15 Best Work Schedule Management Tools and Software

Work scheduling apps are productivity tools that manage your personal and team calendars.

They help you organize your work life so that you can plan your upcoming tasks and meetings better.

Whether you are an independent professional, team lead, or entrepreneur, you can use these apps to optimize your work calendar.

What is a Work Scheduling App and What Tools Are Best For You?

Work scheduling apps are desktop and cloud software products that deliver calendar and time management features.

They are built for both individuals and employees, offering reminders, trackers, and organizing tools.

Top Features to Look for In a Scheduling App;

• Calendar integration.
• Time boxing.
• Team collaboration.
• Task management.

Let’s explore the 15 best work scheduling software products. I have covered organizers, planners, project management, and meeting scheduling tools.

1. Sunsama

Sunsama is a daily planner app. You can use it to sync your calendars and build a proper work routine.

The app has a simple drag-and-drop functionality and timeboxing features for easy scheduling. You can create quick tasks and drag them to your calendar to reserve time slots.

If most of your work planning is communicated via emails, you can connect your Gmail and Slack accounts and import emails and messages. Sunsama automatically converts them into tasks, allowing you to manage priority jobs from your smartphone.

Other notable functions of Sunsama are focus mode, auto-scheduling, and analytics.

Core Features

• Digital planner.
• Emails into tasks.
• Timeboxing.
• Calendar syncing.
• Auto-scheduling.
• Focus mode.
• Analytics.
• Integration.
• Desktop and mobile app.

Price

Sunsama’s subscription costs $20. You can take a 14-day free trial.

2. Reclaim

Reclaim allows you to manage tasks, meetings, habits, and billable hours. The platform is AI-powered and comes with smart features.

You can sync your personal and work calendars to distribute your time and reserve slots for breaks and important tasks.

If you find your daily routine challenging, you can set your preferences and automatically schedule and reschedule skipped activities.

Reclaim also has similar features for meetings. You can set your calendar on autopilot and let the app find the best time for meetings.

Core Features

• Smart planner.
• Calendar.
• Auto-scheduling.
• Task, time, and habit tracker.
• Time blocking.
• AI-powered.
• Automation.
• Analytics.
• Integration.

Price

Reclaim charges $8 to $12 per month. The basic plan is free.

3. Motion

Motion is a good alternative to Reclaim. It also automatically fills your work schedule based on your preferences.

You can use Motion as your task manager, meeting assistant, and a smart calendar.

You can set recurring tasks on auto and get rescheduling alerts if you are overwhelmed with work. To avoid overcommitting, you can add your working hours and set up burnout alerts.

For meetings, you can create a limit and let Motion build a schedule for you. You can integrate Zoom or Google Meet into your calendar and share availability with others.

Core Features

• Calendar syncing.
• Task and project management.
• Auto-scheduling.
• Time blocking.
• Team collaboration.
• AI-powered.
• Alerts.
• Integration.

Price

Motion’s individual plan costs $19 and the team plan costs $12. You can try it for free.

4. Morgen

Morgen is designed specifically for project managers. It delivers to-do lists, scheduling, and time management tools in a desktop app.

You can sync all your calendars to centralize your schedules, and automatically reserve slots for work. With time zones, availability links, and Zoom options, you can manage virtual meetings with remote teams.

For task management, Morgen provides to-do lists and time-blocking features. You can drag your tasks to your calendar and set notifications as reminders.

You can easily tailor your schedule via Morgen assistant, and also set your team calendar on autopilot.

Core Features

• Calendar syncing.
• Task manager.
• Time boxing.
• Meeting scheduling.
• Team collaboration.
• Notifications.
• AI capabilities.
• Desktop and mobile app.

Price

Morgen charges $15 per month. You can create a free account.

5. Notion

 Notion is a versatile tool. It can be used as a work planner, a task manager, a collaborative space, and even a personal journal.

You can easily plan your and your team’s work schedule via Notion and keep track of everything. It has a built-in availability management feature to send booking links and conduct meetings.

You can connect multiple calendars and work with different time zones and languages. Using filters and time-blocking tools, you can hide irrelevant entries and focus on priority events.

The app is extremely flexible and supports third-party integrations.

Core Feature

• Work calendar.
• Kanban boards.
• Wiki docs.
• AI capabilities.
• Time blocking.
• Global coverage.
• Integrations.
• Mobile apps.

Price

You can get started on Notion for free. Its premium subscription costs $10 to $15.

6. Toggl

Toggl is perfect for those who want to manage their work time efficiently. It’s a timer app that offers tracking tools to freelancers, professionals, and teams.

You can add Toggl to multiple devices and record your time online and offline. If you work independently, you can estimate your project time and set up alerts. You can import recorded time entries to your Outlook and Google calendar.

You’ll also get an online schedule maker to plan your day and week. It comes with color codes for identification and a recurring tool for repeated tasks.

Toggl provides several templates to help you get started.

Core Features

• Time tracker.
• Scheduler.
• Templates.
• Project management.
• Calendar syncing.
• Unified view.
• Team collaboration.
• Multi-device support.

Price

Toggl charges $10 to $20 for its tracking product and $9 to $15 for its scheduler. You can try its timer for free.

7. Calendly

Calendly is built for service-based businesses. If you are an independent professional and offer specific services, you can manage your work calendar via this tool.

Core capabilities of Calendly are appointment booking, availability management, automatic notifications, and payment integration.  You can handle everything, from scheduling and follow-ups to updates and feedback.

If you have a website, you can embed Calendly into your landing page. You can customize the look to add your own branding.

There’s also an option for teams. You can delegate workflows and control permissions.

Calendly is available for desktop, web, and mobile.

Core Features

• Calendar syncing.
• Appointment booking.
• Availability sharing.
• Automation.
• Payment integration.
• Website embeds.
• Team collaboration.
• Mobile apps and browser extensions.

Price

You can try Calendly for free. Its paid subscriptions cost $10 to $16.

8. TickTick

TickTick is extremely rich in features. It has everything you need to optimize your work schedule.

You can get started for free and download it on your desktop and mobile phone. You’ll be able to create to-do lists and add voice and text tasks.

For reminders, you’ll receive flexible options. You can add time duration to your tasks and set both recurring and specific reminders.

There’s also an option for email import. You can convert important emails into tasks and activate multiple alerts.

Widgets are available for both iPhone and Android users.

Core Features

• Calendar.
• To-do lists.
• Task creation.
• Reminders.
• Email into tasks.
• Screen widgets.
• Pomo timer and white noise.
• Team collaboration.
• Extensions
• Integration.

Price

TickTick charges $3 for its premium features.

9. EverNote

EverNote is one of the best work organizers. You can use it to save quick notes and track your tasks.

Some of the things you can do with EverNote include task creation, calendar management, and offline notes. You can keep documents, receipts, and images with your notes and tag them to organize your files.

To schedule tasks, you can add deadlines and reminders. You’ll get team space and Slack integration to connect with others.

EverNote has some smart features as well. For example, you can edit your content with AI and find relevant notes quickly with an AI search filter.

Core Features

• Online and offline notes.
• Task creation.
• Calendar syncing.
• Due dates and reminders.
• Team collaboration.
• AI editor.
• Advanced search.
• Integration.
• Multi-device support.

Price

EverNote prices range between $15 and $25. The basic plan is free.

10. My Daily Planner

My Daily Planner is an Android app. It offers essential task management features to help you schedule your work calendar.

You can organize your daily tasks in simple to-do lists and set due dates with reminders. You can add one-time and recurring tasks, and use voice input for quick creation.

You can also add long-term work projects to track progress.

You don’t need to be online all the time to access the app. It works fine both online and offline.

Overall, it’s perfect for those who need something simple to manage their work schedule.

Core Features

• To-do lists.
• Calendar.
• Recurring tasks.
• Due dates and reminders.
• Tracking.
• Offline mode.
• Dark theme.
• Phone and tablet versions.

Price

You can download it for free. It charges a minimal amount for premium features.

11. Time Planner

Time Planner helps you build up a healthy work routine. If you struggle to manage your time, you can use it to optimize your day.

You’ll receive basic icons for tagging and reminders to keep you on track. You will be able to plan everything on your calendar, including your commute timing.

A visually appealing schedule is included for good organization. You can color code your tasks and see your month’s activities. Both calendar and list views are available.

Core Features

• To-do list.
• Scheduling.
• Task management.
• Calendar.
• Icons.
• Reminders.
• Statistics.
• Mobile app.

Price

Time Planner is free and charges for in-app purchases.

12. OneCal

 OneCal lets you manage all your calendars from one place. It has integration and scheduling capabilities, making it easier to block time and book meetings.

You can add up to 50 calendars to one account and make real-time changes to all. For meetings, you can generate booking links and share your availability.

You can invite team members to your account and make collective bookings. OneCal checks the availability of invited members and arranges meetings.

Core Features

• Outlook and Google Calendar syncing and viewing.
• Team invitation.
• Availability management.
• Individual and collective booking.
• Real-time updates.
• Customization.
• Multi-device support.

Price

OneCal subscriptions range between $5 and $30. For the team, you may have to pay extra.

You can try OnCal for free.

13. Trello

Trello is perfect for project-based work.  It allows you to plan your project schedule and assign work to your team.

You’ll receive Kanban boards, checklists, and calendar views to build and monitor your team’s schedule. Using conditions and automation, you can create your workflows and keep track of your team’s activities.

You can use Trello for your own projects as well. You can create to-do lists and add due dates to meet daily goals. For reference, you can attach files and photos.

Trello has both desktop and mobile versions.

Core Features

• To-do lists.
• Kanban boards.
• Calendar view.
• Automation.
• Due dates and reminders.
• Team collaboration.
• Integration.
• Multi-device support.

Price

Trello is free to download.

14. Asana

Asana is another good option for work projects. You can break down your project into tasks and create a timeline for your team.

The app shows scheduled tasks in different formats, including a calendar, and provides an inbox for updates. You can estimate your project duration and add deadlines to measure your team’s progress.

There’s no limit on the task creation, and you can also integrate a time tracker to compare actual time with the estimated deadline. You’ll receive a reporting dashboard to plan your schedule based on your expected workload.

Core Features

• Project management.
• Calendar view.
• Task scheduling.
• Time tracker.
• Reporting dashboard.
• Workload management.
• Team collaboration.
• Integrations.
• Mobile apps.

Price

Asana’s prices start from $11. The basic plan is free.

15. ClockWise

 ClockWise is an AI-powered scheduling tool. It checks your calendars and blocks your time based on your work pattern.

You can sync your Google and Microsoft calendars with ClockWise and set parameters for work. The app reserves slots for lunch breaks, priority tasks, commune, and meetings. You can also integrate your personal calendar to leave space for personal chores.

Plenty of other built-in features are also available. For instance, you can schedule focus time for long jobs and set up alerts as reminders.

Core Features

• AI scheduler.
• Calendar syncing.
• Color codes.
• Focus time.
• Availability management.
• Team collaboration.
• Reporting.
• Integrations.

Price

ClockWise’s basic plan is free, and paid plans cost $7 to $12.

Conclusion

Work scheduling is an umbrella term.

A wide range of productivity apps have timeboxing capabilities, and most support popular third-party calendars.

Shortlist apps based on your work requirements.

For instance, if you struggle with your personal work calendar, apps like Sunsama are ideal for you. If you attend an overwhelming number of meetings, Motion and OneCal are the best options.

Go ahead and explore the listed apps for comparison. Good luck