Meetings are a common challenge for modern teams and leaders. They often overlap, create information overload and leave behind numerous follow-up tasks. Today’s AI-powered tools can take over part of this workload, helping teams focus on more strategic priorities.
In this article, we present a selection of tools designed to support planning and automate routine tasks, making meetings more effective and less time-consuming.
What types of calendars are used in business?
When it comes to business tools for scheduling, there’s no one-size-fits-all solution. Each type of calendar serves a unique purpose, helping teams stay organized and productive in different ways. Here’s a quick overview of the main types you’ll find in business settings:
Calendars with productivity integrations
Some calendars are built to do more than just manage your time, they help you manage your work. These tools connect directly with project management software, CRMs, and team messaging apps, allowing you to see tasks, deadlines, and meetings in one unified view. This kind of integration reduces app switching and makes it easier to stay focused on priorities. Here are two options that fit this approach:
Sunsama
Sunsama is a daily planner that combines your calendar with task management. Sunsama lets you pull in tasks from tools like Asana, Trello, Jira, and email, then drag those tasks directly onto your calendar. You can plan your day with a clear overview of both meetings and to-dos, making it easier to stay aligned with your goals.
Key features:
Unified daily planner: Combines tasks and calendar in one view, helping you structure your day hour by hour.
Drag-and-drop task scheduling: Plan your day visually by dragging tasks into your calendar timeline.
Workload balancing: Helps you plan a sustainable workload by estimating time and limiting overbooking.
Task carryover: Automatically carries over incomplete tasks to the following day to ensure nothing is overlooked.
Focus mode: Blocks distractions and shows only what’s next to keep your attention on a single task at a time.
Manual timeboxing: Lets you define how long you want to work on a task, then schedules it directly in your calendar.
Daily shutdown ritual: Encourages reflection on what was accomplished and helps you plan tomorrow’s priorities.
Cross-platform calendar support: Works with both Google Calendar and Outlook, keeping everything in sync.
ClickUp calendar (part of a larger productivity suite)
ClickUp’s calendar is one view within a larger project management platform. Unlike standalone calendars, it’s tightly integrated with ClickUp’s tasks, docs, goals, and timelines. This makes it a good fit for teams who already use ClickUp to manage work and want to visualize everything in a calendar format. You can track tasks by due date, plan sprints, or coordinate across departments, all within the same workspace.
Key features
Task-linked scheduling: Calendar events are directly tied to ClickUp tasks, with live updates on status, assignees, and due dates.
Multiple calendar views: Switch between daily, weekly, monthly, or timeline views to see what’s coming up and who’s doing what.
Drag-and-drop task rescheduling: Quickly reschedule tasks by dragging them to new dates on the calendar.
Calendar filters: Filter events by assignee, status, priority, or tag to reduce noise and stay focused.
Two-way sync with Google Calendar and Outlook: Keep ClickUp and your external calendar in sync — updates reflect both ways.
Team collaboration: Share calendars with team members to align on deadlines and scheduling without extra meetings.
Recurring tasks and events: Set up recurring tasks right from the calendar view to automate routine work.
Custom color coding: Use colors to categorize tasks, making your calendar easier to scan at a glance.
Integrated time tracking: Track how long tasks actually take, directly from your calendar view.
Smart calendars go beyond time slots and reminders. They learn your work patterns, suggest optimal meeting times, automate scheduling preferences and tasks, and even turn raw information into clear action items.
Reclaim.ai
Reclaim is an AI calendar app built to protect your time and automate daily scheduling. It’s designed for people managing meetings, work, habits, and personal commitments, especially across fast-paced teams. Reclaim uses AI to create flexible time blocks, automatically rearranging tasks and events based on your priorities.
Key features
AI-powered time blocking: Automatically finds the best time for tasks, meetings, and habits, and then adjusts them based on changing priorities or availability.
Smart meeting scheduling: Lets others book time with you, but only in slots that protect your focus time and personal boundaries.
Priority-based task scheduling: You set the priority and Reclaim finds the time. Higher-priority tasks get scheduled earlier and protected from interruptions.
Habit scheduling: Automates recurring personal or professional habits like “daily planning” or “30-minute walk” so they stay on your calendar, not your to-do list.
Focus time protection: Automatically reserves time for deep work, reschedules it when needed, and makes sure it doesn’t get overwritten by meetings.
Shared calendar syncing: Syncs across multiple calendars so your availability reflects your real commitments to avoid double booking.
Buffer time management: Automatically inserts buffer time before and after meetings to help you reset, prep, or wrap up.
Personal calendar privacy controls: Keeps your personal calendar events private while still blocking off time on your work calendar.
Google calendar integration: Built directly for Google Calendar users so there's no need to switch tools or learn a new platform.
Motion
Motion combines task management, project planning, and calendar automation into one tool. It uses AI to plan your day automatically, scheduling tasks, meetings, and deadlines based on urgency and availability. Unlike typical calendars, Motion actively reshuffles your schedule throughout the day as things change.
Key features
AI daily planner: Automatically plans your workday by arranging meetings, tasks, and deadlines based on your goals and time limits.
Real-time task reprioritization: If a task runs long or a meeting pops up, Motion adjusts your schedule without you lifting a finger.
Project and task management: Built-in Kanban-style task manager for organizing and assigning tasks across projects or teams.
Calendar and task syncing: Tasks and calendar events live in one place with no toggling between tools.
Meeting scheduler: Book meetings without back-and-forth emails. Motion only shows times that fit your priorities.
Team collaboration tools: Share projects, assign work, and track deadlines—all while AI handles the day-to-day time management.
Focus time blocking: Reserves time for uninterrupted work and keeps it protected from meetings.
Personalized productivity insights: Learn how you spend your time, what slows you down, and how to improve your schedule.
Clockwise
Clockwise is an AI-powered scheduling assistant that helps teams create more focus time. It integrates with Google Calendar to automatically move meetings, protect heads-down time, and resolve calendar conflicts. Clockwise is especially helpful for teams that are spread across time zones, giving everyone more control over their day without micromanaging their schedules.
Key features
AI meeting optimization: Automatically moves flexible meetings to the best times for focus without manual coordination.
Focus time creation: Identifies and protects long blocks of uninterrupted time.
Smart calendar conflict resolution: Resolves overlaps and double bookings.
Team calendar coordination: Balances individual preferences and team needs which is helpful for distributed teams.
Personal and work calendar syncing: Keeps your availability in sync across calendars, protecting personal time.
Meeting scheduler tool: Lets others book time with you, while handling the logistics and protecting your work blocks.
Analytics and insights: Tracks how much focus time you get, how meetings impact your schedule, and where you can improve.
Slack integration: Automatically updates your Slack status based on your calendar with no manual updates needed.
Google calendar only: Built specifically for Google Calendar users.
Traditional digital calendars as scheduling assistants
These calendars are the default tools for most professionals. They’re simple, familiar, and built into larger productivity ecosystems like Google Workspace, Microsoft 365, and Apple’s ecosystem. While they don’t offer advanced AI or task automation, they cover the basics well like scheduling events, sending invites, and syncing across devices.
Google Calendar
Google Calendar is a widely used digital calendar tool that comes with every Google Workspace account. It’s known for its clean interface, real-time syncing, and ease of collaboration. It integrates with Gmail, Google Meet, and other Google services, making it a natural choice for teams that rely on Google's ecosystem.
Key features
Multiple calendar support: Create separate calendars for work, personal life, and shared team activities.
Event invitations: Invite others to events and track responses in real time.
Integration with Google Meet: Add video conferencing links to events with a single click.
Color coding for events: Assign colors to different types of events to make your schedule easier to read.
Shared calendars: Let teams view and coordinate schedules by sharing access to specific calendars.
Recurring event scheduling: Set events to repeat on custom schedules to avoid manual re-entry.
Mobile and desktop syncing: Access and edit your calendar from any device with automatic syncing.
Event reminders and notifications: Get alerts before meetings via email or push notifications.
Time zone management: Display events in different time zones for global team coordination.
Mobile offline access: View and edit your schedule even without an internet connection
Microsoft Outlook Calendar
Microsoft Outlook Calendar is built into the Office 365 suite, making it the default choice for organizations using Microsoft's productivity tools. It combines email and calendar functionality in one interface, which helps reduce app switching throughout the day. It’s designed for business users who manage a high volume of meetings and need features that support coordination, availability tracking, and cross-time zone scheduling.
Key features
Calendar and email integration: Automatically creates calendar events from emails and meeting invites.
Scheduling assistant: Helps find time slots when all meeting participants are available.
Shared team calendars: View and manage other users’ calendars to coordinate schedules across departments.
Time zone support: Allows you to view and schedule across multiple time zones.
Recurring events with custom rules: Create flexible recurring meetings with advanced customization.
Event categories and colors: Use labels to organize and filter events by type or priority.
Built-in Microsoft Teams integration: Add Teams links directly to calendar invites for easy video meetings.
Reminder notifications: Set custom reminders for each event to stay on track.
Offline access: View and manage your calendar even when you're not connected to the internet.
Apple Calendar
Apple Calendar is designed for businesses and individuals already invested in the Apple ecosystem. It syncs effortlessly across Mac, iPhone, and iPad devices, making it ideal for teams that use Apple hardware. The calendar focuses on clean design and intuitive functionality, though it works best when everyone in your organization uses Apple devices.
Key features
iCloud syncing across devices: Automatically updates your calendar across iPhone, iPad, Mac, and Apple Watch.
Natural language event creation: Lets you type phrases like “Lunch with Alex tomorrow at noon” to schedule events.
Multiple calendar management: Keep different calendars for personal, work, and shared events.
Shared calendars: Share calendars with others through iCloud for easier coordination.
Event alerts and notifications: Get pop-up or push notifications before upcoming events.
Siri integration: Schedule events with voice commands through Siri.
Location-based alerts: Receive reminders based on where you are or when you arrive at a specific place.
Recurring events: Set daily, weekly, or custom recurring schedules.
Integration with Apple mail and contacts: Automatically suggests calendar events from your inbox and contact list.
Team calendars are built to simplify group scheduling and project planning. They let multiple users manage shared events, track team availability, and avoid scheduling conflicts, without the back-and-forth. These tools are especially helpful for remote and hybrid teams where visibility and coordination are key.
Teamup
Teamup is a shared calendar platform designed specifically for groups, departments, or organizations that need a flexible, easy-to-use scheduling system. It's built around the concept of sub-calendars that different team members can manage independently while maintaining overall visibility. The platform works particularly well for teams that need to balance transparency with privacy, allowing managers to see overall capacity without accessing personal details.
Key features
Custom access permissions: Set different access levels (view, modify, add-only) to specific team members for each sub-calendar.
Color-coded sub-calendars: Organize calendars by person, team, or category for clear visual separation.
Built-in event comments: Let team members discuss or update event details directly in the calendar.
Event sign-up sheets: Collect responses or RSVPs without third-party forms.
Drag-and-drop rescheduling: Easily move events or reassign them between team members with a simple drag.
Custom event fields: Add unique fields like job codes, locations, or notes to tailor events to your workflow.
Time zone display options: Show events in multiple time zones simultaneously for global team coordination.
Calendar linking and subscriptions: Connect external calendars and allow team members to subscribe to relevant sub-calendars.
Calendly for Teams
Calendly for Teams extends the popular individual scheduling tool into a collaborative platform designed for sales teams, customer success groups, and service organizations. It focuses on improving the booking process for external meetings while providing internal coordination tools. The platform excels at managing client-facing scheduling while keeping internal team coordination organized.
Key features:
Round robin meeting distribution: Automatically distribute incoming meeting requests among available team members.
Collective scheduling: Allow clients to book meetings that require multiple team members to attend.
Team availability pooling: Show combined team availability to external contacts without revealing individual schedules.
Automated assignment rules: Route meeting requests based on expertise, territory, or current workload.
Buffer time management: Automatically add preparation and follow-up time around scheduled meetings.
Meeting type templates: Create standardized meeting formats with predefined durations, locations, and requirements.
Integration with CRM systems: Sync meeting data with Salesforce, HubSpot, and other customer management tools.
Custom branding options: Apply company branding to scheduling pages that external contacts see.
Analytics and reporting dashboard: Track team scheduling patterns, meeting conversion rates, and availability utilization.
Zoho Calendar
Zoho Calendar integrates deeply with the broader Zoho business suite, making it a natural choice for organizations already using Zoho CRM, Projects, or other Zoho applications. It combines traditional calendar functionality with business process integration, allowing teams to connect their scheduling directly to customer relationships, project timelines, and business workflows.
Key features:
Cross-application event creation: Generate calendar events directly from Zoho CRM deals, project tasks, or support tickets.
Smart conflict detection: Automatically identify and alert users about scheduling conflicts across team calendars.
Resource and equipment booking: Reserve meeting rooms, vehicles, and shared equipment with availability checking.
Custom event categories: Create business-specific event types with predefined fields and workflows.
Email integration with context: Link calendar events to relevant emails, contacts, and business records.
Team schedule overlay views: View multiple team member calendars simultaneously with transparency controls.
Workflow automation triggers: Automatically create tasks, send notifications, or update records based on calendar events.
External calendar synchronization: Sync with Google Calendar, Outlook, and other external calendar systems.
Mobile app with push notifications: Receive real-time updates about schedule changes and meeting reminders on mobile devices.
Booking and appointment calendars
These tools simplify how clients, leads, and partners book time with you. They're especially helpful for sales calls, consultations, support sessions, and onboarding meetings.
Calendly
Calendly is one of the most widely used scheduling tools for solo professionals and client-facing teams. It helps you set your availability, share booking links, and manage appointments without back-and-forth emails. The platform focuses on clean design and ease of use, making it popular among consultants, coaches, freelancers, and small businesses.
Key features:
Multiple meeting type creation: Set up different appointment types with unique durations, locations, and availability windows.
Buffer time controls: Automatically block time before and after meetings for preparation and follow-up.
Date range restrictions: Limit how far in advance people can book appointments.
Custom intake forms: Collect specific information from visitors before they complete their booking.
Video conferencing integration: Automatically generate Zoom, Google Meet, or Microsoft Teams links for virtual meetings.
Time zone detection: Automatically display available times in the visitor's local time zone.
Email and SMS confirmation sequences: Send automated reminders and follow-up messages to reduce no-shows.
Payment collection integration: Require payment at booking time through Stripe or PayPal integration.
ChiliCal by Chili Piper
ChiliCal is built for sales and revenue-focused teams who need to connect with leads faster. Unlike traditional scheduling tools, ChiliCal focuses on inbound conversion and integrates deeply with CRMs and sales workflows. It’s tailored for SDRs, AEs, and customer success teams.
Key features:
Instant meeting booking: Allow website visitors to book available time slots immediately without leaving your site.
Lead routing and assignment: Automatically assigns bookings to the appropriate sales representative based on territory, expertise, or availability.
CRM data synchronization: Pull existing contact information and push new meeting data directly to Salesforce or HubSpot.
Qualification form integration: Screen prospects with custom questions before allowing them to book time.
Website embed options: Place booking widgets directly on landing pages, pricing pages, or contact forms.
Handoff meeting coordination: Schedule meetings that involve multiple team members with automatic coordination.
No-show prevention tools: Send strategic reminder sequences and require confirmation to reduce missed appointments.
Revenue attribution tracking: Connect booked meetings to closed deals for ROI measurement.
Custom branding and styling: Match booking pages to your website design and brand guidelines.
SavvyCal
SavvyCal is a modern alternative to traditional booking tools. It offers features that let invitees overlay their own calendars when booking and gives you more control over how your availability is shared. It’s especially popular with consultants, creators, and teams who care about user experience.
Key features:
Personalized booking links: Create custom URLs that reflect your brand and include personalized messaging.
Multiple time slot proposals: Show several available options and let visitors choose their preferred time.
Overlay calendar integration: Display your availability from multiple calendar sources in one unified view.
Meeting preferences sharing: Let visitors see your preferred meeting times and types without revealing your full schedule.
Collaborative scheduling: Allow the person booking to suggest alternative times if your availability doesn't work.
Meeting context collection: Gather agenda items, goals, and background information before the meeting.
Automatic time zone coordination: Handle scheduling across different time zones without confusion.
Link scheduling analytics: Track which booking links are most effective and where visitors drop off.
Custom availability rules: Set complex availability patterns including different schedules for different types of meetings.
Bonus: Tanka — the AI teammate that works with your calendar
Tanka isn’t an AI calendar. It’s a full-fledged AI assistant with long-term memory that connects to your existing calendars — Google, Outlook, or device-based — and works on top of them. Designed for founders and fast-moving teams, Tanka reads your availability not just from your calendar, but from chats, emails, notes, and your actual workload to help plan smarter.
Key ways Tanka helps you manage time and meetings:
Smart scheduling suggestions: Recommends meeting times based on your habits, context, and workload — not just open slots.
Turns messages into meetings: Automatically extracts action items from chats and emails and turns them into meeting-ready agendas or tasks.
Meeting prep with memory: Brings in relevant past discussions and documents so you’re fully briefed before every call.
Follow-ups, handled: Summarizes what was said and decided, then drafts follow-up emails or messages — just upload the transcript.
And beyond the calendar:
Cross-platform memory: Remembers tasks, decisions, and notes across tools like Slack, Gmail, Notion, and WhatsApp.
Smart replies: Responds like you — using your own conversation history to draft emails or Slack messages.
Universal search: Find what was said and why it mattered, across all your tools — not just by keyword.
Team onboarding: New hires get the full context from day one, without digging through threads.
Knowledge that grows with your team: Captures institutional memory in real time.
Privacy-first AI: You control what Tanka remembers and forgets. All data stays secure and under your control.
In short: use Tanka with any of the calendars above — to make every meeting smarter and every minute count.
Comparison table
Conclusion
While many AI calendars offer broad functionality, ranging from simple booking links to time-blocking and task reminders, Tanka stands apart as a truly comprehensive AI assistant. It not only manages smart scheduling but also integrates long-term memory, context awareness, and automated task execution—functions that go far beyond traditional calendar features. Designed to serve as a collaborative partner for founders and dynamic teams, Tanka connects your calendars, messages, and documents to coordinate meetings, capture key decisions, and transform everyday conversations into actionable business outputs such as pitch decks and product plans.
Unlike typical calendar tools, Tanka unifies smart recommendations for available time slots, communication, knowledge management, and onboarding into a single platform with enterprise-grade security and customizable memory control. For teams seeking an AI that does more than just organize time — one that truly empowers collaboration and business growth — Tanka offers a uniquely powerful and integrated solution.
Experience how Tanka unifies your workflow with smart time slot suggestions and long-term memory. Try it now
