When it comes to improving productivity, organization, and teamwork, business owners are always looking for technology solutions. Calendar apps are a great technological addition that can promote communication and bring teams together. While computers and smartphones typically have their own built-in calendars, third-party calendar apps go beyond with enhanced features that assist in managing tasks, automating processes, scheduling, and more. In this article, we will discuss the features to consider when choosing a calendar app and recommend seven impressive options.
8 best shared calendar apps
Asana
In addition to being a shared calendar app, Asana provides a convenient way to handle team projects and tasks. The Timeline feature displays all project segments and their interconnectedness, while also keeping track of any modifications made. Additionally, Asana offers a mobile app and more than 100 integrations. There is a free plan available, as well as paid plans that grant access to extra features.
David Alexander, a designer, developer, and digital marketer at Mazepress, emphasized that Asana is not merely a calendar; it is an enterprise resource planner that incorporates a shared calendar feature. In addition, Asana offers other collaboration tools that are essential for their team. This approach has various advantages, such as having all task management, communication, and reporting tools accessible through a single interface. Overall, Asana is considered an indispensable tool by David Alexander.
If your team prioritizes project management, make sure to learn how to select the appropriate project management software and read our reviews of the top online project management software options.
Calendly
Calendly is a platform that automates scheduling by checking your calendar for availability. It streamlines the process of setting up meetings by eliminating the need for multiple email exchanges. Additional features of Calendly include allowing buffer time between meetings, detecting time zones, and integrating with apps like Salesforce and GoTo Meeting.
Michelle Ngome, a fractional diversity marketing consultant, stated that she utilizes Calendly for scheduling her podcast interviews. She mentioned that Calendly offers both a free and a paid version. The free version permits users to use only one category, whereas the paid version facilitates setting up multiple categories. Additionally, she highlighted the ability to customize the URL as an added benefit.
Ngome mentioned that her preferred aspect of Calendly is its synchronization with Google Calendar, which enables her to schedule personal appointments within Google without having to update her Calendly schedule. Additionally, the application seamlessly integrates with Outlook, Office 365, and Apple’s iCloud calendar.
Google Calendar
Google Calendar is a synchronized web-based calendar built for group use. It effortlessly merges with other Google tools such as Gmail, Drive, Contacts, and Meet. This application can be accessed on various devices including computers, tablets, and phones.
Ana Santos, senior design program manager at Talkdesk, stated that she utilizes the Google Calendar app to schedule appointments with clients. She also finds it useful for video meetings since it synchronizes with Google [Meet] when a video conferencing option is designated for the event.
If you are logged in with your Google account, Santos is particularly fond of the fact that Google Calendar can synchronize your calendar across all devices and browsers.
When you use Google Calendar hidden tips and tricks, such as hiding your inactive hours, working with keyboard shortcuts, and managing your tasks, you can unlock additional functionality in Google Calendar.
Microsoft Outlook
Microsoft Outlook is a popular app used for managing personal information, such as email, calendars, scheduling, task management, and more. If you possess a Microsoft Exchange, Office 365, or Outlook account, you have the ability to share your calendar with others. Moreover, it is possible to create extra calendars for specific projects and distribute them among colleagues.
Key features
- Automated reminders
- Ability to create multiple shared calendars
- Color-coded sub-calendars
- Side-by-side timetable comparisons
- Option of themes to choose from
- Share your calendars with other co-workers on your team
- Group calendars into folders
Teamup
Teamup provides shared calendars for groups, which simplifies organization, scheduling, and communication. There are both free and paid plans available for businesses to choose from. Furthermore, Teamup offers a live demo and a three-day trial to allow you to determine if this app suits your team’s needs.
This program was designed exclusively for groups. The calendars are user-friendly and categorized by color, providing a convenient way to securely share them with other team members through a secure URL.
According to Ben Taylor, the founder of homeworkingclub.com, he devoted a significant amount of time to searching for a suitable shared calendar for effectively organizing events and holidays for a dispersed team. Eventually, he decided to go for Teamup as it offered a range of event categories for setup. Additionally, it enabled staff members to integrate their preferred calendars into their software using ICS feeds. Moreover, it also provided an iOS and Android app.
iCloud
Not only is iCloud used for storage, but it also includes a user-friendly calendar that can be connected to any Apple device. By using the iCloud calendar app, your team can easily schedule meetings, share information, and communicate effectively. Additionally, you have the option to switch to the “Today” view on your calendar to quickly see your daily tasks and projects. The functionality of the iCloud calendar is simple and closely resembles Google’s calendar, which contributes to its widespread popularity.
The only disadvantage of this app is that, similar to most Apple products, it lacks a significant amount of functionality when used on non-Apple devices. In general, if all members of your team utilize Apple products, this calendar app is a good option.
Upbase
If you desire an app that offers not only a strong shared calendar feature package but also project management tools, Upbase is an excellent option!
This comprehensive platform is specifically created for individuals, small teams, and small businesses that require the ability to manage tasks from multiple projects in a single location.
The Weekly Calendar view provided by Upbase not only displays tasks scheduled for each weekday but also allows you to see…
However, the time duration of every task is also included.
The name of the method is time blocking.
Time blocking requires breaking down your workweek into small time blocks, with each block designated for completing a specific task.
This time management method has been shown to be helpful.
- Reduce the bad habit of multitasking
- Improve focus
- Increase productivity by up to 80%
However, that is not all the advantages you will gain from Upbase!
Additionally, this app provides a shared calendar feature.
- Monthly Calendar View, where you keep track of all projects, events, and meetings on a month-to-month basis
- Weekly Planner view, where all team events and projects in a week are shown in the Kanban board form.
There are some tools that are worthy of note.
- Daily Planner view – a personal calendar that only shows the to-dos assigned to you and the to-dos created by you.
This perspective brings together a daily planner and a time-blocking feature that can be concealed when not needed, along with:
- A private daily journal – to reflect on your day
- A private notepad – where you can jot down notes quickly using slash commands.
- A customizable focus timer – which is inspired by the Pomodoro Technique.
Switching between different calendar views is a straightforward process that only requires a few clicks.
Task management features
Upbase allows you to generate an infinite number of tasks and subtasks, prioritize them with color-coding, allocate tasks to one or multiple team members, include watchers, define start and due times, and much more.
You have the option to create multiple teams and invite members to collaborate.
Upbase allows users to mention others, leave comments, attach files, and provide task descriptions.
In addition, it provides a range of effective tools for team collaboration, such as global chat, message board, docs, and files, which enable your team to work together in one location.
To get an Upbase account and successfully set up the workspace, all you have to do is sign up and invite team members.
There is also a mobile version available that allows you to work while on the go.
Upbase’s strengths
- Create unlimited tasks with advanced subtasks
- Add recurring work
- Track important deadlines with start and due dates & start and due time
- Prioritize to-dos using color codes. Assign work to team members. Filter work by projects or assignees
- Zoom in on a day, week, or month to get a detailed or a bird’s eye view of your team calendar
- Track time spent on a workday
- Play the focus timer with a task
- Notepad & Daily Journal
- Manage your team on the go with the mobile app
Teamup
Unlike Upbase, Teamup is solely dedicated to being a shared calendar app, which implies that it is not proficient in project management.
However, it excels at what it does.
Teamup is a user-friendly, adaptable, and customizable tool.
With a colorful interface, the calendar view facilitates scheduling, organizing, and team communication.
With its flexibility, this shared calendar app, Teamup, allows you to:
- View your group calendar in 10 different ways.
- Create customizable sub-calendars and group them by status, team, work function, and more.
- Share your calendars with others through an URL.
If you happen to be an administrator, you have the ability to customize access permissions.
Key features
- 10 calendar views
- Sub-calendars
- Customizable permissions
- Create and share events privately or publicly
- Resource scheduling
- Employee scheduling
- Calendar sync
- Task management
- Collaboration tools
Factors to consider when choosing the best shared calendar apps
However, let us first examine the crucial factors to take into account when selecting the finest shared calendar applications.
1. Customizable features
A team can benefit from a shared calendar app that provides customization options, allowing the app to be adjusted according to the team’s requirements.
One possible step-by-step rephrasing of the text could be: – An instance which showcases this is when you opt to include colors or notes to tasks, facilitating effortless organization and clarity.
2. Ease of use
This problem is well known to business owners who are knowledgeable about technology.
The addition of new digital solutions to your workflow can be a challenging task and may also introduce additional stress to your everyday work.
To prevent this, it is important to choose a shared calendar software that is user-friendly and does not necessitate a significant amount of time to learn.
Please pay attention to the following factors while rephrasing the text without adding or removing information: 1. Maintain the same meaning 2. Think step by step
- Smooth and straightforward collaboration process
- A clean and intuitive user interface with minimal maintenance and navigation required
3. Cross-platform availability
It’s possible that your team utilizes various devices and operating systems.
Ensure that the calendar app you select for your team is compatible with the technology of each member.
