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10 Collaborative Calendar Apps That Will Revolutionize Your Team's Workflow

Time is a precious resource. How you manage it can greatly impact your overall productivity and success. As a business owner or entrepreneur, finding innovative ways to save and manage time should be a top...

Time is a precious resource. How you manage it can greatly impact your overall productivity and success. As a business owner or entrepreneur, finding innovative ways to save and manage time should be a top priority. One effective solution is utilizing a collaborative calendar app that promotes communication and teamwork within your team.

When to Use a Collaborative Calendar

Collaborative calendars are especially useful for projects and processes that involve distributed or remote teams. With different individuals working from home, the office, or even in different time zones, a collaborative calendar ensures everyone is on the same page. It allows you to schedule important meetings with clients or team members, set deadlines for deliverables, estimate project timelines, and manage workloads effectively. Additionally, collaborative calendars can be utilized for team events like birthdays, work anniversaries, happy hours, and social gatherings.

Why Use a Collaborative Calendar?

Better Time Management

To-do lists are great, but they're not always enough. By blocking out specific times in your day to work on tasks and projects, you'll be more motivated to plan the rest of your week effectively. A collaborative calendar provides a visual representation of your tasks, making it easier to prioritize and manage your time efficiently.


Forgetfulness can be a productivity killer. Whether it's returning a call, attending a meeting, or planning a big event, a collaborative calendar with reminders ensures you never miss a beat. By scheduling alerts on your calendar, you'll receive quick notifications on your phone, keeping you on track and punctual.

Clearer Team Communication

No more worrying about time zones or conflicts. By sending calendar invites to your team, you can ensure everyone is aware of important events and deadlines. Sharing your calendar with colleagues allows them to see your weekly agenda, fostering better coordination and collaboration among team members.

Top Ten Collaborative Calendar Apps

1. Google Calendar

A popular choice for many businesses, Google Calendar offers a simple yet powerful collaborative calendar solution. With its user-friendly interface and integration with other Google Suite tools, it's easy to schedule meetings, set deadlines, and manage productivity. Best of all, it's free and available on desktop, iOS, and Android.

Google Calendar Google Calendar

2. Apple Calendar

For Apple users, Apple Calendar is a sleek and intuitive choice. With its minimalist design and seamless integration with other Apple devices, it offers a seamless user experience. It's preinstalled on iCloud, iOS, and MacOS, and also available on Windows.

Apple Calendar Apple Calendar

3. Microsoft Outlook

Microsoft Outlook is a go-to calendar app for businesses using Microsoft Office. With its robust features and seamless integration with email and contacts, it offers a comprehensive productivity solution. Outlook is available on both Windows and Apple devices, with mobile versions being free.

Microsoft Outlook Microsoft Outlook

4. UpTo

UpTo offers a unique and social-oriented approach to calendar management. It allows you to view colleagues' activities in real-time, like and comment on events, and follow other calendars of interest. With integration options for Google Calendar, Apple Calendar, Microsoft Outlook, and Facebook Events, UpTo is a powerful free alternative to Google Calendar.

UpTo Calendar UpTo Calendar

5. TeamUp

TeamUp simplifies team collaboration with its dynamic and customizable calendar. With its colorful interface, it has been adopted by various industries, including education and technology. TeamUp is ideal for organizations that want to share upcoming events and projects without the need for complex account setups. It's available on iOS, Android, and as a web app.

6. Calendly

Say goodbye to the back-and-forth of scheduling meetings with Calendly. This smart calendar tool allows you to set your availability preferences and share your Calendly link with clients and teammates. Calendly then presents them with available time slots, making scheduling a breeze. With seamless integration options with other calendars, Calendly is a time-saving solution.

7. Asana

While Asana is primarily known as a project management app, it also offers an intuitive and flexible calendar feature. Assign tasks and events to team members, group them by project or initiative, and manage your day-to-day tasks effortlessly. Asana comes in three plans, with options for free, premium, and business subscriptions.

Asana Calendar Asana Calendar

8. Toggl Plan

Toggl Plan focuses on ease of use and project clarity. With major companies like Airbnb, Netflix, and Amazon using it, Toggl Plan offers flexibility and transparency in managing team projects. From adjusting dates and times to tracking individual team members' work, Toggl Plan ensures smooth collaboration. It offers free and paid plans to suit different needs.

9. Fantastical

Fantastical is a powerful and versatile calendar app that has garnered recognition as the 2020 Mac App of the Year. With its sleek design and cross-platform compatibility, it's a great alternative to the built-in calendar apps on Apple devices. Fantastical offers a free version with limited features and premium plans for more advanced functionalities.

10. Woven

Woven is a fantastic option for individuals and teams looking to balance work and personal life seamlessly. With features like smart event templates, group polls, and time management analytics, Woven simplifies calendar management. It integrates with multiple calendar platforms and offers a free basic plan, as well as premium options with additional features.

Woven Woven

Remember, a calendar is just a tool. The real change comes from instilling collaborative values and practices within your organization. However, a collaborative calendar is an excellent starting point. By improving internal communication, enhancing accountability, and ensuring timely reminders for client meetings, you'll streamline your operations and supercharge your team's productivity.