Effective team collaboration and streamlined scheduling are essential for productivity and success. Shared calendar apps have emerged as indispensable tools for teams, enabling seamless coordination, improved communication, and efficient scheduling. These versatile applications empower individuals and teams to stay organized, synchronize their activities, and collaborate in real-time. In this article, we will explore the best shared calendar apps available, highlighting their key features and benefits.
But first, let’s delve into what a shared calendar app is, and why it has become a game-changer for modern teams.
What is a Shared Calendar App?
A shared calendar app is a digital tool that allows multiple users to access and collaborate on a single calendar, providing a centralized platform for scheduling and event management. These apps eliminate the need for manual coordination through emails, spreadsheets, or paper calendars, offering a more efficient and intuitive solution.
What Makes the Best Shared Calendar App?
Key features of shared calendar apps include:
- Collaborative Scheduling: A key feature of shared calendar apps. These apps allow team and group members to view the calendar and depending on the permissions set, they can also add and edit events. This ensures that everyone has access to the latest information and can contribute to the scheduling process. Shared calendar can represent different types of schedules such as those of families, groups of all types, teams, shared resources, and communities. Shared calendars can also be published on websites, making them publicly available. Moreover, shared calendar apps offer the flexibility to create separate calendars for different topics or projects, making it easy to share specific calendars with different sets of people. This simplifies the process of collaboration and allows teams to quickly and efficiently coordinate their schedules.
- Real-Time Syncing: Real-Time Syncing in shared calendar apps like GroupCal ensures instant updates and accessibility across all devices, regardless of the platform. It enables users to stay connected and up-to-date on their calendars whether they’re using iOS, Android, desktops or laptop computers. This cross-platform capability enhances productivity and collaboration, allowing users to manage their schedules seamlessly wherever they are.
- Notifications and Reminders: Notifications and reminders are essential features of shared calendar apps like GroupCal. Users not only receive notifications and reminders for upcoming events, but they also get notified about new and updated events. This ensures that users are always aware of any changes or additions to the shared calendar, allowing them to stay informed and track the progress of various events. These notifications and reminders serve as valuable prompts, helping users stay organized, meet deadlines, and effectively manage their schedules.
- Calendar Permissions: Calendar permissions are a vital aspect of shared calendar apps. These apps provide administrators with granular control over user permissions, enabling them to manage access levels and maintain privacy. With calendar permissions, administrators can specify who can update events, add new members, modify calendar settings, and more. This level of control ensures that sensitive information remains secure and that the calendar is managed effectively within the organization. By defining specific permissions for each user or group, administrators can create a customized and secure collaborative environment where team members have the appropriate level of access and capabilities.
For example, in a family calendar, it may be beneficial to allow all family members to add and edit events, ensuring everyone has input and stays informed. On the other hand, in a university class calendar, only the instructor should have the ability to control the schedule, while students can view and receive updates. Additionally, there may be cases where multiple administrators are required to manage a calendar, such as in a team project calendar, where multiple team leads need access to modify and coordinate events. The ability to define varying permissions ensures efficient collaboration while maintaining data integrity and security within different types of calendars.
By harnessing the power of shared calendar apps, teams can streamline their scheduling processes, foster collaboration, and boost overall productivity.
Now, let’s explore the top shared calendar apps available and discover the unique features that make them stand out in the market.
Comparison Summary of Best Shared Calendar Apps
Best Shared Calendar – Detailed List of Apps
Format: Web, iOS, Android
Google Shared Calendar is a collaborative scheduling tool offered by Google. It allows users to create and share calendars with others, enabling teams and individuals to coordinate their schedules effectively. With Google Shared Calendar, multiple users can view, edit, and manage events, making it easy to collaborate and stay organized. The calendar can be accessed through the Google Calendar web interface or mobile app, providing flexibility and accessibility. Key features include event reminders, invitation management, and the ability to integrate with other Google apps. Google Shared Calendar is widely used for personal, professional, and team scheduling needs, offering a user-friendly interface and seamless synchronization across devices.
Key features of Google Shared Calendar:
- Web-based access from anywhere in a browser or app.
- Offline functionality for use without an internet connection.
- Integration with other Google services like YouTube and Gmail.
- Ability to create separate calendars for better organization.
- Unique color coding to differentiate events across calendars.
- Attachment support for shared access to files and documents.
- RSVP collection and invitation sending from the calendar or email.
- Multiple reminders for events.
- Easy import of events from iCal or CSV formats.
- Customizable settings for personalization.
- Print functionality for offline use.
- Automatic event addition from Gmail.
- Keyboard shortcuts for quick navigation.
- Customization options to show or hide weekends, declined events, and more.
- Integration with Google Meet for easy scheduling of virtual meetings.
- Extensibility through Google Calendar add-ons.
- Trash folder for easy retrieval of deleted events.
- Wide availability and access with a Google account.
- Seamless integration with other Google services and apps; integration with popular third-party applications as well
- Easy collaboration and sharing of calendars with team members or clients.
- Real-time updates and syncing across devices.
- User-friendly interface with intuitive features.
- Reliable performance and stability.
- Automatic backup and recovery of events..
- Constant improvements and updates from Google.
- Free plan: allows you to share the calendar in read-only form
- Business plan: $5 per month per user or $50 per year per user, lets you add, delete or change events by as many users as possible
Format: Web, iOS, Android
GroupCal is a powerful shared team calendar app that offers a centralized platform for seamless coordination and collaboration. With real-time updates and event notifications, GroupCal keeps team members informed and on track. One of its standout features is the clear indication of changes, allowing users to easily track and understand modifications made to events. Customizable user permissions provide fine-grained control over access and privacy settings, while visual customization options, such as event ownership based on colors and photos, offer a personalized experience. GroupCal integrates seamlessly with popular calendar apps like Google Calendar, Outlook, and Apple Calendar, ensuring synchronization across different platforms. With its user-friendly interface and robust features, GroupCal simplifies team scheduling and enhances collaboration, making it an ideal choice for organizations seeking an efficient shared team calendar solution.
GroupCal stands out as one of the best shared calendar apps for both businesses and individuals and specifically, one of the best shared family calendar app, offering an intuitive and user-friendly interface that simplifies family scheduling. With GroupCal, families can easily coordinate events, appointments, and activities, ensuring everyone stays informed and organized. The app allows for seamless sharing of schedules, making it effortless to plan family outings, track individual commitments, and avoid conflicts. GroupCal’s real-time updates and notifications keep everyone in sync, providing peace of mind and reducing the chances of missed events. Additionally, GroupCal’s compatibility with multiple platforms, including iPhone, ensures that family members can access and manage the calendar effortlessly from their preferred devices, making it the ideal shared calendar app for iPhone users.
GroupCal also shines as the best shared calendar app for mobile devices and specifically: best shared calendar app for iPhone and best shared calendar app for Android. Its sleek and responsive design, specifically optimized for mobile platforms, offers a seamless and enjoyable user experience. GroupCal leverages the full potential of iPhone features, such as Siri integration and widget support, to enhance calendar management on the go. Whether it’s creating events, collaborating with others, or receiving real-time updates, GroupCal provides a smooth and efficient experience that caters to the unique needs of iPhone users. Its robust features, combined with its compatibility and optimization for the iOS ecosystem, make GroupCal the top choice for those seeking the best shared calendar app on their iPhones.
Key Features of GroupCal:
- Real-time Updates and Event Notifications: Stay informed and up-to-date with instant updates and notifications about changes and additions to events.
- Clear Indication of Changes: Easily track modifications made to events with clear indicators that highlight the type of change.
- Customizable User Permissions: Control access and privacy settings with fine-grained user permission customization.
- Visual Customization Options: Personalize the calendar by assigning colors and photos to events, providing a visual representation of event ownership.
- Seamless Calendar Integration: Integrate GroupCal with popular calendar apps like Google Calendar, Outlook, and Apple Calendar for synchronization across platforms.
- Streamlines team scheduling and enhances collaboration.
- Promotes transparency and accountability within teams.
- Simplifies event coordination and reduces scheduling conflicts.
- Offers a user-friendly interface for easy navigation and interaction.
- Provides real-time updates and notifications for improved communication.
- Mobile app sends push notifications whenever someone makes changes to an event
- Free plan
- Pro plan: $8/month, $5/month for yearly
- Business: $25/month, $17/month for yearly
- Business +: $75/month, $50/month for yearly
Format: Web, iOS, Android
TimeTree is a versatile and user-friendly interactive calendar application that changes the way individuals and groups manage their schedules. With Timetree, users can effortlessly organize, coordinate, and collaborate on events, tasks, and appointments in a centralized platform. This interactive calendar offers a seamless and intuitive interface that allows multiple users to share and update schedules in real-time, ensuring everyone is on the same page. Timetree’s powerful features include notifications, reminders, and event categorization, helping users stay organized and never miss important deadlines. With its mobile accessibility, Timetree enables users to access their schedules anytime, anywhere, from their smartphones or tablets. Whether it’s for personal use, coordinating with family members, or collaborating with colleagues, Timetree provides a comprehensive and dynamic solution for efficient time management and enhanced productivity.
- Shared and Collaborative Calendars: Timetree allows multiple users to share and collaborate on calendars, making it perfect for families, teams, and groups. Users can easily invite others to view and contribute to their calendars, promoting seamless coordination and effective collaboration.
- Real-Time Syncing: Changes made to events or schedules are instantly synced across all devices and shared calendars. This ensures that everyone involved has the most up-to-date information and avoids any confusion or scheduling conflicts.
- Notifications and Reminders: Timetree provides customizable notifications and reminders for upcoming events, tasks, and deadlines. Users can set reminders to receive timely alerts, helping them stay on top of their schedule and never miss an important appointment.
- Event Categorization and Color-Coding: Timetree allows users to categorize events and tasks, making it easy to distinguish between different types of activities. Color-coding options further enhance visual organization, helping users quickly identify and prioritize their commitments.
- Integrated Chat and Comments: Timetree includes built-in chat functionality and comment threads for each event or task. This facilitates seamless communication and collaboration within the calendar app, eliminating the need for external messaging platforms.
- Multiple Calendar Views: Timetree offers various calendar views, including daily, weekly, and monthly layouts, allowing users to choose their preferred visual representation of their schedule. This flexibility helps users plan and manage their time effectively.
- Recurring Events: Timetree supports recurring events, making it convenient for users to set up regular appointments or tasks. Users can easily schedule events that repeat on specific days, weekly, monthly, or annually, saving time and effort in repetitive scheduling.
- Attachments and File Sharing: Timetree allows users to attach files, documents, or photos to events, making it a convenient platform for sharing relevant information and resources with other calendar users.
- Integration with External Calendars: Timetree seamlessly integrates with popular external calendar platforms such as Google Calendar, Apple Calendar, and Outlook. This ensures compatibility and enables users to sync their existing calendars with Timetree for a unified scheduling experience.
- Mobile Accessibility: Timetree is available as a mobile app for both iOS and Android devices, allowing users to access and manage their calendars on the go. This ensures that users can stay connected and organized, even when they are away from their computers.
- Seamless Collaboration: Timetree enables easy sharing and collaboration, making it effortless to coordinate schedules and events with others.
- Real-Time Syncing: Changes made to the calendar are instantly updated across all devices, ensuring everyone has the most up-to-date information.
- Customizable Notifications: Users can set personalized notifications and reminders for important events, preventing any missed deadlines or appointments.
- Integrated Chat and Comments: Timetree provides a built-in chat and comments feature, facilitating direct communication within the calendar.
- Mobile Accessibility: With a dedicated mobile app, Timetree allows users to access and manage their calendars on the go, ensuring flexibility and convenience.
- Premium: $4.49/month or $44.99/year
Format: web, mobile web, no mobile apps
CalendarWiz is a web-based calendar platform that offers a range of features to help individuals and organizations effectively manage and share their events. With customizable event categories, multiple calendar views, and color-coded events, CalendarWiz provides a user-friendly interface for organizing schedules. It supports recurring events, RSVP and registration management, and offers advanced search and filtering options. The platform also offers mobile-friendly access, integration with other calendar apps, and custom branding options. With features like email notifications, social media sharing, and event analytics, CalendarWiz provides a comprehensive solution for efficient calendar management.
- Web-based platform accessible from any browser.
- Customizable event categories for easy organization.
- Multiple calendar views, including daily, weekly, monthly, and agenda.
- Advanced event search and filtering options; recurring event support for regular schedules.
- Public and private calendar sharing options.
- RSVP and registration management for events.
- Email notifications and reminders for upcoming events.
- Mobile-friendly interface for on-the-go access.
- Integration with other popular calendar apps.
- Social media sharing of events.
- Access control with user permissions and roles.
- Seamless embedding of calendars into websites.
- Event analytics and reporting for tracking attendance and engagement.
- Customer support and training resources.
- Customization: CalendarWiz offers extensive customization options, allowing users to personalize their calendars with event categories, color-coding, and custom branding.
- User-Friendly Interface: The platform features a user-friendly interface with intuitive drag-and-drop functionality for easy event creation and management.
- Collaboration and Sharing: CalendarWiz enables seamless collaboration and sharing of calendars, allowing users to share calendars with team members, clients, or the public for efficient coordination.
- Advanced Features: With features like RSVP and registration management, recurring events, event analytics, and custom search options, CalendarWiz provides advanced functionalities to enhance calendar management.
- Mobile Access: CalendarWiz is accessible on mobile devices, providing users with the flexibility to manage their calendars on the go via a responsive web interface or a dedicated mobile app
- Basic: $9/month or $99/year
- Standard: $15/month or $165/year
- Professional: $25/month or $250/year
- Enterprise: $45/month or $450/year
Format: Web, macOS, Windows, iOS, mobile app, Android
Keep&Share is a versatile online calendar and sharing platform that allows users to manage schedules, events, and files in a centralized and collaborative environment. It provides a range of features designed to streamline organization, communication, and productivity. With Keep&Share, users can create and share customizable calendars, set reminders, attach files, and collaborate with team members or clients. The platform offers secure access controls, enabling users to determine who can view, edit, or contribute to calendars and files. Keep&Share is accessible through web browsers and supports mobile devices, ensuring users can stay connected and organized from anywhere.
- Calendar Management: Create, customize, and share calendars to organize events and schedules.
- File Attachment: Attach files, documents, and resources to events for easy access and collaboration.
- Secure Access Controls: Set permissions and access levels to control who can view, edit, and contribute to calendars and files.
- Reminder System: Set reminders and notifications to stay on top of important events and deadlines.
- Collaboration Tools: Collaborate with team members or clients by sharing calendars, files, and notes.
- Versatility: Keep&Share offers a range of features beyond calendars, including file sharing and collaboration tools.
- Customizability: Customize calendars and events with various themes, colors, and layouts to suit personal or team preferences.
- Accessibility: Access Keep&Share through web browsers and mobile devices, ensuring seamless connectivity from anywhere.
- Collaboration: Facilitate collaboration and communication by sharing calendars and files with team members or clients.
- Security: Keep&Share provides secure access controls, protecting sensitive information and allowing users to control privacy settings.
- Basic Plan: lifetime free
- Solo Plan: $9/month
- Team Plan:
- 3-User Team – $19/month
- 10-User Team – $29/month
- 20-User Team – $59/month
- 35-User Team – $99/month
- 50-User Team – $149/month
- 65-User Team – $179/month
- 80-User Team – $209/month
- 100-User Team – $239/month
- 135-User Team – $319/month
- 170-User Team – $399/month
- 200-User Team – $469/month
- 235-User Team – $559/month
- 270-User Team – $639/month
- 300-User Team – $699/month
Format: Web, macOS, Windows, iOS, mobile app, Android
Outlook Calendar is a popular calendar application offered by Microsoft as part of the Outlook suite of productivity tools. It provides a comprehensive set of features for managing and organizing events, schedules, and tasks. Users can create and share calendars, set reminders, schedule meetings, and collaborate with others seamlessly. With its integration with other Microsoft services, such as email, contacts, and tasks, Outlook Calendar offers a centralized platform for efficient productivity and communication. It is available as a web-based application, desktop software, and mobile app, allowing users to access their calendars from various devices. Outlook Calendar’s user-friendly interface, extensive functionality, and synchronization across multiple platforms make it a reliable choice for individuals and businesses alike.
Microsoft Outlook is considered one of the best shared calendar app for businesses due to its comprehensive features and seamless integration with other Microsoft productivity tools. With Outlook, businesses can easily schedule meetings, view colleagues’ availability, and manage shared events, fostering efficient collaboration within teams. Its user-friendly interface, robust security measures, and compatibility with various platforms make it a reliable choice for businesses of all sizes, helping them streamline their scheduling and enhance productivity.
- Schedule Management: Create, edit, and manage events, appointments, and tasks with ease.
- Collaboration Tools: Share calendars with others, invite attendees to meetings, and view and edit shared calendars.
- Reminders and Notifications: Set reminders for upcoming events and receive notifications to stay organized.
- Integration with Email: Seamlessly integrate with Outlook email for a unified experience.
- Time Zone Support: Easily manage events across different time zones.
- Mobile Apps: Access your calendar on the go with Outlook mobile apps for iOS and Android.
- Meeting Scheduling: Use the scheduling assistant to find the best meeting time for all attendees.
- Recurring Events: Set up recurring events, such as weekly team meetings or monthly reminders.
- Task Management: Keep track of tasks and to-do lists within your calendar.
- Integration with Microsoft 365: Sync your Outlook Calendar with other Microsoft 365 applications for enhanced productivity.
- Seamless Integration: Outlook Calendar seamlessly integrates with other Microsoft 365 applications, providing a unified productivity experience.
- User-Friendly Interface: The intuitive interface makes it easy to navigate and manage your calendar.
- Cross-Platform Access: Access your calendar from any device, including desktop, web, and mobile.
- Robust Collaboration Tools: Share calendars and schedule meetings with colleagues, enhancing team collaboration.
- Advanced Features: Outlook Calendar offers advanced features like time zone support, meeting scheduling assistant, and task management.
- Free: for email and calendar
- Microsoft 365 Basic: $19.99/year or $1.99/month
- Microsoft 365 Personal: $69.99/year or $6.99/month
- Microsoft 365 Family: $99.99/year or $9.99/month
- Microsoft 365 Business Basic: $6.00/user/month
- Microsoft 365 Business Standard: $12.50/user/month
Format: Web, macOS, Windows, iOS, mobile app, Android
Apple Calendar, also known as iCloud Calendar, is a popular calendar app designed for Apple devices. It offers a range of features to help users manage their schedules, appointments, and events effectively. With seamless integration across Apple devices and services, Apple Calendar provides a unified and user-friendly experience. Key features include creating and editing events, setting reminders, syncing across devices, sharing calendars with others, and integration with other Apple apps like Mail and Contacts. The clean and intuitive interface makes it easy to navigate and stay organized. Additionally, Apple Calendar supports features like time zone support, recurring events, invitation management, and color-coded calendars for better organization. As an integral part of the Apple ecosystem, Apple Calendar ensures a seamless experience for users across their devices, including iPhone, iPad, Mac, and iCloud.com.
- Seamless Integration: Apple Calendar seamlessly integrates with other Apple services and devices, ensuring a cohesive user experience.
- Multiple Calendar Support: Users can create and manage multiple calendars for different purposes, such as personal, work, and shared calendars.
- Intuitive Interface: The clean and intuitive interface of Apple Calendar makes it easy to navigate, create, and edit events.
- Reminder and Alert System: Users can set reminders and receive notifications for upcoming events, ensuring they stay on top of their schedule.
- Collaboration and Sharing: Apple Calendar allows users to share calendars with others, making it easy to collaborate and coordinate events with colleagues, friends, and family.
- Time Zone Support: The calendar automatically adjusts events to different time zones, ensuring accurate scheduling when traveling.
- Recurring Events: Users can set up recurring events, such as weekly meetings or monthly reminders, saving time on repetitive entries.
- Seamless Apple Ecosystem: Apple Calendar is designed to work seamlessly with other Apple devices, apps, and services, providing a unified experience.
- User-Friendly Interface: The intuitive interface and familiar design elements make it easy for users to navigate and manage their schedules.
- Robust Integration: Apple Calendar integrates well with other Apple apps like Mail, Contacts, and Siri, enhancing productivity and efficiency.
- Privacy and Security: Apple prioritizes user privacy and security, ensuring that calendar data is protected and securely stored.
- Cross-Platform Syncing: Calendar events sync across Apple devices, including iPhone, iPad, Mac, and iCloud.com, keeping users up-to-date wherever they are.
- Apple Calendar is available for free to all users with an Apple ID and iCloud account. The calendar app is included with Apple devices and services, making it accessible without additional cost.
Format: Web, macOS, Windows, iOS, mobile app, Android
Teamup is a versatile shared calendar platform that helps teams effectively manage and coordinate their schedules and events. With Teamup, users can create multiple calendars for different teams or projects, making it easy to organize and visualize various activities. The platform offers features like color-coded events, customizable permissions, and event filters to enhance visibility and control over schedules. Teamup allows seamless collaboration by enabling users to share calendars with team members, clients, or external stakeholders. It also offers options to embed calendars on websites or share them via unique links. Teamup is a web-based solution that can be accessed from any device with an internet connection. Its user-friendly interface and intuitive design make it convenient for teams to collaborate, schedule, and stay organized.
- Multiple Calendars: Create and manage multiple calendars for different teams, projects, or purposes.
- Color-Coded Events: Assign different colors to events, making it easy to identify and distinguish between different activities.
- Customizable Permissions: Control access and permissions for each calendar, allowing you to define who can view, edit, or manage events.
- Event Filters: Filter and search for specific events based on criteria such as date, keyword, or calendar, simplifying navigation and organization.
- Collaboration and Sharing: Share calendars with team members, clients, or external stakeholders, enabling seamless collaboration and coordination.
- Embed and Share Calendars: Embed calendars on websites or share them via unique links, making it convenient for others to view and access the calendar.
- Web-Based and Mobile-Friendly: Access Teamup from any device with an internet connection, including desktops, laptops, tablets, and smartphones.
- User-Friendly Interface: Teamup offers an intuitive and easy-to-use interface, ensuring a smooth user experience for all team members.
- Centralized and Organized: Teamup provides a centralized platform to manage and organize team schedules, ensuring everyone stays on the same page.
- Seamless Collaboration: The sharing and collaboration features of Teamup facilitate effective teamwork and coordination among team members.
- Customizable and Flexible: Teamup allows users to customize calendar settings, permissions, and event details according to their specific needs.
- Easy to Navigate: The intuitive design and event filters make it easy to navigate and find relevant information within the calendars.
- Accessible Anywhere: Teamup is web-based, enabling users to access their calendars from any device with an internet connection, providing flexibility and convenience.
- Integration Options: Teamup offers integration with other applications and tools, enhancing productivity and streamlining workflows.
- Reliable and Secure: Teamup ensures the security and privacy of your calendar data, providing a reliable platform for your team’s scheduling needs.
- Basic: free
- Plus: $12/month, $10/year
- Pro: $29/month, $25/year
- Business: $69/month, $60/year
- Enterprise: $129/month, $105/year