10 Of The Best Shared Calendar Apps For Professionals

Indeed Editorial Team

Updated 30 September 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Professionals often look for online meeting platforms that can help them save time, plan daily tasks, coordinate efficiently and improve productivity. A shared calendar is one such effective tool that can help you organise your work day. Learning about modern calendar apps can help you select the one that may allow you to manage multiple activities and effectively utilise your time to complete all necessary tasks. In this article, we provide a list of ten of the best shared calendar apps for professionals and outline some common features of these tools.

Common Features Of The Best Shared Calendar Apps

Here are some common features that the best shared calendar apps for professionals typically include:

Ease of use

Try to select an app that is user-friendly and intuitive. Ensure that all your team members are able to use it by themselves with minimal navigation and maintenance. Make sure the app can automate repetitive tasks and has a low technical threshold so that your team can start using it faster.

Integration with multiple platforms

As a professional, you typically require a shared calendar app that integrates necessary business and communication tools. Choose an application that integrates with common virtual meeting platforms. This may offer better opportunities for video conferencing, messaging, presenting and screen sharing.

Shortcuts and customisation options

A shared calendar app typically enables you to create shortcuts and customise meetings. It can help you check team members' availabilities, create multiple calendars for work projects or family events, automatically send and receive reminders and customise the time and duration of meetings. This means it can effectively replace a physical calendar.

Simple scheduling tools

The primary purpose of any shared calendar app is scheduling. Choose an app that can help you schedule meetings in a simple manner. You can also look for other tools that offer location-based reminders and multiple calendar integrations.

Automatic syncing

Automatic calendar syncing can save you time by automatically transferring data and backing it up to the cloud. Therefore, it is important that your app automatically syncs event-related changes with your email account, including meeting schedules, timing, platforms and notes. Most shared calendar apps offer automatic syncing abilities, but it can be useful to confirm that before purchasing one.

Cross-platform availability

Cross-platform apps allow you to use your calendars on multiple devices. It can ensure that all your team members receive the same information, even if they use different platforms. This may be a good feature for professionals looking for flexible meeting solutions.

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10 Of The Best Shared Calendar Apps For Professionals

There are several shared calendar apps that can be valuable for businesses. It may be best to pick the one that has maximum features, free support, multiple platform integrations and minimum maintenance. Here is a list of ten of the most user-friendly shared calendar apps with their distinctive interfaces and features:

1. Google Calendar

Google Calendar is one of the best shared calendar apps that can allow you to schedule meetings, appointments and video conferences. It is usually suitable for teams and can integrate seamlessly with G-suite products like Gmail, Google Drive, Contacts and Google Hangouts. It can also sync your calendars with all the devices and browsers you log into with your Google account.

Some of the top features of Google Calendar include easy booking of meeting rooms and conference equipment, reminders of meeting times and shared calendars with universal access. The Google Workplace version adds more advanced team functionalities that can facilitate better coordination. This includes checking team members' availability and layering calendars, which can allow you to see everyone's schedules at once.

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2. Microsoft Outlook

Microsoft Outlook serves business purposes and can fully integrate with email, contacts and other features. It enables you to create dedicated calendar folders for different projects and team members. It usually works well as both a shared and individual calendar app. It also offers all the apps' modern and digital features like colour-coded sub-calendars and automated reminders.

You can share your entire calendar even with people outside the organisation you work at and allow them to make changes to your scheduled events, meetings and appointments. Outlook also allows you to link your calendars on Microsoft SharePoint sites and send them to anyone through email.

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3. Calendly

Calendly is a popular, all-inclusive calendar app that is easy to set up. You just add your availability, and it creates your personalised calendar that your team members can access through a link to choose a time slot for a meeting. The app offers outstanding features, such as time zone detection, a buffer schedule between two sessions and compatibility with apps like GoToMeeting and Zapier.

It can also sync with Google Calendar and let you schedule personal appointments on Google without updating them on Calendly. The app is available in both paid and free versions. It allows you to schedule training sessions, panel interviews and group meetings.

4. iCloud Calendar

The iCloud calendar may be a convenient option for you if your team uses Apple products. This tool easily integrates with Apple devices like iPhone, MacBook and iPad. You can quickly check your daily tasks and meetings by changing your calendar view to ‘Today'. Features like straightforward functioning and resemblance to Google Calendar may make it a popular choice. If you're using a non-Apple device, a different app might be more functional.

5. Taskworld

With Taskworld, you can manage all your projects and daily tasks simultaneously. The app not only schedules meetings for you but also displays every project detail and helps you track changes over time. Although it doesn't have a free plan, you can use its 14-day free trial, which provides features like task management, communication and reporting tools.

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6. Teamup

Teamup is available for desktop computers, iPhones and Android devices. One of the unique features of this app is its flexibility. Sub-calendars are customisable, and the admin can group them by team, work function, status and more. The admin can also customise access for different users. Since Teamup has ten calendar views along with an agenda and scheduler view, you can easily configure meetings according to scheduled management needs. It may be a perfect choice if you're looking for a tool that offers exclusively shared calendar features.

7. Asana

With Asana, you can see your projects and daily tasks on the calendar and manage your workload, deadlines and time accordingly. Asana is more than just a shared calendar that offers advanced features like collaboration tools, reporting tools and management features. It can also integrate with Microsoft suites like Team, Outlook, OneDrive and Office 365. You can connect this app to your Google Drive by logging into your Google account and adding tasks from any web page in Google Chrome to Asana.

8. Fantastical

Fantastical may be a great calendar app for Apple users. It has a user-friendly interface with smooth navigation, extra features and intellectual suggestions. It can bring all your tasks, events and meetings to one place. The app is available for iOS, macOS and watchOS. It has a free version, but you may want to buy the paid one to fully benefit from its features. It also has an innovative functionality, 'Interesting Calendar', that can sync external calendars depending on your requirements.

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9. Any.do

If you want to improve productivity for your team, Any.do might be a good option for you. It offers customised themes, a fast and sleek interface and a wide range of supported devices. The app has several productivity tools like a to-do list, daily planner, reminders and grocery lists. It integrates with iCloud, Outlook and Google Calendar and is available on Android, iOS, iPad, macOS, watchOS and Wear OS. Any.do is free by default but has a paid version with advanced recurring reminders, WhatsApp reminders, customised themes, location reminders, unlimited daily planners and colour tags.

10. Toggl Plan

Toggl Plan offers team timelines, Zoom meeting levels, a sharing timeline and project roadmaps, which can make it easy to collaborate with team members and business partners. With a free plan, you can work with up to five people. The paid plan allows you to team up with 10 people. It offers additional features like an annual view, custom colours and project roadmaps. You can consider it a visual resource for planning, managing and scheduling business activities.

Please note that none of the companies, institutions or organisations mentioned in this article are associated with Indeed.

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