Best Apps For Shared Calendars

Sharing calendars is a great way to keep your team well-organized and on the same page. It’s also a great way to make sure that everyone knows what’s going on, and it can help you track progress towards a goal or deadline.

But there are so many options out there that it can be hard to figure out which ones will work best for your business or organization. So we’ve done some digging, and here are our top 5 apps for shared calendars (in no particular order):

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Best Apps For Shared Calendars

Coordinating schedules can be a pain.

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Things are always up in the air, and it seems like meetings get moved around almost hourly.

So how can we stay on top of shifting schedules?

A shared calendar.

Shared calendars can help business owners, managers, and teams improve their overall productivity by being able to coordinate more efficiently.

They enable organizations to work more in sync, without having to text, email, or call every time there’s a little adjustment – just take a look at your teammate’s calendar, and pick the next time they’re available.

It’s as easy as that.

Essential features of any shared calendar
When researching a good schedule or planning app, there some crucial features that you should always look for.

Easy to use: Choose a shared calendar that every member of your team can easily use. It should be user-friendly with minimal maintenance required at the same time. Ease of use means it will take as little time as possible for your team to get on and start using it.

Low friction = fast results

Scheduling tools: Shared calendar for teams serves the scheduling as the primary function. It should make scheduling simple.

For instance, an example of a great shared calendar for teams would let you check the availability of co-workers to avoid unnecessary emails, and get an idea of when you could meet.

However, you can look for various other essential tools such as time and location-based reminders, multiple calendar availability, and customization features.
Automatic syncing: Auto-sync is a no-brainer. Without it, there’s almost no reason to have a shared calendar.

When you make any update to your shared calendar, it should sync with your account and any other account linked with it.

Many shared schedules for teams come with auto-syncing and integration functions, but it’s always good to double-check.
Collaboration: Shared calendar should enable you to collaborate with your team members. For your business, when you want to share availability, event invitations, or schedule with your team, a shared calendar for teams can serve this function.

With shared calendars, collaboration for business tasks or projects becomes a lot easier & makes coordinating tight schedules a lot more possible.

Have a department-wide meeting coming up soon?

No worries – check everyone’s calendar at the same time and look for that elusive open space that works for everyone.
Cross-Platform availability: A Shared calendar keeps all teammates on the same page, whether they belong to the same platform or not. Cross-platform availability is excellent for on-the-go teams looking for a flexible solution.
The 7 Best Shared Calendars for Teams

  1. Calendly
    Calendly is often the first to come to mind when thinking about team, auto-syncing, industry-standard calendars.

I mean, it’s even in the name. If you’re talking too quickly and try to say “calendar,” you might accidentally say “Calendly” instead.

(I know – that’s a bit of a stretch haha)

Calendly comes with an automatic scheduling feature that works with your preferred calendar to check your availability. With this shared calendar, you can get rid of back and forth emails while it helps schedule meetings at the same time.

It has various other features such as time zone detection, ability to schedule buffer time between sessions. It is compatible with other apps like GoToMeeting, Salesforce, and Zapier, and it ensures growing over time with your team.

It is available in both, free and paid versions. However, the free version only allows one category, while you can create multiple categories with the paid version.

It can sync with Google Calendar (see below) and helps in personal appointments in Google without updating the schedule on Calendly. It offers various integration extensions such as Outlook, iCloud calendar, and Office 365.

  1. Google Calendar
    It is a shared calendar designed for teams, and it’s easily integrated into almost anything you use. Of course, it integrates most easily with other Google products such as Gmail, Drive, Contacts, and Hangouts.

To provide flexibility to the users, this shared calendar for teams can be used on phones, tablets, and laptops. Undoubtedly, it is considered as the best-shared calendar for teams where you can book all appointments, handy for video meetings as it syncs and integrated with Google Hangouts which enables video conferencing options. One of Google Calendar’s top features is to sync your calendar with all devices and browsers when you’re logged into your Google account.

  1. Taskworld
    Taskworld offers more than just a shared calendar for teams because, while it does have a shared calendar & project timeline view, it also enables you to manage team projects and tasks at the same time.


It displays every bit of a project and helps you track the changes over time.

The main appeal of Taskworld, though, is its incredible ease of use. Almost everyone that tries it immediately boasts about how intuitive the experience is, and how quickly their team gets into it & actually using it.

Although it doesn’t have a free plan, you can easily use Taskworld’s 14 Day Free Trial. It provides shared calendar features altogether with other collaboration tools such as task management, communication, and reporting tools that are important for the crushing deadlines. .

  1. Outlook
    It makes you feel comfortable while using the shared calendar for business purposes. You can share your calendar with team members if you have Outlook or Office 365 account. For specific projects, this shared calendar enables you to create additional calendars and share them with your team members or co-workers.
  2. Teamup
    It helps in simplifying scheduling, communication, and organizing for teams. It also comes in a free and paid version so you can choose according to your business needs. It offers a live demo of the shared calendar for teams, and three-day trials to test out if it’s a good fit.

It is designed for groups and a shared calendar is easy to use. You can share Teamup calendars with your team members securely through direct URL. When it comes to managing an event or holiday for a team, Teamup Calendar is a perfect option for you.

With this calendar, you can create a lot of different categories, and it enables the staff to make their own choices of calendars using ICS feeds. Teamup calendar app is compatible with both Android and iOS.

  1. iCloud
    iCloud calendars are simple to use that can integrate with Apple devices. It enables your team to share information, schedule meetings, and collaborate with ease. This calendar allows you to check daily tasks and projects by toggling your calendar view to “Today.” Straightforward functioning and resemblance to Google’s Calendar make it the popular choice.

It works perfect for the Apple devices, and it loses functionality for Android devices. If your entire team has Apple products, then iCloud Calendar is best that makes your business projects efficient.

All in all, for collaborating with your teams, whether you’re on a sales team, working on team projects with tight deadlines, or just want to sync up with your friends; these shared calendars are your absolute best bet!

Key takeaway
You have to find a solution that fits your business needs.

You know what will work best for you and your team, so try some out, and you’ll quickly know what the best fit is!

team calendar apps

With work-from-home becoming a norm, it’s more critical than ever to manage team availability and workloads. Shared calendar apps can help you stay on top of your team’s schedule.

Remote team members often work across time zones and on flexible schedules. However, a schedule that fits one person may not suit everyone.

For example, normal work hours for you are perhaps play time for someone else. Or, a working day for you could be a public holiday in another country.

Now, as a manager, you could still force a schedule on your team. But think for a moment of the consequences

Best case, this results in burnout. Worst case, you lose a team member.

A shared calendar app is a useful tool to manage team availability and plan work better.

Planning calendar for happy teams
Plan and schedule your team’s work so you can maximize billable hours without overworking or burning anyone out.

Try Toggl Plan for free
In this article, we’ll look at the top shared calendar applications.

Toggl Plan
Toggl Plan is a beautifully simple work planning tool. It comes with all the features you need to manage work — timelines, Kanban boards, custom task workflows, and more.

Toggl Plan shows your team’s projects in timeline view
Shared calendar app features in Toggl Plan
Create unlimited Plan timelines to plan work schedules, public holidays, vacation days, and time-off.
Create unlimited shared timelines to track and adjust your entire team’s schedule. See who’s available and who’s working on what.
Track important deadlines with color-coded milestones.
Zoom-in on a week, month, quarter, or year to get a detailed or a high-level overview of your team’s schedule.
Integrate with popular calendar tools like Google Calendar.
Track time spent on work activities using the Toggl Track integration.
Manage your team on the go with mobile apps.
What does Toggl Plan cost?
Whether you’re a free or a paid user, Toggl Plan comes with an unlimited number of Plan and Team timelines.

Paid plans are very affordable and range from $9 – $15 per user per month. Upgrading to a paid plan gets you better access control and time-tracking.

Teamup is a group calendar app. With Teamup, you can organize teams, schedule work, and manage team availability.

Teamup Shared Calendar
Teamup’s group calendar app features
Organize your people into teams. Create secure calendar access for each individual or team.
Visualize the who’s working on what, across teams.
Avoid back-and-forth emails to check availability with a clear calendar view.
Create and share events either publicly or privately.
What does Teamup cost?
Teamup’s free plan comes with up to 8 calendars.

Paid plans range from $8 – $80 per month. Upgrading to a paid plan gets you more calendars and advanced features, including daily agenda, file uploads, and custom event fields.

Trello is a popular Kanban-based task management tool. However, using the calendar add-on, you can also use Trello as a shared team calendar.

Shared calendar program features in Trello
Create up to 10 shared team boards in the free plan and unlimited boards in paid plans.
Use the free calendar powerup to visualize your work as a shared team calendar.
Set deadlines for calendar tasks. Get visual clues when a deadline is approaching or is overdue.
Zoom-in on a week or a month to get a detailed or a birds-eye overview of your team’s workload.
Generate calendar feeds that you can import into other calendar apps.
How much does Trello cost?
Trello’s free plan comes with up to 10 team Kanban boards plus a free calendar powerup.

Upgrade to a paid plan, if you need more Kanban boards or powerups. Paid plans range from $12.50 – $17.50 per user per month.

Asana is an all-in-one project management tool. You can use the calendar view or the timeline view in Asana to manage your team’s calendar.

Group calendar features in Asana
Create unlimited projects with up to 1000 tasks for free and unlimited tasks when you upgrade to a paid plan.
Visualize team tasks on a calendar or a timeline. Gantt timelines are available in paid plans only.
Sync with other calendar apps including Google Calendar, iCal, and Outlook.
How much does Asana cost?
With Asana’s free plan you can manage unlimited project calendars and up to 1000 tasks. In addition to the list view, you also view tasks in a collaborative calendar view in the free plan.

If you need more tasks or the timeline view, upgrade to a paid plan. Paid plans range from $13.49 – $30.49 per user per month.

Wrike is another project management tool that comes with a calendar view. The Calendars feature in Wrike makes it easy to track and plan work.

Wrike Project Management
Team calendar app features in Wrike
Keep track of specific projects or teams by collating calendars.
Color-code calendar events with status, audience, or channel.
Zoom-in on a month, quarter, or year.
Share calendars real-time internally or with external stakeholders.
How much does Wrike cost?
Wrike’s free plan does not come with shared calendars.

Upgrading to the $24.80 per user per month, Business plan, gets you shared calendars and Gantt chart timelines.

Basecamp is a popular work collaboration tool among creative teams. Along with to-do lists and team messaging, Basecamp also has a Schedule feature to manage important events for your team.

However, Basecamp does not have an easy way to visualize your team’s schedule.

Shared group calendar features in Basecamp
Create a scheduled event for a team project. Make multiple-people responsible for the event.
Add recurring events for activities that repeat regularly.
Send automated notifications for approaching or overdue events.
Synchronize your team’s event schedule with external calendar syncing apps like Google Calendar, iCal, or Outlook.
What does Basecamp cost?
Basecamp has a free personal plan with up to 3 projects and 20 team members. If you need more, upgrade to a paid plan which costs $99 per month for unlimited team members.

Google Calendar For Google Workspace
Google Workspace Calendar is an extension of the basic calendar you get with your Gmail account. The Google Workspace version adds more team scheduling features.

Google Calendar For Google Workspace
Team calendar features in Google Workspace Calendar
Book shared resources such as meeting rooms.
Visualize co-worker schedules in a single calendar to schedule events based on their availability.
Share calendars publicly or with limited access.
Access calendars from all devices, including tablets and smartphones.
What does Google Workspace cost?
Google Workspace Calendar comes along with your Google Workspace subscription. The subscriptions range from $6 – $18 per user per month. You get more storage and better security in the higher plans.

Microsoft Outlook comes as a part of the Microsoft 365 suite of tools. Microsoft 365 is a set of work management tools like Google Workspace. MS Outlook is primarily an email tool. But, it also has a powerful shared calendar.

Microsoft Outlook Calendar
Shared calendar program features in MS Outlook
Group calendars into folders. Share folders with specific individuals, teams, or projects.
Share your availability calendar publicly or with specific teams within your organization.
Capture tasks on the calendar, prioritize them, and track them with Microsoft To-do.
What does Outlook cost?
MS Outlook is a part of the Microsoft 365 suite of tools. The cost of the Microsoft 365 suite with Outlook ranges from $12.50 – $20 per user per month. However, you need an annual commitment to subscribe at this price.

Calendly is a calendar sharing application that helps you book appointments without back-and-forth email communication. Like other tools on this list, Calendly is a shared calendar, however, it’s more popular among solo workers than teams.

Calendly shared calendar app
Calendly’s scheduling features
Schedule one-on-one, round-robin, or group meetings.
Add buffer time before and after meetings.
Improve no-show rates with email and text message reminders.
Avoid the rush by limiting last-minute meetings and setting daily meeting limits.
Automatically schedule meetings based on the attendee time zones.
How much does Calendly cost?
Calendly’s free plan is limited to a single calendar per user.

Paid plans range from $8 – $12 per user per month. Upgrading gets you up to 6 calendars per user and advanced features like SMS text notifications.

If your team is constantly on the move, you might want to consider using a mobile app like TimeTree. This free group app is great for sales teams or on-location customer service teams.

Group calendar app features in TimeTree
Create a shared calendar with your team and have it automatically sync up with individual calendars.
Send reminders to everyone in your team about specific events.
Share notes and to-do lists with your team.
Share events via messaging tools and other social media tools.
Top shared calendar for iPhone, Android, and PC.
What does TimeTree cost?
All of TimeTree’s features are available for free.

How To Choose From The Best Shared Calendar Apps?
So far, we’ve looked at the best calendar apps available today. But which one of these is right for you?

Features to look for in shared calendar apps
Finding the right team calendar app depends on your needs. However, there are a few common criteria you need to consider before investing in a calendar app.

Compatibility with your existing workflow software: The calendar app needs to work well with your existing work management tool. Or, it’ll become too expensive to implement the shared calendar solution.
Ease of use: The shared calendar tool should make scheduling and collaboration easy with minimal upkeep effort. Or, you’ll have to bear the expenses to onboard and train your team.
Cross-platform availability: Depending on your team’s needs, you may need a calendar app that works across devices. For teams that are always on the move, mobile apps work best.
Automatic sync-ups: The shared calendar should automatically sync up with all your team members’ schedules. Keeping this information up to date in real-time is especially critical for mobile teams.
Keep these features in mind before you decide on a shared calendar app. Ideally, you want a tool that takes care of both — day-to-day work management as well as your team calendar.

Consider using Toggl Plan as your shared team calendar
It comes with all the features you need to manage everyday work and keep your team in sync. Plus, it’s intuitive, drag-and-drop interface means your team will actually enjoy using it every day.


Let us know your thoughts in the comment section below.

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