Here’s how AI and automation are being integrated into calendar apps in 2025:

1. AI-Powered Scheduling

Modern calendars use artificial intelligence to automatically assign time slots for tasks based on urgency, deadlines, and availability. Some systems even learn your behavior patterns and optimize your schedule around when you’re most productive—no more overbooked mornings or wasted afternoons.

2. Task Prioritization Based on Urgency

AI-enhanced calendars can automatically rank your tasks and fit them into your day accordingly. This helps reduce mental load, avoid decision fatigue, and ensure that high-impact work happens during your peak focus hours.

3. Smart Meeting Suggestions

Forget endless email chains to book a meeting. Automated calendar systems can scan your availability, compare schedules with others, and recommend optimal time slots—making coordination quick and friction-free.

4. Workflow Automation with Tools like Zapier

Automation platforms can now sync your calendar with other productivity tools, so you can:

• Instantly create events based on CRM activity or task completions
• Trigger follow-up reminders after meetings
• Move tasks from email, chat, or project boards into your calendar automatically

Before you settle on the perfect calendar app, here are some quick answers to the most common queries users have about organizing their schedules and getting more done with calendar tools.

Frequently Asked Questions

Choosing a calendar app isn’t always straightforward—especially when your needs span across work, personal life, and multiple devices. This section addresses common questions to make the most of your scheduling tools.

Q: Can I use one calendar app for both personal and work schedules?
Yes, most calendar apps allow you to create multiple calendars or tag events by type. Some tools, like Akiflow, also let you bring in tasks from different platforms so you can manage work and personal life in one interface—without overlap or confusion.

Q: How can I organize my day better with a calendar app?

Use time blocking to assign specific slots to tasks. Add buffer time between meetings and break large tasks into smaller ones. Color-coding different types of events (e.g., work, personal, calls) also helps in visual planning.

Q: Do I need to be a ‘productivity nerd’ to use advanced calendar apps?

Not at all. While apps like Akiflow have power features for advanced users, they’re also designed to be intuitive. Most apps offer onboarding guides, templates, and keyboard shortcuts to get started quickly, regardless of your experience level.

Q: What if I frequently reschedule tasks?

Some tools make it easier to move things around. With Akiflow, you can simply drag tasks to a new time slot or let it auto-carry unfinished ones forward. This reduces the friction of constantly re-planning.

Q: Are there calendar apps that also manage tasks?

Yes, hybrid tools are growing. Akiflow, for instance, combines calendar and task views so you can drag tasks into time slots and turn your to-do list into a working schedule. That means fewer tools—and fewer things slipping through the cracks.

Q: How do I keep my calendar synced across devices?
Most apps sync through cloud accounts like Google, Apple ID, or Microsoft. As long as you’re logged in, updates will reflect across your phone, tablet, and computer automatically.

Now that you’ve got answers to the most common calendar app questions, let’s wrap things up.

Conclusion

There’s no one-size-fits-all calendar app—your ideal pick depends on how you work, what tools you already use, and whether you’re scheduling solo tasks or team-wide projects. 

Whether you prefer something minimal like Google Calendar or need advanced control like Akiflow, the right tool can simplify your day and reduce context switching.

The tools listed above offer different strengths—from automation and integrations to clean interfaces and team-focused features. The best way to decide is to try a few of them in your day-to-day setup. 

Most offer free plans or trials, so you can see how well they align with your routine before committing. Explore, test, and see which one actually helps you stay organized and manage time better.

Ready to streamline your schedule? Try Akiflow today and take back control of your time.