I Examined the 9 Finest Calendar Apps: My Trustworthy Assessment

The fixed juggling of labor duties, private occasions, and last-minute adjustments usually left me feeling overwhelmed and disorganized. Between missed deadlines, overlapping conferences, and the sheer chaos of managing private {and professional} commitments, I knew I wanted an answer. 

After I lastly determined to take management, I noticed I wanted one of many finest calendar apps to streamline scheduling and produce order to the insanity.

For years, I relied on a mishmash of sticky notes, scattered cellphone reminders, and psychological math to maintain monitor of my schedule—and let’s simply say it wasn’t working. Vital occasions slipped by the cracks, conferences overlapped, and planning my day turned a supply of stress quite than readability. 

After numerous hours of analysis, I’ve examined 15+ of the most effective calendar apps. I’ve analyzed their options, usability, and what G2 reviewers needed to say to determine those that really stand out. On this article, I’m sharing my findings so you’ll be able to select the app that’s best for you.

Whether or not you are managing a packed work schedule, coordinating with a staff, or simply making an attempt to recollect your dentist appointment, there’s an app right here that may simplify your life and allow you to keep organized.

My prime 9 finest calendar app suggestions for 2025

A calendar app is a digital instrument designed that can assist you manage, schedule, and monitor your every day actions, appointments, and duties in a single handy place. These instruments helped me transcend conventional paper calendars and supplied options like reminders and occasion integrations, making them one among my favourite instruments to remain productive.

After I first began at G2, managing my time felt like a continuing problem—one that also makes me cringe. I as soon as scheduled a number of back-to-back conferences with out realizing they overlapped, leaving me scrambling between tabs, making an attempt to juggle calls. That chaos made me notice how essential it’s to have a dependable calendar app to streamline my schedule.

As soon as I started utilizing one, scheduling turned easy. I may shortly determine obtainable time slots with out limitless back-and-forth emails, combine video calls seamlessly, and guarantee no assembly or process slipped by the cracks. These apps remodeled my workflow, decreased stress, and allowed me to give attention to the work that really mattered.

What I search for in a calendar app

When deciding on a calendar app, I prioritize just a few key options that make managing my time extra environment friendly:

• Simple scheduling: Managing conferences throughout totally different time zones is usually a nightmare with out the suitable instruments. I would like an app that may detect time zones routinely, analyze mutual availability, and recommend optimum assembly slots with out fixed back-and-forth communication. That is particularly useful when coordinating with distant groups or purchasers in varied elements of the world. By automating these duties, the app saves me time, reduces scheduling conflicts, and ensures conferences are arrange effectively, even when working with advanced international schedules.
• Collaboration options: Seamless staff coordination is crucial for productiveness. I usually should share my calendar with colleagues for group scheduling, undertaking planning, or aligning deadlines. An app that enables me so as to add collaborators simply customise entry permissions (e.g., view-only or full-edit rights), and look at others’ availability simplifies this course of. This eliminates the necessity for lengthy electronic mail chains or handbook checks, making certain everybody stays on the identical web page. 
• Person-friendly interface: With a packed schedule, I don’t need to waste time navigating a cluttered or overly advanced app. A clear, intuitive interface lets me view my day, week, or month at a look, making certain I by no means miss an necessary process or assembly. Options like color-coded occasions, drag-and-drop scheduling, and customizable layouts make it simpler to prepare my time and adapt the calendar to my workflow. By minimizing the training curve and navigation time, I can give attention to my priorities as an alternative of fighting the instrument itself.
• Synthetic intelligence help: AI can take scheduling to the subsequent degree by providing options like battle detection, automated rescheduling, and assembly prioritization primarily based on urgency or significance. AI may study my habits, akin to most well-liked assembly instances or recurring duties, and proactively recommend schedules that align with my routines. This helps cut back resolution fatigue, ensures that my schedule is optimized, and even prevents overbooking by figuring out gaps or overlaps upfront.
• Cell entry: Since I’m usually away from my desk, having strong cell entry to my calendar ensures I can keep organized irrespective of the place I’m. A responsive app with a completely purposeful cell model permits me to schedule, reschedule, or cancel occasions on the go. Options like offline entry, cell notifications, and fast syncing with desktop variations make it simple to handle my day with out lacking a beat. That is notably helpful throughout journey or when surprising adjustments come up.
• Cost integration: For occasions or appointments that contain funds—akin to consultations, workshops, or freelance gigs—having built-in fee processing instruments is invaluable. It eliminates the effort of juggling third-party platforms and the calendar app, permitting me to deal with scheduling and transactions in a single place. This streamlines my workflow and enhances the expertise for purchasers or contributors by making the method seamless {and professional}.
• Customizable notifications and reminders: Efficient time administration depends on well timed reminders, however a one-size-fits-all strategy doesn’t work for everybody. The most effective calendar app ought to enable customizable notifications for various occasions and duties. For instance, I’d need a reminder an hour earlier than a gathering however a full day’s discover for an necessary deadline. Adjusting these reminders primarily based on precedence or occasion sort helps me keep organized and ready with out being overwhelmed by fixed pings. 

In the end, the suitable calendar app ought to save me time, cut back stress, and supply me with the instruments to handle my workday simply, permitting me to give attention to what issues most.

The listing under comprises real person critiques from our greatest calendar software program class web page. To be included on this class, software program should:

• Permit scheduling from particular person or collaborating customers
• Allow customers to share collaborative calendars
• Function customizable viewing choices (e.g., day, week, month, 12 months)
• Facilitate scheduling of duties, conferences, appointments, or occasions

This information has been pulled from G2 in 2025. Some critiques have been edited for readability.

I’ve used Google Calendar, a part of the Google Workspace suite, for over 5 years now, and it’s positively develop into a vital a part of my every day routine.

What I’ve at all times appreciated is how effortlessly every thing syncs throughout gadgets, making scheduling a lot simpler. The mixing with different Google providers, like Gmail and Google Meet, is tremendous handy. At any time when I get a gathering invite by way of electronic mail, it routinely provides all of the details to my calendar. If it’s a Google Meet session, the hyperlink is true there, making it easy to leap into the assembly.

When organising conferences, I can verify somebody’s availability in real-time. The “Discover a Time” function makes scheduling simpler by displaying obtainable slots, so I don’t must deal with the same old back-and-forth emails, particularly when coordinating conferences throughout totally different time zones. 

One other factor I actually recognize is the reminder notifications. Whether or not it is an electronic mail or pop-up alert, it ensures I don’t miss necessary conferences or deadlines. Plus, I can set particular instances for these reminders, permitting me to remain on prime of duties on the proper second.

Whereas the calendar’s default views are efficient, a extra detailed “Agenda View” that teams conferences by class or precedence (with collapsible sections) may assist higher plan for busy days. 

I believe it may nonetheless enhance by providing extra granular management over what visitors can do with the occasions they’re invited to. Giving hosts extra choices, like limiting whether or not visitors can invite others or edit occasion particulars, would enhance collaboration and cut back pointless adjustments.

What I dislike about Google Workspace:

• I skilled restricted management over visitor permissions. This made it difficult to limit enhancing or stop others from inviting contributors. 
• I discovered the dearth of an in depth “Agenda View” irritating.  This made it troublesome to shortly assess my schedule and prioritize duties successfully.

What G2 customers dislike about Google Workspace:

“When deleting a person and transferring calendar possession, the method is usually a bit buggy. As an admin, I can transfer most conferences, however the transferred ones stay locked, stopping me from managing them.”

– Google Workspace Assessment, Chays V.

Earlier than working with Microsoft Outlook, I used to be already conversant in its fame throughout the Microsoft ecosystem, so I had excessive expectations. Outlook Calendar focuses on the calendar performance tied to your Outlook electronic mail account.

I used to be curious to see how nicely it would combine with the whole Microsoft 365 suite, and I used to be pleasantly shocked by how effortlessly it labored. Integrating Microsoft Groups for video calls and collaboration inside calendar invitations was particularly handy. The flexibility so as to add OneDrive information on to occasions and simply sync emails from Outlook into calendar invitations helped streamline my day-to-day duties.

 One other factor I notably appreciated was the strong search performance, which made it simple to shortly discover previous occasions, emails, or information associated to particular conferences or duties.

Outlook Calendar may be overwhelming at first. The interface has so many choices and menus that it will probably really feel a bit cluttered, particularly for somebody who’s not tremendous conversant in the instrument. It took me a bit time to determine methods to navigate effectively, and generally, it felt just like the default views didn’t assist me discover issues shortly sufficient.

What I dislike about Google Workspace:

• I discovered the interface overwhelming, with too many choices and menus. The cluttered design made it exhausting to give attention to what was necessary.
• The default views have been complicated and slowed navigation for brand new customers like myself. 

What G2 customers dislike about Google Workspace:

“In my expertise, Outlook can generally be sluggish, particularly with many emails or attachments. Setting it up for the primary time will also be difficult for brand new customers, as some options are exhausting to search out or use. Moreover, extra customization choices for the interface would enhance the general person expertise.”

– Outlook Assessment, Kayden Okay.

Having used Zoom Calendar, a part of the Zoom Office suite, extensively to handle private {and professional} schedules, I’ve come to understand its many options and integrations. 

One of many standout facets of Zoom Calendar is how seamlessly it syncs with Google Calendar and Outlook. This ensures that each one my conferences, together with Zoom hyperlinks, are routinely added with none further effort. 

Zoom Office’s integration with fee options is especially helpful for internet hosting webinars and paid occasions. The flexibility to simply accept funds immediately throughout the platform streamlined the reserving course of, making it extremely handy for me and the contributors.

Zoom Calendar additionally integrates with process administration instruments like Asana and Trello. This integration permits me to routinely hyperlink assembly occasions to particular duties, offering an all-in-one platform for monitoring deadlines and motion gadgets.

Nonetheless, not every thing was excellent. One difficulty I encountered was Zoom Calendar’s dealing with of time zone changes. When scheduling conferences throughout a number of time zones, it didn’t at all times sync accurately, which generally led to confusion or missed conferences. This was particularly problematic when coordinating with contributors in several areas, because the time zone discrepancies weren’t at all times clear.

One other draw back I seen was the primary notification settings. Whereas the reminders are purposeful, the flexibility to customise when and the way you obtain notifications is kind of restricted. As somebody who depends on well timed reminders to remain organized, I discover this lack of granular management over notifications to be a bit irritating, particularly once I want extra flexibility in managing my schedule.

What I dislike about Zoom Office:

• I encountered inconsistent time zone syncing, which generally brought about scheduling points. This inconsistency led to confusion when coordinating with folks throughout totally different time zones.
• The restricted notification customization didn’t enable me to tailor alerts to my preferences. In consequence, I usually missed necessary reminders or obtained pointless notifications.

What G2 customers dislike about Zoom Office:

“Regardless of enhancements, Zoom has confronted ongoing scrutiny over safety considerations, akin to “Zoombombing” (unauthorized contributors disrupting conferences) and potential vulnerabilities associated to information encryption. Whereas steps have been taken to boost safety, these considerations stay current. For our group, we have additionally seen that ZoomInfo seems to be capturing our information and utilizing it on their platform. This raises considerations for us, as our info may be bought or utilized in ways in which aren’t fully clear.”

– Zoom Office Assessment, Debbie Y.

Calendly Gross sales has been a complete game-changer for me. It eliminates the back-and-forth emails I used to cope with when scheduling conferences. By sharing my scheduling hyperlink, others can choose a time that fits them primarily based on my availability. 

The automated blocking of unavailable instances and syncing with my Google Calendar ensures no double-booking or missed appointments. It has additionally saved me a whole lot of time coordinating schedules.

I additionally actually like the flexibility to customise my reserving web page. I can add customized questions, varied assembly sorts, and time slots, which supplies it a extra tailor-made really feel for my purchasers.

Integrating funds by way of Stripe or PayPal has additionally been particularly helpful. It permits me to gather funds upfront earlier than confirming gross sales, streamlining the whole course of for my purchasers.

Nonetheless, one draw back is that Calendly doesn’t have its personal native video conferencing function. Though it integrates nicely with platforms like Zoom, counting on third-party instruments is usually a minor inconvenience. 

Moreover, whereas Calendly works nice with Google and Outlook calendars, extra superior options, like integrations with Salesforce, Zapier, or Zoom, are locked behind the premium plans. For businesses needing these options, the price of the premium plans may very well be a dealbreaker. 

One other factor I did not like is the dearth of a built-in reminder function for purchasers. Whereas I can set reminders on my calendar, it will be useful to have a technique to ship automated reminders immediately by Calendly to make sure purchasers remember their conferences.

What I dislike about Calendly Gross sales:

• I missed having a local video conferencing function, which depends on third-party instruments like Zoom. This added an additional step to the scheduling course of and made the expertise much less seamless.
• Superior options, like integrations with Salesforce or Zapier, have been solely obtainable on costly premium plans. This restricted entry to highly effective instruments until I upgraded, which felt restrictive for customers on a finances.

What G2 customers dislike about Calendly Gross sales:

“One draw back is that I can’t join my electronic mail accounts until I improve. Additionally, the affirmation emails are too lengthy and complicated. An easier format would make it simpler for my older purchasers.”

– Calendly Assessment, Jeri B.

Initially, I hesitated to make use of Zoho Mail Calendar as a result of I assumed it may be overly advanced, given its deep integration with Zoho CRM and its fame for strong enterprise instruments. 

I anticipated the calendar to be tailor-made extra for superior CRM functionalities, probably making it cumbersome for on a regular basis use. Nonetheless, I used to be pleasantly shocked by how intuitive and user-friendly it was. One in every of Zoho Mail Calendar’s largest benefits is how seamlessly it connects with different apps within the Zoho suite.  Should you’re already utilizing Zoho merchandise, the calendar naturally enhances these instruments, holding every thing in sync with out switching between platforms. 

Its robust collaboration options stood out to me—creating shared calendars and scheduling occasions with a number of staff members is easy, and syncing availability throughout departments makes coordinating conferences easy. 

Whereas its performance impressed me, the calendar interface feels a bit outdated and clunky in comparison with extra fashionable instruments like Google Calendar or Outlook. Navigating by totally different views, akin to day, week, or month, lacks the smoothness and visible enchantment of polished options, making it purposeful however much less satisfying.

What I dislike about Zoho Mail:

• The interface felt clunky, and the design lacked the fashionable, intuitive really feel that might have made scheduling quicker and extra satisfying.
• Switching between views wasn’t clean. The lag between transitions disrupted my workflow and made it tougher to handle my calendar successfully.

What G2 customers dislike about Zoho Mail:

“Zoho Mail’s in depth options can really feel overwhelming for brand new customers, because the platform has a steeper studying curve than less complicated electronic mail instruments, requiring time to totally grasp its functionalities. Moreover, whereas Zoho Mail integrates seamlessly with different Zoho apps, customers counting on non-Zoho productiveness instruments might encounter challenges with third-party compatibility, which isn’t as clean as throughout the Zoho ecosystem.”

– Zoho Mail Assessment, Anubhav M.

Having been conversant in Apollo.io‘s fame for gross sales engagement and prospecting, I used to be curious to see how its calendar function would carry out. 

One standout facet was the flexibility to design assembly templates with fields like targets and key dialogue factors. This function considerably streamlined the assembly course of by making certain every assembly had a robust agenda. 

The sleek integration with CRM platforms additionally allowed for fast entry to prospect information. Pulling prospect info immediately into the calendar eliminated the necessity to toggle between a number of platforms, permitting for quicker decision-making and a extra organized workflow. This was notably priceless when dealing with a excessive quantity of prospects and conferences, because it allowed me to handle them with ease and precision.

The calendar’s customization choices felt considerably restricted. For example, whereas it was simple to arrange templates, the calendar lacked the pliability to use particular guidelines for various assembly sorts or set detailed parameters for recurring occasions. This might have additional tailor-made the workflows to particular wants.

Furthermore, whereas Apollo.io excels for sales-related conferences, it lacks normal calendar options like occasion categorization or process administration platform integrations, making it much less versatile for balancing skilled and private schedules.

What I dislike about Apollo.io:

• I discovered restricted customization choices for recurring occasions and assembly sorts. This made it tougher to tailor my calendar to my particular wants and resulted in repetitive handbook changes.
• It lacked options like occasion categorization and process administration, which might have been useful. With out these instruments, I struggled to effectively manage and prioritize several types of conferences and duties.

What G2 customers dislike about Apollo.io:

“It lacks the flexibility to ship out availability hyperlinks restricted to particular time frames.”

– Apollo.io Assessment, Mesfin M.

After I used the calendar function in Acuity Scheduling, I used to be impressed by its extremely customizable reserving pages. The flexibility to totally tailor the design to match my model made the entire scheduling course of really feel cohesive {and professional}, which was a pleasing shock.

I additionally felt that the detailed shopper profiles have been an amazing function. Storing contact particulars, appointment historical past, and customized fields for particular information like shopper preferences or particular requests made it simple to personalize interactions and construct stronger relationships.

The mixing with fee gateways like Stripe and PayPal was incredibly handy. It simplified the fee course of by permitting purchasers to pay when reserving, which not solely made scheduling extra environment friendly but additionally helped handle money move easily.

That mentioned, I did discover the platform to have a little bit of a studying curve. Whereas I appreciated the wealth of options, it was initially overwhelming. Organising superior options like shopper consumption varieties or automated workflows took a while to grasp, and I needed to undergo a little bit of trial and error earlier than I may totally benefit from every thing it provides.

What I dislike about Acuity Scheduling:

• The platform had a studying curve, particularly when exploring superior options. It required a while to get conversant in it.
• Organising options like consumption varieties and workflows took time and trial to excellent. Whereas highly effective, these options weren’t intuitive, and it took effort to configure them to suit my wants.

What G2 customers dislike about Acuity Scheduling:

“I might like the final touchdown web page of Acuity Scheduling to be extra customizable to higher replicate my branding. Moreover, it will be useful if purchasers may add a number of extra electronic mail addresses (attendees) when scheduling an appointment. This function would be sure that I am conscious when purchasers need to embody another person in a Zoom name, quite than discovering out through the appointment when an surprising participant joins.”

– Acuity Scheduling.io Assessment, Nathan A.

Reclaim.ai has been a game-changer for my time administration. The AI-driven scheduling routinely analyzes my work habits and process priorities, permitting me to focus extra on my work quite than consistently managing my calendar. For example, if a gathering is canceled or rescheduled, Reclaim adjusts my calendar in real-time, making certain that nothing will get missed and that my schedule stays optimized.

One in every of my favourite options is the superior time-blocking. It recommends the most effective instances for conferences and duties and helps prioritize deep work by adjusting if conferences run late. This has allowed me to persistently discover focus time, even throughout busy days, with out the stress of manually adjusting my schedule.

It took a little time to determine the extra superior options, like customizing AI-driven scheduling and process prioritization. For somebody who prefers less complicated instruments, this would possibly really feel a bit difficult. Moreover, Reclaim works nicely with Google Calendar and Outlook, however the integration with different calendar platforms is proscribed, which may very well be a barrier should you use one thing totally different.

What I dislike about Reclaim.ai:

• I discovered the superior options difficult to study at first. The complexity of the choices required a studying curve.
• There was restricted integration with calendars exterior of Google and Outlook, which was restrictive. This lack of compatibility made it difficult to sync my schedule throughout totally different platforms.

What G2 customers dislike about Reclaim.ai:

“Reclaim has just a few areas for enchancment. It struggles with prioritizing duties primarily based on customized preferences, as duties generally seem incorrectly, requiring handbook changes. Moreover, its time-blocking function would not group associated duties, cluttering the calendar with particular person entries as an alternative of a single block.

Recurring habits can’t be immediately built-in into the calendar, and there is no “finished” button for accomplished duties requiring handbook updates. Reclaim additionally doesn’t deal with deadlines nicely, cluttering the calendar with duties with no set due date. Time overruns aren’t confirmed, and shorter intervals (5 minutes) aren’t obtainable, limiting granular process administration. Lastly, the dearth of a remark function makes it troublesome to go away notes for particular duties.”

– Reclaim.ai Assessment, Motty C.

I used iCal to handle my private and staff calendars and actually like its seamless integration with Apple gadgets. The flexibility to sync occasions throughout my iPhone, iPad, and Mac made scheduling simple and environment friendly. It ensured I by no means missed an appointment, whatever the gadget I used to be utilizing.

One other constructive function was the intuitive interface. Creating, enhancing, and organizing occasions was fast and easy, and the color-coding function helped distinguish between private, work, and project-related schedules. This made it simple to maintain every thing organized with out feeling overwhelmed.

Nonetheless, iCal’s collaboration options are considerably restricted in comparison with different calendar apps. When you can share calendars with others, there’s no strong permission administration to manage who can see or edit particular occasions, which may very well be a problem for bigger groups or companies needing fine-grained management over scheduling.

Moreover, whereas iCal works nicely throughout the Apple ecosystem, integration with non-Apple apps and providers may very well be higher. Syncing with third-party calendars like Google Calendar generally resulted in delays or lacking occasions. 

The cell app, although user-friendly, lacked some customization choices obtainable on the desktop model, which often made managing my schedule on the go a bit much less environment friendly.

What I dislike about iCal:

• The dearth of strong collaboration options is a problem. I can not management who can see or edit particular occasions, which is essential for managing groups and initiatives.
• I’ve confronted syncing points with third-party calendars like Google Calendar. Occasions generally don’t sync correctly, inflicting delays and disruptions in my schedule.

What G2 customers dislike about iCal:

“iCal can get cluttered simply, and it lacks a streamlined technique to ship invitations, which may be irritating. Whereas it is a good possibility for private use on account of being free, for enterprise functions, I’d advocate a extra strong answer with higher collaboration options.”

– iCal Assessment, Iyer A.

I’ve discovered that collaboration instruments allow you to keep organized and productive, irrespective of the undertaking. Discover the most effective instrument now!