I Examined the 9 Greatest Calendar Apps: My Sincere Assessment

The fixed juggling of labor duties, private occasions, and last-minute modifications typically 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 convey order to the insanity.

For years, I relied on a mishmash of sticky notes, scattered cellphone reminders, and psychological math to maintain observe of my schedule—and let’s simply say it wasn’t working. Essential occasions slipped via 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 one of the best 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 may 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 aid you keep organized.

My high 9 finest calendar app suggestions for 2025

A calendar app is a digital device designed that can assist you manage, schedule, and observe 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 relentless 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 understand 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 activity slipped via the cracks. These apps reworked 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 choosing a calendar app, I prioritize a couple of key options that make managing my time extra environment friendly:

• Simple scheduling: Managing conferences throughout completely different time zones could be a nightmare with out the fitting instruments. I would like an app that may detect time zones mechanically, analyze mutual availability, and counsel optimum assembly slots with out fixed back-and-forth communication. That is particularly useful when coordinating with distant groups or purchasers in varied components 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 world schedules.
• Collaboration options: Seamless staff coordination is important for productiveness. I typically should share my calendar with colleagues for group scheduling, challenge planning, or aligning deadlines. An app that permits 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, guaranteeing 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, guaranteeing I by no means miss an vital activity or assembly. Options like color-coded occasions, drag-and-drop scheduling, and customizable layouts make it simpler to arrange my time and adapt the calendar to my workflow. By minimizing the educational curve and navigation time, I can give attention to my priorities as a substitute of battling the device itself.
• Synthetic intelligence help: AI can take scheduling to the subsequent stage by providing options like battle detection, automated rescheduling, and assembly prioritization primarily based on urgency or significance. AI may study my habits, similar to most well-liked assembly occasions or recurring duties, and proactively counsel 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 prematurely.
• Cellular entry: Since I’m typically away from my desk, having sturdy cell entry to my calendar ensures I can keep organized irrespective of the place I’m. A responsive app with a completely useful 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 straightforward to handle my day with out lacking a beat. That is significantly helpful throughout journey or when sudden modifications come up.
• Fee integration: For occasions or appointments that contain funds—similar 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. One of the best calendar app ought to permit customizable notifications for various occasions and duties. For instance, I’d desire a reminder an hour earlier than a gathering however a full day’s discover for an vital 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 fitting 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 beneath incorporates real consumer opinions from our greatest calendar software program class web page. To be included on this class, software program should:

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

This information has been pulled from G2 in 2025. Some opinions 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 undoubtedly grow to be an important a part of my every day routine.

What I’ve all the time preferred is how effortlessly every thing syncs throughout gadgets, making scheduling a lot simpler. The mixing with different Google companies, like Gmail and Google Meet, is tremendous handy. At any time when I get a gathering invite through electronic mail, it mechanically 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 test somebody’s availability in real-time. The “Discover a Time” characteristic makes scheduling simpler by displaying obtainable slots, so I don’t should deal with the standard back-and-forth emails, particularly when coordinating conferences throughout completely 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 vital conferences or deadlines. Plus, I can set particular occasions for these reminders, permitting me to remain on high 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 modifications.

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 consumer and transferring calendar possession, the method could be 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 repute 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 your entire 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 recordsdata on to occasions and simply sync emails from Outlook into calendar invitations helped streamline my day-to-day duties.

 One other factor I significantly preferred was the sturdy search performance, which made it straightforward to shortly discover previous occasions, emails, or recordsdata associated to particular conferences or duties.

Outlook Calendar may be overwhelming at first. The interface has so many choices and menus that it may really feel a bit cluttered, particularly for somebody who’s not tremendous conversant in the device. It took me somewhat time to determine the best way 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 laborious to give attention to what was vital.
• The default views had 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 gradual, particularly with many emails or attachments. Setting it up for the primary time can be tough for brand new customers, as some options are laborious to search out or use. Moreover, extra customization choices for the interface would enhance the general consumer expertise.”

– Outlook Assessment, Kayden Ok.

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 points 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 mechanically 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 just 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 activity administration instruments like Asana and Trello. This integration permits me to mechanically hyperlink assembly occasions to particular duties, offering an all-in-one platform for monitoring deadlines and motion objects.

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

One other draw back I observed was the primary notification settings. Whereas the reminders are useful, the power 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 after I want extra flexibility in managing my schedule.

What I dislike about Zoom Office:

• I encountered inconsistent time zone syncing, which generally prompted scheduling points. This inconsistency led to confusion when coordinating with individuals throughout completely different time zones.
• The restricted notification customization didn’t permit me to tailor alerts to my preferences. Because of this, I typically missed vital reminders or acquired pointless notifications.

What G2 customers dislike about Zoom Office:

“Regardless of enhancements, Zoom has confronted ongoing scrutiny over safety issues, similar to “Zoombombing” (unauthorized contributors disrupting conferences) and potential vulnerabilities associated to information encryption. Whereas steps have been taken to boost safety, these issues stay current. For our group, we have additionally observed that ZoomInfo seems to be capturing our information and utilizing it on their platform. This raises issues for us, as our data could be bought or utilized in ways in which aren’t totally 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 decide a time that fits them primarily based on my availability. 

The automated blocking of unavailable occasions 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 power to customise my reserving web page. I can add customized questions, varied assembly varieties, and time slots, which supplies it a extra tailor-made really feel for my purchasers.

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

Nonetheless, one draw back is that Calendly doesn’t have its personal native video conferencing characteristic. Though it integrates nicely with platforms like Zoom, counting on third-party instruments could be 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 could possibly be a dealbreaker. 

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

What I dislike about Calendly Gross sales:

• I missed having a local video conferencing characteristic, 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, had been solely obtainable on costly premium plans. This restricted entry to highly effective instruments until I upgraded, which felt restrictive for customers on a price range.

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. A less complicated 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 could be overly advanced, given its deep integration with Zoho CRM and its repute for sturdy 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 among Zoho Mail Calendar’s greatest benefits is how seamlessly it connects with different apps within the Zoho suite.  In the event you’re already utilizing Zoho merchandise, the calendar naturally enhances these instruments, conserving 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 trendy instruments like Google Calendar or Outlook. Navigating via completely different views, similar to day, week, or month, lacks the smoothness and visible attraction of polished alternate options, making it useful however much less pleasant.

What I dislike about Zoho Mail:

• The interface felt clunky, and the design lacked the fashionable, intuitive really feel that may have made scheduling sooner and extra pleasant.
• Switching between views wasn’t easy. The lag between transitions disrupted my workflow and made it more durable 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 completely grasp its functionalities. Moreover, whereas Zoho Mail integrates seamlessly with different Zoho apps, customers counting on non-Zoho productiveness instruments could encounter challenges with third-party compatibility, which isn’t as easy as throughout the Zoho ecosystem.”

– Zoho Mail Assessment, Anubhav M.

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

One standout side was the power to design assembly templates with fields like goals and key dialogue factors. This characteristic considerably streamlined the assembly course of by guaranteeing every assembly had a robust agenda. 

The graceful integration with CRM platforms additionally allowed for fast entry to prospect information. Pulling prospect data immediately into the calendar eliminated the necessity to toggle between a number of platforms, permitting for sooner decision-making and a extra organized workflow. This was significantly 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 straightforward to arrange templates, the calendar lacked the flexibleness to use particular guidelines for various assembly varieties 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 customary calendar options like occasion categorization or activity 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 varieties. This made it more durable to tailor my calendar to my particular wants and resulted in repetitive handbook changes.
• It lacked options like occasion categorization and activity 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 power to ship out availability hyperlinks restricted to particular time frames.”

– Apollo.io Assessment, Mesfin M.

After I used the calendar characteristic in Acuity Scheduling, I used to be impressed by its extremely customizable reserving pages. The flexibility to completely 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 had been an incredible characteristic. Storing contact particulars, appointment historical past, and customized fields for particular information like shopper preferences or particular requests made it straightforward 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 in addition helped handle money move easily.

That stated, 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 know, and I needed to undergo a little bit of trial and error earlier than I may absolutely make the most of 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 good. 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 would like the overall 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 characteristic would be sure that I am conscious when purchasers need to embody another person in a Zoom name, quite than discovering out in the course of the appointment when an sudden participant joins.”

– Acuity Scheduling.io Assessment, Nathan A.

Reclaim.ai has been a game-changer for my time administration. The AI-driven scheduling mechanically analyzes my work habits and activity priorities, permitting me to focus extra on my work quite than consistently managing my calendar. As an illustration, if a gathering is canceled or rescheduled, Reclaim adjusts my calendar in real-time, guaranteeing that nothing will get neglected and that my schedule stays optimized.

One among my favourite options is the superior time-blocking. It recommends one of the best occasions 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 activity 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 could possibly be a barrier when you use one thing completely 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 completely different platforms.

What G2 customers dislike about Reclaim.ai:

“Reclaim has a couple of 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 characteristic would not group associated duties, cluttering the calendar with particular person entries as a substitute of a single block.

Recurring habits can’t be immediately built-in into the calendar, and there isn’t any “achieved” button for accomplished duties requiring handbook updates. Reclaim additionally doesn’t deal with deadlines nicely, cluttering the calendar with duties with out a set due date. Time overruns aren’t confirmed, and shorter intervals (5 minutes) aren’t obtainable, limiting granular activity administration. Lastly, the dearth of a remark characteristic 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 straightforward and environment friendly. It ensured I by no means missed an appointment, whatever the gadget I used to be utilizing.

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

Nonetheless, iCal’s collaboration options are considerably restricted in comparison with different calendar apps. Whilst you can share calendars with others, there’s no sturdy permission administration to manage who can see or edit particular occasions, which could possibly be a difficulty 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 companies could possibly 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 sometimes 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 tasks.
• 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 solution to ship invitations, which may be irritating. Whereas it is a good choice for private use resulting from being free, for enterprise functions, I’d suggest a extra sturdy answer with higher collaboration options.”

– iCal Assessment, Iyer A.

I’ve discovered that collaboration instruments aid you keep organized and productive, irrespective of the challenge. Discover one of the best device now!