9 Best AI Scheduling Assistants to Free up Your Hours

What do Elon Musk, Jeff Weiner, and Mary Callahan Erdoes have in common?

They all marry the idea of rigorous calendar and schedule management.

Every minute you spend battling the calendar gods is time you could be spending on the real work that matters.

Former LinkedIn CEO Jeff Weiner understood this, which is why he built 30-90 minute buffer periods into his daily schedule to simply process information distraction-free.

Even Mary Callahan Erdoes, CEO of JPMorgan Asset Management, stresses the importance of “calendar management” and owning your schedule.

And you already know how big a fan Elon Musk is when it comes to blocking your time down to a minute.

Now, if you’re visualizing the typical scene about creating daily events/tasks on Google Calendar, then you can do better.

Today, AI scheduling assistants have made it such an easy task to manage your schedules with minimal active efforts.

Sounds pretty great, right?

In this guide, we’re uncovering the 9 best AI scheduling assistants that make this dream a reality.

1. Motion

Motion is an AI-powered productivity assistant that claims to make you up to 137% more productive with its intelligent scheduling capabilities.

It uses a proprietary “Happiness Algorithm” to automatically plan your day, prioritize tasks based on importance and deadlines, and optimize your schedule for the greatest efficiency.

The core idea behind Motion is to cut the time and effort required for manual planning, prioritization, and scheduling.

By connecting to your calendars and understanding your tasks, projects, and preferences, you can create a realistic, optimized daily schedule tailored for you.

In addition to scheduling, Motion also offers comprehensive task and project management features within its unified interface.

You can create tasks, assign due dates, upload files, and even collaborate with team members on shared projects—all while Motion intelligently blocks time in your calendar for focused work sessions.

Key Features of Motion

• AI-powered automated scheduling and prioritization

• Task management with deadlines, reminders, and collaboration

• Project management capabilities for teams

• Calendar syncing with Google, Outlook, and Apple Calendars

• Workload reporting and capacity planning

• Automatic meeting scheduling with booking pages

Pros

• Saves significant time on planning and scheduling

• Helps meet deadlines by focusing on important tasks first

• Promotes better work-life balance with optimized schedules

• Offers collaboration tools for teams in one unified platform

• Integrates with popular calendars and productivity tools

Cons

• Relatively expensive pricing compared to basic task managers

• Potential resistance to handing over scheduling control to AI

• Limited customization options for advanced scheduling needs

Motion Reviews and Ratings

• G2: 4.2/5

• Capterra: 4.3/5

• Apple: 4.4/5

Motion Price and Plans

Motion offers a 7-day trial. The Individual plan starts at $34 per month ($19/month when billed annually).

The Team plan costs $20 per month ($12/member/month on annual billing).

2. Taskade

Taskade is an awesome AI-powered productivity platform that helps teams work smarter and move faster.

It brings all your tasks, notes, documents, and conversations together into one unified workspace.

With Taskade, you can break down large projects into managed tasks and subtasks. The AI assistant then generates dynamic project views like mind maps, task lists, calendars, and more based on those tasks!

A key benefit is that the AI automates repetitive work.

Like if you want to organize a company retreat, Taskade will create templates, checklists, and workflows to streamline the planning.

Taskade also makes collaboration seamless with real-time editing and unlimited shareable links.

With smart features like the AI chatbot and 700+ templates, Taskade enables teams to do more in less time.

Key Features

• Unified workspace for tasks, notes, documents, and conversations
• Dynamic project views (mind maps, task lists, calendars, etc)
• AI automation using templates, checklists, and workflows
• Seamless collaboration with real-time editing and shareable links
• AI chatbot and 700+ templates

Pricing

Taskade comes with a free plan that enables you to create 1 workspace with 1000 AI credits per month, 3 members usage, and 250 MB storage capacity. The pro plan costs $19/month, the Business plan costs $49/month and the Ultimate plan costs $99/month.

3. Sunsama

Sunsama is a daily planning and task management tool to help you achieve a better work-life balance.

It takes a unique approach by guiding you through a daily planning routine, encouraging you to set realistic goals and schedule your tasks accordingly.

Its core functionality revolves around its daily planning process.

Each morning, Sunsama prompts you to list out your tasks for the day, estimate the time required for each task, and schedule them on your calendar through a process called “timeboxing”.

Sunsama integrates with popular productivity apps like Google Calendar, Outlook, Trello, Asana, ClickUp, and Slack, allowing you to pull tasks from these apps directly into Sunsama.

This way, you can consolidate all your tasks and responsibilities in one place, eliminating the need to switch between multiple tools.

At the end of each day, Sunsama encourages you to reflect on your accomplishments and identify areas for improvement.

It also offers a “Daily Shutdown” feature to help you disconnect from work and maintain a healthy work-life balance.

Key Features of Sunsama

• Daily planning routine with task estimation and scheduling

• Integration with popular productivity apps

• Emphasis on work-life balance with daily reflection and shutdown

• Focus mode for distraction-free work sessions

• Weekly planning and goal-setting

• Time tracking and productivity analysis

Pros

• Clean and user-friendly interface

• Encourages intentional planning and work-life balance

• Consolidates multiple productivity tools in a single place

• Promotes reflection and continuous improvement

Cons

• Relatively expensive compared to some alternatives

• Limited customization options

• No offline mode

Sunsama Reviews and Ratings

• Product Hunt: 4.6/5

• Capterra: 4.7/5

• Software Advice: 4.5/5

Sunsama Price and Plans

Sunsama offers a 14-day free trial, allowing you to explore the platform before committing to a paid subscription.

• Monthly Plan: $20 per month

• Annual Plan: $16 per member per month (billed annually)

4. Reclaim AI

Reclaim AI is an intelligent scheduling assistant that optimizes your calendar and improves productivity.

It automates scheduling tasks, syncs calendars across teams, and allocates time for focused work, meetings, breaks, and personal routines.

With Reclaim AI, you connect your calendar, and project management tools (like Asana or Todoist), and share your scheduling preferences.

The AI assistant then gets to work analyzing your calendar events, tasks, and routines to schedule everything in the optimal time slots.

Here’s how it works: Reclaim AI first finds open “Focus Time” slots in your day for heads-down, distraction-free work on important tasks pulled from your to-do lists.

It then intelligently schedules meetings by checking everyone’s availability and – get this – even considers individual preferences like avoiding early mornings or late nights.

For teams, Reclaim AI is a game-changer for collaboration.

The Smart Meetings feature finds times when everyone is free to meet, syncs calendars, and handles all the back-and-forth scheduling for you.

Key Features of Reclaim AI

• Automatic task scheduling based on priorities and due dates

• Smart meeting scheduling with team availability checking

• Focus Time blocking for distraction-free work sessions

• Habit Scheduling for recurring routines like workouts or meditation

• Buffer Time to prevent burnout from back-to-back meetings

• Shared Scheduling Links for easy meeting booking

Pros

• Intuitive user experience with minimal setup

• Saves countless hours on manual schedule management

• Improves focus and productivity with dedicated workblocks

• Promotes better work-life balance by incorporating routines/breaks

• Provides valuable time-use insights to optimize processes

Cons

• Currently no integration with calendar apps besides Google

• Limited customization for complex scheduling rules

• The potential learning curve for AI scheduling for some

Reclaim AI Reviews and Ratings

• G2: 4.8/5

• Product Hunt: 4.9/5

• Mashable: 4.5/5

Reclaim AI Price and Plans

Reclaim AI offers a free Lite plan for individuals with core scheduling features. Paid plans provide additional collaboration tools, integrations, and support:

• Starter: $10 per member/month (up to 10 users)

• Business: $15 per user/month (up to 100 users)

Annual subscriptions receive a discount. Special pricing is also available for educational institutions (50% off), non-profits (20% off), and startups (20% off).

Reclaim AI offers a 14-day free trial on paid plans.

5. Clockwise

Meet Clockwise uses machine learning to analyze your calendar, preferences, and work patterns, then schedules meetings and blocks off time for uninterrupted focus.

Here’s how Clockwise works:

You connect it to your calendar (Google, Outlook, you name it), and let it learn your scheduling quirks.

It’ll pick up on when you’re most productive, how much focus time you need, and even your favorite meeting times.

Then, Clockwise will start optimizing your schedule.

Clockwise checks everyone’s calendars and availability across time zones to land on the perfect slot. It’ll even move those flexible events around to clear a path for uninterrupted focus blocks.

But wait, there’s more!

Clockwise integrates with your favorite tools like Slack and Asana.

During the focus hours, it can mute notifications and set you as “Do Not Disturb” to cut distractions.

Key Features of Clockwise

• AI scheduling based on your preferences and patterns

• Automatic meeting coordination across teams

• Blocking of distraction-free focus time

• Integrations with Slack, Asana, and other productivity apps

• Customizable settings to match your work style

• Time usage analytics to spot productivity trends

Pros

• Saves hours of scheduling headaches

• Creates more focused, sustainable workdays

• Facilitates seamless team collaboration

• Customizable to individual and team needs

• Integrates with existing calendar and work apps

Cons

• Limited manual override on certain scheduling decisions

• Requires sharing calendar data with a third-party

• The learning curve for personalized scheduling

Clockwise Reviews and Ratings

• G2: 4.8/5

• Product Hunt: 4.7/5

• Capterra: 4.6/5

Clockwise Price and Plans

Clockwise comes with a free plan. The Teams plan costs $6.75 per user/month (annual billing). Moreover, the Business plan costs $11.50 per user/month (annual).

The free plan is great for getting a taste, but the paid tiers unlock premium features like team scheduling, admin controls, and productivity insights.

6. Akiflow

Akiflow consolidates all your to-do lists, tasks, and calendar events into a centralized hub, saving you from the hassle of context-switching between different apps.

It is a comprehensive task management and calendar app to help you take control of your day.

Akiflow integrates with popular productivity tools like Todoist, ClickUp, Gmail, Notion, and more, allowing you to access all your tasks and events in one place.

However, Akiflow goes beyond mere consolidation—it equips you with intelligent features that optimize your schedule and help you stay on top of your commitments.

One of Akiflow’s standout features is time blocking.

You can easily create dedicated time slots for specific activities, such as product reviews or customer support, and assign tasks to those slots.

Akiflow also excels at facilitating seamless collaboration and coordination.

With the “Share Your Schedule” feature, you can quickly share your availability with colleagues or clients, streamlining the process of finding mutually convenient meeting times.

Key Features of Akiflow

• Offline accessibility

• All-in-one integration with popular productivity apps

• Visual time blocking and calendar scheduling

• Share your schedule for efficient meeting planning

• Command Bar and Keyboard Shortcuts for quick task management

Pros

• User-friendly interface and navigation

• Consolidates tasks and calendars from multiple sources into one platform

• Efficient time blocking and scheduling capabilities

• Seamless integration with popular productivity tools

• Excellent customer support and personalized onboarding

Cons

• Primarily designed for individual use, may not be suitable for large teams

• Limited advanced project management features compared to dedicated tools

• The steep learning curve for some users

Akiflow Reviews and Ratings

Product Hunt: 4.9/5

Capterra: 4.8/5

G2: 5/5

Akiflow Price and Plans

Akiflow lets you try the paid plan for 7 days. Below are the paid plan options it further offers:

• Monthly Premium Plan: $34 per month

• Yearly Premium Plan: $19 per month (billed annually, 44% savings)

Akiflow also offers discounts for students.

7. Scheduler AI

Scheduler AI is your personal AI scheduling assistant.

It uses natural language processing to understand scheduling requests, analyzes everyone’s calendars, and proposes optimal times – saving you from the endless email ping-pong.

But that’s where it has just begun.

Scheduler AI integrates with your existing calendars, communication apps (email, Slack, etc.), and even website forms to provide a seamless scheduling experience across all platforms.

The real miracle happens with how it prioritizes and handles leads.

Scheduler AI analyzes the sentiment behind scheduling requests to identify hot leads and automatically books meetings with them first (so cool).

And if someone misses an appointment, it’ll instantly reschedule and send reminders to improve show rates.

Key Features of Scheduler AI

• Natural language processing (NLP) for scheduling requests

• Intelligent availability suggestions and automated scheduling

• Calendar integration (Google, Outlook, etc.) and real-time sync

• Sentiment analysis for lead prioritization and instant booking

• Automated rescheduling and reminder notifications

• Cross-platform support (email, Slack, websites, forms)

Pros

• Saves significant time by automating scheduling workflows

• Eliminates manual efforts and reduces errors/conflicts

• Increases show rates with reminders and rescheduling

• Seamless cross-platform experience for all stakeholders

Cons

• May require some initial configuration for optimal use

• Dependence on AI algorithms, which aren’t always perfect

• Limited user reviews/ratings as it’s a relatively new offering

Scheduler AI Price and Plans

Scheduler AI offers a demo video before you can choose the right paid plan for yourself.

The premium plan (they call it Solo-Scheduler Assistant) costs $49 per member/month.

It costs $39 per month if you go ahead with the yearly billing.

8. Sidekick AI

Sidekick AI leverages natural language processing and machine learning algorithms to intelligently automate various aspects of the scheduling process.

You can interact with the AI assistant in multiple ways to schedule meetings effortlessly.

One option is to create custom scheduling pages that display your availability.

You can then share these pages with others, allowing them to self-schedule meetings at convenient times for everyone involved.

Or, you can simply forward emails to Sidekick AI, and it will analyze the context and automatically schedule the requested meeting based on your availability.

Sidekick AI also offers a feature called “Sidekick Scheduling,” where you can use natural language commands to instantly book meetings with other Sidekick members without the need for back-and-forth communication.

For teams, Sidekick AI provides dedicated Team Pages, enabling seamless coordination of meetings across multiple team members’ calendars.

Another awesome feature is its ability to integrate with popular calendars and video conferencing tools.

You can connect your Google Calendar, Outlook, or Microsoft 365 account, ensuring that your scheduled meetings are automatically synced across platforms.

Additionally, Sidekick AI integrates with Zoom, Google Meet, Skype, and Microsoft Teams, making it easy to set up video conferencing for your scheduled meetings.

Key Features of Sidekick AI

• Schedule meetings by simply forwarding emails to Sidekick AI

• Use natural language commands for instant meeting booking

• Coordinate meetings with team members through Team Pages

• Customize scheduling pages with your company’s branding

• Receive automated reminders for upcoming meetings

• Access data and insights on scheduled meetings

• Calendar and video conferencing integration

Pros

• Multiple scheduling options cater to different preferences and use cases

• Automated scheduling reduces the back-and-forth communication typically involved

Cons

• Some members desire more integration with CRM and marketing automation software

• Additional requests for more comprehensive analytics and reporting features

Sidekick AI Reviews and Ratings

• G2: 4.9/5

Sidekick AI Price and Plans

Sidekick AI offers a Hero Plan which is free to use forever. It includes 1 connected source, 3 scheduling pages, and basic scheduling features.

The Superhero Plan costs $5/month, with unlimited sources and calendars, team scheduling, meeting stats, and more.

9. Clara

Clara is an AI-powered beautiful scheduling assistant that coordinates meetings through automation. It is literally your virtual assistant.

Here’s how Clara works:

You simply CC Clara on an email thread where you’re discussing scheduling a meeting.

Clara will then take over, analyzing the context and understanding the scheduling requirements.

It will check everyone’s calendar availability and suggest optimal meeting times based on preferences like buffer times, preferred meeting channels, and time zones.

Once the participants agree on a time, Clara will send out calendar invites and handle any follow-ups, reminders, or rescheduling needed.

This hands-off approach saves you from the endless cycle of “Does this time work for you?” emails.

Key Features of Clara

• Natural language processing for contextual understanding

• Smart scheduling suggestions based on calendar availability

• Automatic calendar invites and meeting management

• Learning individual preferences over time

• Handling time zones and preferred meeting types

Pros

• Significant time savings from automated scheduling

• Natural email communication makes Clara feel human-like

• Adapts to individual preferences for smarter recommendations

• Seamless integration with email, calendars, and meeting tools

Cons

• Limited customization options for advanced use cases

• The potential learning curve for fully optimized usage

Clara Reviews and Ratings

• Product Hunt: 5/5

• G2: 4.5/5

Clara Price and Plans

Clara is still in beta so you can join their waitlist and get approved to use it as soon as possible.

Concluding The Best AI Scheduling Assistants

Scheduling is a soul-sucking chore that we all dread.

The constant back-and-forth, the confusion over time zones, the struggle to find a slot that works for everyone – oh man!

But hey, we live in the age of AI!

The tools covered in this guide completely automate and optimize the entire scheduling process for you.

No more battling your calendar.

No more missed appointments.

And no more, wait for it, double bookings.

So don’t wait any longer.

Optimize your schedule, unlock your full potential, and never get bogged down by the calendar grind again!