10 Best Shared Calendar Apps for Efficient Schedule Management in 2023

Shared calendar apps are essential for effective work and team schedule planning. Whether you need to coordinate tasks, avoid scheduling conflicts, or plan work and time off without overworking, choosing the right calendar app is...

Shared calendar apps are essential for effective work and team schedule planning. Whether you need to coordinate tasks, avoid scheduling conflicts, or plan work and time off without overworking, choosing the right calendar app is crucial. To help you make an informed decision, we have reviewed and tested over 30 calendaring software tools to bring you the best shared calendar apps for 2023. Let's dive in and explore these top-rated apps that will revolutionize the way you manage schedules.

What is the Best Shared Calendar App?

Finding the best shared calendar app can be a daunting task with so many options available. To simplify your search, here is a list of the top shared calendar apps in 2023:

  1. Toggl Plan
  2. Teamup
  3. Trello
  4. Asana
  5. Wrike
  6. Basecamp
  7. Google Calendar
  8. Outlook
  9. Calendly
  10. TimeTree

Toggl Plan shared calendar tool for managing a team’s schedule Caption: Toggl Plan shared calendar tool for managing a team's schedule

Toggl Plan - The Ultimate Team Planning Tool

Toggl Plan offers all the features you need to plan work and schedules seamlessly. With its user-friendly interface and intuitive design, managing your team's availability and staying on top of their schedules becomes a breeze.

What We Like

Unlike traditional calendaring software, Toggl Plan's Team timelines allow you to plan work schedules, track team availability, manage capacity, balance workloads, and get an overview of your entire team's schedule.

What's Missing

While Toggl Plan excels in various areas, it doesn't currently offer experience matching features. Although you can organize teams by skills using multiple Team timelines, segmenting team members by experience is not yet possible.

Best For

Toggl Plan is perfect for agencies, consultancies, and other knowledge-based service businesses that require a simple team planning and project scheduling tool.

Top Features

  • Unlimited shared Team timelines: Track your team's schedule and assign team members to projects effortlessly.
  • Visualize team availability: Plan your team's time off and prevent scheduling conflicts.
  • Track team members' capacity: Know who can take on more work and who is overworked.
  • Recurring tasks: Save time by scheduling recurring tasks and events.
  • Mobile apps: Access Toggl Plan on your Android or iOS devices.
  • Drag-and-drop interface: Easily add and edit schedules for efficient work management.
  • Integrations: Seamlessly integrate with tools like Google Calendar or Toggl Track to track schedules and time spent on tasks.

Toggl Plan pricing Caption: Toggl Plan pricing

Teamup - Simplify Team Collaboration

Teamup is a versatile group calendar app that simplifies scheduling and managing availability. With its color-coded, real-time updates and intuitive user interface, team collaboration becomes effortless.

What we like

Teamup's ease of use is a highlight of this tool. Users can organize their work effortlessly and communicate with team members more efficiently.

What's Missing

While Teamup is great for tracking schedules and time off, it lacks capacity and workload management features. You won't be able to view a team member's capacity or workload.

Best For

Teamup is a fantastic option for teams of all sizes looking for a basic calendar app to schedule projects and manage availability.

Top Features

  • Multiple calendar views: Choose from multi-day view, agenda view, timeline view, and more to suit your preference.
  • Customized access: Share calendars securely with nine levels of access permissions.
  • Third-party integrations: Bring tools like Slack or Google Calendar into Teamup for streamlined workflows.

Teamup shared calendar tool for managing a team’s schedule Caption: Teamup shared calendar tool for managing a team's schedule

Trello - More Than Just a Kanban Board

Although primarily a Kanban-based project management tool, Trello also offers a shared team calendar. With Trello's calendar view, you can organize teamwork and schedule tasks with ease.

What We Like

Trello allows you to visualize your team's projects and track deadlines effortlessly. Its clutter-free and simple Kanban interface makes task management a breeze.

What's Missing

Trello's native calendar functionality is limited, lacking features like recurring events or event customization. It also doesn't provide insights into team availability and capacity.

Best For

Trello is the ideal choice for teams of all sizes that need a simple tool for managing tasks and visualizing work schedules.

Top Features

  • Calendar view: See tasks in a visual calendar format to keep track of deadlines.
  • Color labels: Apply color-coded labels to cards for easy task organization.
  • Collaborative comments: Leave comments on cards and track task status in real-time.
  • Integrations: Streamline your work by integrating with tools like Google, Outlook, Apple, and Slack.

Trello shared calendar tool for managing a team’s schedule Caption: Trello shared calendar tool for managing a team's schedule

Asana - Your Comprehensive Project Scheduling Tool

Asana is a powerful goal, portfolio, and project management tool with robust task scheduling capabilities. With its calendar and timeline view, teams can visualize their work and achieve their goals efficiently.

What We Like

Asana's advanced search feature allows for easy navigation, helping you locate tasks, projects, people, tags, or groups within your organization to avoid scheduling conflicts.

What's Missing

Access to advanced features like capacity and workload management comes at a higher cost ($30.49 per user per month) with Asana.

Best For

Asana is the perfect choice for teams of all sizes seeking a comprehensive project scheduling tool.

Top Features

  • Calendar view: Visualize project schedules and stay informed about your team's daily or weekly tasks.
  • Gantt timelines: Plan and coordinate projects efficiently with Gantt timeline views.
  • Integrations: Enhance your workflows by integrating with tools like Google Calendar, Outlook, and Gmail.
  • Mobile app: Stay productive on the go with the Android and iOS apps.
  • Time tracking: Optimize your team's productivity by tracking and managing their time effectively.

Asana shared calendar tool for managing a team’s schedule Caption: Asana shared calendar tool for managing a team's schedule

Wrike - Customizable Project and Resource Management

Wrike is a comprehensive project management software with an easy-to-use calendar feature that can be tailored to your specific needs.

What We Like

Wrike combines project and resource management features, making it a versatile tool for team collaboration.

What's Missing

To access resource management features, you'll need to invest in the higher-priced plans ($24.80 per user per month) as Wrike only offers annual billing options.

Best For

Wrike is an excellent choice for teams that need a comprehensive tool with strong scheduling and planning features.

Top Features

  • Team calendar: Plan projects, schedule team tasks, and balance workloads effortlessly.
  • High customization: Customize your calendars to match your project and team requirements.
  • Filters: Color-code tasks for clearer deadlines visibility and work tracking.
  • Easy-to-use interface: Visualize and edit departmental, team, or individual tasks with ease.
  • Multi-platform availability: Access and manage your team and project schedules from your Apple device, PC, or mobile device.

Wrike shared calendar tool for managing a team’s schedule Caption: Wrike shared calendar tool for managing a team's schedule

Basecamp - Streamlined Project Management and Collaboration

Basecamp is an all-in-one project management and collaboration tool that offers limited scheduling capabilities. Its project schedule feature and collaboration tools simplify team planning.

What We Like

Basecamp allows you to add recurring events, ensuring you don't miss regular activities.

What's Missing

Basecamp lacks the ability to visualize your team's schedule, manage their availability, capacity, or workload.

Best For

Basecamp is best suited for small businesses or groups within large organizations that require a simple tool for collaborative work management.

Top Features

  • Scheduled events: Create, organize, and plan events for your team projects.
  • Recurring events: Automate events for repeated activities and stay focused on important tasks.
  • Automated notifications: Ensure your team never misses meetings and deadlines.
  • External calendar synchronization: Sync your team's schedule with external calendar apps.
  • Collaboration tools: Work together with your team using group chats and message boards.

Basecamp shared calendar tool for managing a team’s schedule Caption: Basecamp shared calendar tool for managing a team's schedule

Google Calendar for Google Workspace - Simplify Event Management

Google Workspace Calendar offers more scheduling features than the free basic calendar that comes with a Gmail account.

What We Like

Google Workspace Calendar allows you to visualize team schedules in a single calendar, making event planning effortless.

What's Missing

While Google Workspace Calendar is excellent for calendaring, it lacks capacity and workload management features.

Best For

Google Workspace Calendar is perfect for businesses of all sizes that need a straightforward shared calendar app for managing team events.

Top Features

  • Book shared resources: Reserve meeting rooms and shared resources.
  • Visualize co-worker schedules: Schedule events based on team member availability.
  • Share calendars: Share calendars publicly or with limited access.
  • Access calendars from all devices: Stay connected with tablets, smartphones, and more.

Google shared calendar tool for managing a team’s schedule Caption: Google shared calendar tool for managing a team's schedule

Outlook - The Ultimate Microsoft Ecosystem Integration

Microsoft Outlook, part of the Microsoft 365 suite, offers a powerful shared calendar alongside its email features.

What We Like

Outlook's shared calendar integrates seamlessly with the Microsoft ecosystem, allowing for easy calendar sharing, permission setting, and data synchronization.

What's Missing

Outlook's advanced features may be challenging for new users to navigate. Additionally, capacity and workload management features are not available.

Best For

Outlook is ideal for teams of all sizes looking to improve scheduling and coordination of events and projects.

Top Features

  • Group calendars: Create and share calendars within specific folders for individuals, teams, or projects.
  • Share your availability: Make your calendar available to specific teams within your organization.
  • Capture tasks: Prioritize and track tasks with Microsoft To-Do.
  • Integrations: Connect with other tools like Google Calendar, Slack, and OneDrive.

Outlook shared calendar tool for managing a team’s schedule Caption: Outlook shared calendar tool for managing a team's schedule

Calendly - Simplify Appointment Booking

Calendly is a user-friendly shared calendar app designed to streamline appointment booking. Set your availability preferences and share personalized scheduling links to save time and eliminate scheduling conflicts.

What We Like

Calendly's intuitive interface makes booking meetings and demos effortless, minimizing back-and-forth scheduling emails.

What's Missing

While Calendly simplifies bookings, it doesn't offer a unified view of everyone's schedule in one place.

Best For

Calendly is perfect for teams of all sizes in need of a simple online scheduling and booking calendar app.

Top Features

  • Scheduling automation: Set automatic reminders and notifications to ensure your team never misses another meeting.
  • Reporting: Analyze scheduling patterns and metrics for data-driven decisions.
  • Time zone scheduling: Schedule meetings automatically based on different time zones.
  • Integrations: Sync with popular calendar apps like Google Calendar, iCloud, and Outlook.

Calendly shared calendar tool for managing a team’s schedule Caption: Calendly shared calendar tool for managing a team's schedule

TimeTree - Collaborative Group Calendar

TimeTree is a collaborative group calendar app that simplifies scheduling and coordination of events and to-dos.

What We Like

TimeTree offers an affordable shared calendar solution with plenty of features.

What's Missing

TimeTree is currently available only as a mobile app, making it less suitable for desktop users.

Best For

TimeTree is best suited for family members, friends, and small to midsize teams looking for a shared calendar solution with robust features.

Top Features

  • Create a shared calendar: Automatically sync individual calendars with your team's calendar.
  • Send reminders: Keep your team informed about specific events with automatic reminders.
  • Share notes and to-do lists: Collaborate and stay organized with shared notes and tasks.
  • Share events: Share events via messaging tools and social media.
  • Multi-platform availability: Access your shared calendar on iPhone, Android, and PC.

TimeTree shared calendar tool for managing a team’s schedule Caption: TimeTree shared calendar tool for managing a team's schedule

Best Shared Calendar Apps: Quick Comparison

To summarize, here's a quick comparison of the best shared calendar apps:

Comparison of the best shared calendar apps

How to Choose the Right Calendar App

Choosing the right calendar app depends on your specific needs. Consider the following factors when selecting your calendar app:

  • Usability: Look for an intuitive and user-friendly interface that all team members can navigate easily.
  • Features: Identify the essential features you need for scheduling, such as timelines, automated notifications, or integrations.
  • Price: Evaluate whether the basic functionality offered by free plans is sufficient or if you need advanced paid features.
  • Extra features: Assess if additional features like task management, file attachments, or analytics would add value to your calendar app.

FAQs

Here are answers to some commonly asked questions about shared calendar apps:

1. What is the best shared schedule app?

The best shared schedule app depends on your specific needs. Toggl Plan, Asana, and Wrike are excellent choices if you require comprehensive project scheduling with capacity and workload management. Teamup and TimeTree are suitable for simpler calendar software needs, while Trello and Basecamp excel in task management.

2. Is there a free shared calendar app?

Yes, several free shared calendar apps offer basic scheduling and coordination functionality. Google Calendar, Outlook Calendar, and Apple iCloud Calendar all provide free options.

3. What is the difference between a shared calendar and a group calendar?

A shared calendar allows multiple users to access and view team schedules, enabling efficient coordination for meetings and workshops. On the other hand, a group calendar is a specialized calendar focused on scheduling events or meetings for a specific group or team.

4. How do I create a shared calendar for multiple users?

The process may vary depending on the tool you are using. In Google Calendar, you can create a new calendar and share it with specific individuals or your entire team through the Settings and Sharing menu. In Toggl Plan, you can create a Team timeline and add team members to visualize their assignments, availability, capacity, and workloads.

Conclusion

Choosing the best shared calendar app for your team will significantly improve your schedule management. By evaluating your needs and considering factors like budget, usability, features, and integrations, you can find the perfect calendaring software. Start your journey to team success by signing up for a free Toggl Plan account and effortlessly manage your team's time.

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