Top Five Calendar Software & Tools


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Calendar Software pulled up on a Cell phone and Computer monitor

Calendar software is a modern alternative to paper planners. Aside from providing users with an electronic version of a calendar, the software is essential for time management. A person can utilize it to manage his or her time effectively, so they can allocate the right time for the right activity. Calendar programs 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.

Top Five Calendar Software

Most calendar programs have additional features that include tools to manage projects, collaborate with teams, receive client bookings, schedule and track employee time, and more. There are many options of software, from all-in-one solutions to industry-specific apps. We looked at products that have been launched in the past five to ten years. Some of the features we also looked for are its interface, ease of use, ability to integrate with other calendar programs, reporting, and affordability. Below are our recommendations:

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monday is a team software with an interactive visual tracking system. It is easy to use, flexible, and customizable. Users are able to obtain calendars and other important date information at a glance. The 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 five users.

2. When I Work

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 calendar with tools 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 a scheduling conflict. Other features include the ability to assign tasks to employees on a 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, clock in, request available shifts, and chat with members and managers. It has users in North America, Europe, and Australia.

3. TimeTap

Time Tap

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

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, and 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

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 an 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 calendar software include increased profits through better resource utilization, maximized productivity, and a simple, no installation, no training required web app. Three plans are offered, starting from $3 per user per month. Annual subscriptions are given two months free, and a 30-day free trial period is offered.  


Calendar software ultimately saves time for the user and their clients, and it 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. A simple way to be more effective in managing time is to start using a calendar program of your preference.

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