The way people work has changed. Remote work, flexible hours, and global teams mean that time management is more complex than ever.
In fact, a Gartner study found that companies offering “radical flexibility” in work hours saw a 40% increase in high-performing employees.
But flexibility comes with a challenge—staying organized.
Managing time effectively is becoming more challenging as daily schedules become increasingly packed with meetings, deadlines, and personal commitments. A well-structured calendar can help:
- Avoid double-booking and schedule conflicts
- Plan tasks efficiently and allocate time for deep work
- Improve coordination across teams
- Reduce the mental load of remembering appointments
Yet, not all calendar apps are built the same. Some focus on team collaboration, while others prioritize automation and AI-powered scheduling. The key is finding the right one that aligns with your workflow. With so many calendar apps available, the key is finding the right one that fits your workflow. Some focus on team collaboration, others on AI-powered automation.
Here’s a breakdown of the best calendar management tools for 2025.
What Makes a Great App for a Calendar?
A good app for a calendar does more than schedule meetings. They integrate naturally with your workflow, automate scheduling, and help you make better use of your time. Look for:
- Task & Project Integration – Syncs with to-do lists, task managers, and workspaces.
- Smart Scheduling – AI-powered suggestions, auto-rescheduling, and meeting prioritization.
- Collaboration Tools – Shared team calendars, event invites, and availability tracking.
- Cross-Platform Access – Works across mobile, desktop, and web.
- Customizable Views – Daily, weekly, and monthly layouts tailored to your workflow.
- Time-Blocking & Focus Modes – Helps structure deep work time.
- Automations & Integrations – Connects with Slack, Notion, Google, Outlook, and more.
Some tools focus on AI automation, while others stick to traditional scheduling. The next section categorizes the most popular calendar management tools based on their primary strengths.
Different Types of Calendar Apps
Understanding the different categories of calendar apps can help you select one that best fits your workflow. Here’s an overview of the main types:
1. AI-Powered Scheduling Tools
- Functionality: Utilize artificial intelligence to automate meeting scheduling, optimize time blocks, and adjust dynamically to new tasks.
- Adoption: The integration of AI in scheduling has been shown to enhance productivity, with some users completing up to 25% more tasks.
2. General-Purpose Calendar Apps
- Functionality: Provide basic scheduling and event tracking suitable for both personal and professional use.
- Adoption: These apps have a broad user base due to their simplicity and accessibility.
3. Calendars for Team Collaboration
- Functionality: Offer shared calendars, meeting scheduling tools, and integration with communication platforms to facilitate team coordination.
- Adoption: With the rise of remote work, the demand for collaborative calendar solutions has increased, contributing to the projected growth of the calendar app market to $16.37 billion by 2030.
4. Productivity-Focused Calendars
- Functionality: Combine task management with scheduling features like time blocking and reminders to enhance individual productivity.
- Adoption: Users seeking to streamline tasks and schedules often prefer these integrated solutions.
Now that we’ve broken down the different types of calendar apps, the next step is choosing the right one. With that in mind, here are 13 of the best calendar management tools for 2025, each offering unique features tailored to different needs.
The 13 Best Calendar Management Tools for 2025
Selecting the right calendar management tool depends on your specific needs, team size, and integration requirements. Consider trying out a few options to see which aligns best with your workflow and organizational goals.
1. Akiflow (Best for task-calendar integration)
Akiflow is an app for a calendar that combines task management with calendar scheduling, allowing you to drag and drop tasks directly into your calendar. It’s ideal for professionals seeking a structured daily workflow without switching between multiple tools.
Features:
- Unified task and calendar system.
- Keyboard shortcuts for quick scheduling.
- Smart time-blocking to avoid overloading your day.
- Integrates with Slack, Notion, Google Calendar, and Todoist.
Pricing:
- Offers a 7-day free trial
- Pro Monthly: $34/month
- Pro Yearly: $9.5/month
2. Google Calendar (Best for simple, free scheduling)
Google Calendar is a widely used, user-friendly tool that integrates seamlessly with other Google services.
Features:
- Smart scheduling with suggested meeting times.
- Integration with third-party apps like Zoom, Trello, and Slack.
- Color-coded calendars for personal and work life.
- AI-powered event detection from emails.
Pricing:
- Free for individual users.
- Google Workspace plans to start at $6/user/month.
3. Microsoft Outlook Calendar (Best for enterprise users)
Outlook’s calendar is integrated within the Microsoft 365 suite, making it suitable for enterprise environments.
Features:
- AI-powered scheduling assistant to find optimal meeting times.
- Deep integration with Microsoft Teams and OneDrive.
- Time zone adjustments for global teams.
- Enterprise-grade security and compliance.
Pricing:
- Included with Microsoft 365 subscriptions.
- Business plans start at $6.99/user/month.
4. Fantastical (Best for Apple users and natural language scheduling)
Fantastical is designed for Apple users who prefer a visually appealing and intuitive calendar experience.
Features:
- Natural language input (e.g., “Lunch with Sarah tomorrow at noon”).
- Custom calendar sets for work and personal life.
- Built-in weather forecast integration.
- Syncs with iCloud, Google, and Outlook.
Pricing:
- Free version available.
- Premium subscription at $4.75/month.
5. Reclaim.ai (Best for AI-powered scheduling & time blocking)
Reclaim uses AI to automatically schedule and optimize your calendar based on priorities.
Features:
- Smart rescheduling to protect focus time.
- Auto-scheduling for tasks, habits, meetings, and breaks.
- Work-life balance settings to prevent burnout.
- Integrates with Google Calendar, Slack, Asana, ClickUp, Jira, Todoist, Linear, Zoom, and Raycast.
Pricing:
- Free plan available.
- Paid plans start at $8/month.
6. ClickUp Calendar (Best for project and task management)
ClickUp’s calendar integrates directly with its task management system, making it a great choice for teams.
Features:
- Drag-and-drop task scheduling on the calendar.
- Task dependencies auto-adjust when deadlines shift.
- Multiple calendar views (Timeline, Gantt, Monthly).
- Google Calendar & Outlook sync.
Pricing:
- Free plan available.
- Unlimited: $7/month per user.
- Business: $12/month per user.
- Enterprise: Custom pricing.
7. Wrike (Best for resource allocation and workload balancing)
Wrike is designed for teams managing complex projects and offers advanced scheduling tools.
Features:
- Workload calendars to prevent overbooking.
- Dynamic scheduling for shifting priorities.
- Project timeline view with milestone tracking.
- Syncs with Slack, Google Drive, and MS Teams.
Pricing:
- Free plan available.
- Professional: $10/month per user.
- Business: $25/month per user.
- Enterprise: Custom pricing.
8. Doodle (Best for simplifying group scheduling)
Doodle streamlines the process of finding suitable meeting times by allowing participants to vote on their availability, making it ideal for coordinating group events and meetings.
Features:
- Group polls to determine the best meeting times.
- Booking pages for clients to schedule appointments based on your availability.
- Integration with calendars like Google Calendar and Outlook.
- Custom branding and ad-free experience with paid plans.
Pricing:
- Free: Basic features with ads.
- Pro: $6.95/user/month.
- Team: $8.95/user/month (minimum of 2 users).
- Enterprise: Custom pricing for larger organizations.
Note: Prices may vary based on region and subscription duration.
9. Calendly (Best for automatic appointment scheduling)
Calendly is one of the most popular scheduling tools, allowing professionals to send booking links and let others schedule meetings.
Features:
- Round-robin scheduling for team meetings.
- Automated follow-ups and reminders.
- Custom time slots for availability control.
- Stripe & PayPal integration for paid appointments.
Pricing:
- Free, paid plans from $10/month.
10. Notion (Best for customizable workflows and integrated calendars)
Notion is an all-in-one workspace that combines notes, tasks, and calendars, offering a highly customizable environment for personal and team productivity.
Features:
- Customizable calendar views within pages.
- Integration with databases, notes, and tasks.
- Collaboration tools with real-time editing.
- Templates for various planning needs.
Pricing:
- Free: Personal use with basic features.
- Personal Pro: $10/month per user.
- Team: $15/month per user.
- Enterprise: Custom pricing.
11. Any.do (Best for combining tasks, calendars, and reminders)
Any.do integrates task management with calendar scheduling, providing a unified platform to manage your daily activities efficiently.
Features:
- Unified to-do lists, calendars, and reminders.
- Daily planner to organize tasks and events.
- Location-based reminders.
- Integration with Google Calendar, Outlook, and more.
Pricing:
- Free: Basic features.
- Premium: $4.99/month per user.
- Teams: $4.99/month per user (billed annually).
12. BusyCal (Best for customizable calendar views on macOS and iOS)
BusyCal offers a flexible and feature-rich calendar experience for Apple users, allowing extensive customization to suit individual preferences.
Features:
- Customizable calendar views (day, week, month, year).
- Integrated to-dos that appear in the calendar.
- Weather forecasts and moon phases.
- Syncs with iCloud, Google Calendar, and other CalDAV servers.
Pricing:
- $49.99 one-time purchase.
13. Asana (Best for project management with integrated calendar)
Asana is a robust project management tool that includes calendar features, making it suitable for teams looking to manage projects and schedules in one place.
Features:
- Project and task management with deadlines.
- Calendar view to track tasks and milestones.
- Collaboration tools with file attachments and comments.
- Integration with Slack, Google Drive, and more.
Pricing:
- Basic: Free for up to 15 users.
- Premium: $10.99/month per user.
- Business: $24.99/month per user.
- Enterprise: Custom pricing.
The best calendar app depends on your workflow. A well-chosen calendar tool should minimize scheduling friction and fit naturally into your daily workflow.
Setting Up and Your Calendar for Maximum Productivity
Regardless of the tool you choose, setting up your calendar correctly can make a significant difference in how efficiently you manage your time. Here are some best practices:
- Sync with All Your Devices – Ensure your calendar updates in real-time across mobile, desktop, and web.
- Use Time Blocking – Set aside dedicated time for deep work, meetings, and personal activities.
- Use Integrations – Connect your calendar with task management apps, communication tools, and project software.
- Automate Recurring Tasks – Reduce manual entry by scheduling repeating meetings, reminders, and deadlines.
- Enable Smart Notifications – Set up reminders that keep you on track without overwhelming you with alerts.
- Regularly Review Your Schedule – Adjust priorities based on workload and avoid unnecessary meetings.
Applying these strategies ensures that your calendar remains a productivity tool rather than an administrative burden. The best approach? Choose a tool that integrates naturally with your workflow and automates routine scheduling tasks. From Google Calendar’s simplicity to Akiflow’s deep task integration, there’s a solution tailored to every need.
Take Control of Your Schedule with Akiflow
Akiflow makes task management and calendar scheduling effortless—so you can focus on what matters. Drag and drop tasks into your day, block time for deep work, and automate scheduling—all in one platform.
Try Akiflow today with a 7-day free trial and take charge of your time like never before.
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