Top 5 Calendar and Scheduling Software & Tools in 2020

Online calendar applications are modern alternatives to paper planners. Aside from providing users, at the minimum, an electronic version of a calendar, these software are essential for time management. A person utilizes it to manage his or her time effectively, so they can allocate the right time for the right activity. And they go beyond individual use. People can allow other individuals or groups access to their schedule, or they can share it for the information of others.

The Top 5

Most calendar and scheduling software have additional features. They can include tools to manage projects, to collaborate with teams, to receive client bookings, to schedule and track employee time, and more. There is a great variation among this group of software, from all-in-one solutions, to industry-specific apps. We looked at products that have been launched in the past 5 to 10 years. Some of the features we looked for also are its interface, ease of use, ability to integrate with other calendar programs, reporting, and an affordable pricing. Below are our recommended list:


monday is a team software with an interactive visual tracking system. It is easy to use, flexible, and customizable. Users are able to obtain schedule and other important date information at a glance. The calendar or timeline view gets automatically populated and updated when a pulse (task, client, project, etc.) is created and edited regarding its status. Priorities can be set, conversations and files are kept in one place, and mobile apps are available. It integrates with Google calendar, and several other productivity tools. The Israel-made application is being used in a wide range of applications and industries: from managing remote teams in NGOs, to writing blogs for travel agencies. It offers several plans and flexible pricing for sets of 5 users.

2. When I Work

When I Work is a free employee scheduling and time tracking software. The online application provides companies and organizations the service of managing their schedule with tool such as an online scheduler, team messaging, mobile apps, and free customer support. It has shift notifications, and users will know if an employee has seen their schedule. For open shifts, they can allow qualified employees to grab available shifts. The calendar will also show if there is scheduling conflict. Other features include the ability to assign tasks to employees on daily or weekly basis, and compare scheduled labor costs against projected sales. Mobile apps work in iOS and Android platforms, and allow employees to see their schedule and tasks, to clock in, request for available shifts, and chat with members and managers. It has users in North America, Europe, and Australia.

3. TimeTap

TimeTap is an appointment scheduling software for small businesses. Service providers and appointment-based businesses can run smarter and more efficiently with this simple application. It has email templates and can auto detect timezones, so confirmation emails and reminders go out automatically. Online means 24/7 availability, which makes it easy for the business owner, and convenient for clients. Also, the need to go through client calls and messages becomes unnecessary, so time can be spent on more important issues. Mobile apps for iOS and Android platforms are available. It integrates with Google Calendar, iCal, Outlook, Office 365 and Live Exchange. Other features include custom-booking forms, multiple staff calendars, unlimited appointments and clients, and more. The Charlotte, NC, USA-made software offers a free starter plan, and flexible premium professional and business plans with annual payment discounts.

4. Square Appointments

Square Appointments is an online booking and appointment scheduling software from San Francisco-based merchant/payment technology company Square. The cloud-based calendar software allows individuals and businesses to accept online booking and payments. It also has customer management features, email and text reminders, Google Calendar sync, and employee and location management. A master calendar integrates everything, while employees can view their calendar on their own device. The point of sale feature is built-in, so it can accept payments even without Internet connection. Reports include real-time sales by items, tender type, discounts, and more. It can compare sales by hour, week, year, and send receipts via email or text. It is free for individuals and offers a 30-day free trial for teams.

5. Resource Guru

Resource Guru is an online team scheduling software from a London, UK company. It aims to replace outdated systems such as spreadsheets, as well as overly complex and bloated software. It is user-friendly with a drag and drop system. It provides team visibility with a smart and interactive calendar. It also has a employee time-off tracker and several reports about utilization rates, billable vs non-billable, overtime, and others. Users include Apple, Uber, NASA, Saatchi& Saatchi, Cisco, and GE. Benefits of using the software include increased profits through better resource utilization, maximized productivity, and a simple, no installation, no training required web app. 3 plans are offered, starting from $3 per user per month. Annual subscriptions are given 2 months free, and a 30-day free trial period is offered.  


Calendar and scheduling software ultimately saves time. It saves time for the user, saves time for their clients, and creates savings for the business. Whether helping the team boost its productivity, making most of employee time, or increasing the availability and profit of a business, time management plays a crucial part in achieving these goals. And a simple way to be more effective in managing time is to start using a calendar and scheduling software of your preference.

Jose Maria Delos Santos

Jose Maria Delos Santos

Jose is a subject matter expert and member of the writing team for and Bridge24. He has written hundreds of articles including project management software reviews, books reviews, training site reviews, and general articles related to the project management industry.

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