The Best AI Scheduling Assistants and Tools for 2024

In the digital space where efficiency is king, calendars have become a leading productivity tool. They give you a way to organize your day and maximize your time for meaningful work.

But as you rely on your calendar more and more, you may be unable to manage your schedule and could end up spending too much time keeping everything organized instead of getting more done.

Artificial intelligence (AI) can help. Instead of manually organizing your day, allow AI to learn your preferences and use AI automation to set up a more functional schedule and become your personal assistant. With features such as customizable templates and various formats, AI scheduling tools can adapt to different needs, whether you are planning your daily routine or setting up a meeting agenda.

This guide will help you find a scheduling solution with AI features that will help you manage your day. We’ll cover what makes each AI calendar assistant unique, their best use cases, and the people who will benefit the most from each one.

Best AI scheduling tools to try

There are many calendar and scheduling applications using AI to streamline calendar management. Here are eight of the best options available.

Reclaim

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Reclaim is a smart calendar tool with a Google Calendar integration for ease of use. It’s useful for people who need to block time for tasks and routines between work schedules and personal calendars.

The focus for Reclaim is prioritizing tasks. It looks at your preferences and assigns schedules based on the best use of time allocation, finding the best times for solo work and meetings.

Best for: Busy professionals who need help organizing busy days into time blocks.

Pros:

• Efficiently schedule time around meetings
• Organize schedules based on different factors—such as clients and projects
• Sync different calendars together, such as personal and work calendars
• Integrates with many tools, including Asana, Zoom, Slack, Todoist, and more

Cons:

• The free version lacks many features (some integrations, limited habits, and time block customization)
• Can struggle when scheduling meetings with people who don’t use Reclaim
• Only has full support for Google Calendar
• Long or all-day events can throw off the scheduler

Price: Limited free version; annual paid plans start at $8 monthly per user.

Clockwise

Clockwise is an AI scheduling assistant that helps you create time blocks that you can use for deep work. It works by finding similar tasks—such as meetings, creative work, and administrative tasks. It then groups similar tasks into time blocks to help you separate time for different types of work and remove distractions when you need to concentrate.

Clockwise also works in a team environment. It takes a collaborative approach to team time management, considering each person’s time preferences when scheduling tasks and meetings. Doing this allows team members to have time to focus on their own and meet when it makes the most sense for everyone—which can improve team productivity.

Best for: Teams that need assistance managing their schedules without compromising each other’s time.

Pros:

• Provides weekly reports to show time usage during the week
• Adds coworkers’ schedules in the calendar to see who’s available
• Considers travel time when scheduling appointments out of the office
• Automatically finds the best time to meet for teams

Cons:

• Can struggle when removing events from coworkers
• Must manually choose work category before logging hours
• Less useful if there isn’t team buy-in
• Can duplicate tasks occasionally

Price: Free for basic scheduling; annual paid plans start at $6.75 monthly per user.

Clara

Clara is an AI-powered scheduling tool for meetings known for its ability to handle complex scheduling tasks. The tool integrates with your email and uses natural language to communicate back and forth on your behalf to set up meetings for you. It also uses a human-in-the-loop system, allowing a knowledgeable person to step in when good judgment is needed.

This process means you need to spend less time emailing contacts to schedule meetings when you both have busy schedules. Clara will work for you to find the best time with your contacts and set the meeting up. It will also follow up on emails that haven’t gotten a response from the other person to make sure you don’t miss anything.

Best for: Busy professionals who take a lot of meetings and don’t want to hire a virtual assistant to manage their meeting schedule.

Pros:

• Uses natural language to be more personal with your contacts
• Has a human-in-the-loop for complex situations
• Follows up on emails automatically to avoid missing meetings
• Provides responses 24/7 whenever someone reaches out for a meeting
• Adapts to your workflow and works off your ideal meeting days

Cons:

• Clara costs more than other scheduling apps and some professionals may not find the value
• Unable to change the “Clara” name when including it in email without the executive plan
• Fewer features than other smart scheduler applications
• More hassle to make changes because of limited access to your calendar from the Clara application

Price: Get in touch for pricing.

Trevor

Trevor is a scheduling tool designed to simplify planning work and life tasks. It’s a time-blocking application that helps users create a calendar using drag-and-drop tools. It gives you a visual overview of your schedule and allows you to assign tasks to time blocks automatically.

Trevor can also sync to other calendar apps like Google Calendar and Microsoft Outlook and read tasks from Todoist. These features allow users to continue using other tools without adapting their entire workflow to integrate with Trevor.

Best for: Professionals who need help with time management by blocking time for specific types of work.

Pros:

• Generous free plan with enough features to satisfy most users
• Affordable paid tier with extra options
• Supports multi-device usage
• Offers real-time visual task list management

Cons:

• No dedicated desktop application (web-based)
• Fewer integrations with other task-planning apps
• Takes time to learn your routines and estimate task times
• No team features for workplace collaboration

Price: Free; annual paid plan is $3.99 monthly or $36 if billed annually.

Motion

Motion is a scheduling application that automatically organizes your to-do items into a realistic yet efficient schedule based on your current working hours. Motion starts by having you insert a task, estimate the time to complete it, and give it a due date. From that information, Motion organizes your schedule based on the most important tasks and the work that’s close to being due.

Motion also offers a feature that allows professionals to create a meeting page to display their available times. It automatically comes up with these time slots based on individual preferences and current workload.

Motion has project management tools that can help teams stay on track even as projects shift over time. It predicts how much team members can accomplish and builds individualized, prioritized schedules based on project goals and deadlines.

Best for: Professionals seeking an automatic scheduler to manage tasks, meetings, projects, and other events.

Pros:

• Task scheduler works in conjunction with your calendar to block time for work
• Simple interface makes it easy to manage tasks and view your schedule
• Automatic rescheduling to reorganize tasks accordingly when something unexpected occurs
• Keeps track of team projects and tasks

Cons:

• Interface can become cluttered in the project view
• Primarily a desktop application
• Only schedules for two weeks at a time
• More expensive than other options

Price: Free for a 7-day trial; annual paid plans start at $19 monthly..

Flowsavvy

Flowsavvy was originally designed for students, but works well for anyone handling multiple projects at a time. Flowsavvy adds your to-do list to your calendar, giving users a clear view of what they need to do and when they need to do it.

It does this through auto-scheduling. Auto-scheduling enables it to split tasks into pieces that don’t fit your current schedule. Doing this allows Flowsavvy to manage your workload throughout multiple days instead of trying to fit individual tasks into a single workday. It also allows users to set due dates, track progress, and color-code tasks based on when they are due.

Best for: Professionals who want an intuitive interface to set up tasks and assign them on their calendars using smart scheduling features.

Pros:

• Workload balancing allows users to split tasks over several days
• Recalculates the entire schedule with one click
• Simple user interface
• Color-codes tasks based on their proximity to the due date to easily find priority tasks

Cons:

• Concerns over calendar permissions when syncing to Google Calendar
• Only works for task scheduling and not meetings
• Issues of placement with new time blocks
• Lack of external task manager integration

Price: Limited free version; annual paid plans start at $5 monthly (if billed annually).

Scheduleify

Scheduleify is a versatile schedule maker that helps individuals plan their days, create timetables, manage tasks, set reminders, and set alarms. It uses its AI to craft your schedule based on the specific rules you set.

Scheduleify is as simple or complex as you make it. You can let it stay flexible with scheduling and work by what it thinks is best or create complicated rulesets based on how you want to manage each day. It also adds statistic tracking features to the application to give users a way to track progress for their daily tasks and how well they do over time.

Best for: Individuals who want an all-in-one solution for managing their daily schedules.

Pros:

• Focus mode helps you focus on your current task by only showing the information related to it.
• Statistics to measure your success over time
• Alarms and notifications to keep you on track during the day
• Group relevant tasks using categories

Cons:

• Can be overwhelming to set up at first
• Need to set up rules to get the most out of the app
• Only available on Android devices
• Ads in the free version

Price: Free; offers in-app purchases.

Schedule.cc

Schedule.cc is an appointment scheduling app from 500apps that helps individuals and businesses that want to manage their days and plan events. It acts as a virtual assistant—helping you communicate your schedule with colleagues and external parties to find the optimal meeting time.

Schedule.cc also offers email website and calendar embeds—allowing you to work with other people to schedule events without taking time to do it yourself. Doing this frees up time working through email to handle other tasks in your workspace.

Best for: Professionals and companies that want to streamline meeting and event organization.

Pros:

• Access to the other applications in the 500apps suite of apps (including CRM, project management, time tracking, and help desk)
• Define your meeting preferences to only meet at times you want
• Create calendar meeting links to communicate your open meeting times
• Centralize team calendars to schedule team meetings without conflicts

Cons:

• No option for task management
• Number of features can make navigating the app more complicated
• Enhanced security is unavailable unless on the enterprise version
• White-label version unavailable unless on the enterprise version

Price: Free for a 14-day free trial; annual paid plans start at $14.99 monthly.

Benefits of using AI for scheduling

Using AI scheduling software can offer many advantages to efficiency and productivity. Here are some of the important benefits to expect when using AI tools:

• Time efficiency. Every moment you spend trying to schedule meetings and tasks is time away from getting stuff done. AI scheduling frees up your time to work on those things and get recommendations on the optimal use of your time.
• Seamless integration. Modern AI scheduling tools have seamless integration with other calendar and task management applications. They can see your events and tasks in those apps and use that data to create the optimal day.
• Personal assistance. Managing your day is a personal task that isn’t easy to fit into a fixed way of looking at things. AI can look at your personal circumstances and create a schedule unique to your availability and needs.
• Better accuracy. People sometimes make booking errors and schedule too many things at once. AI assistance can avoid this problem by analyzing your responsibilities and setting a schedule with more accuracy, to help you better handle everything.
• Increased productivity. The time you spend away from high-value work is lost productivity you can’t regain. Automating your schedule gives you back that time—which leads to a boost in productivity.

FAQ

When considering AI schedule makers, many professionals have questions about how these tools can fit into their workflows.

What are the main benefits of using an AI schedule maker?

An AI schedule maker helps automate and streamline your daily routine by learning your preferences and scheduling tasks accordingly. These tools offer a range of formats and templates to suit various scheduling needs, making them adaptable to different work styles.

Can an AI schedule maker integrate with my current tools?

Yes, many AI schedule makers can integrate with popular calendar apps, task management tools, and workspace applications to provide a seamless scheduling experience. This functionality ensures that all your scheduling needs are centralized in one platform.

How customizable are AI scheduling tools?

AI schedule makers often offer various levels of customization, allowing you to set specific rules, prioritize tasks, and even design meeting agendas that align with your terms and preferences. This flexibility makes them suitable for both personal and professional use.

Are AI schedulers suitable for team environments?

Yes, many AI scheduling tools are designed to work well in team settings, allowing for collaborative scheduling that respects everyone's time and meeting preferences. They are particularly useful in ensuring that meetings and tasks do not overlap, facilitating smoother team operations.

What should I look for in an AI schedule tool?

When choosing an AI schedule maker, consider factors such as integration with existing tools, ease of use, customization options, and whether it can handle both personal and professional scheduling needs. Look for a tool that offers the right balance of automation and control, so it fits seamlessly into your workflow.

Find scheduling help on Upwork

AI scheduling tools offer a lot of value. They can use machine learning algorithms to learn your schedule and preferences to create a schedule that helps you manage your meetings and work. But keep in mind that software can only get you so far—there are still many tasks that people are best at doing.

A virtual assistant can provide even more value for professionals who need help by:

• Handling time-consuming tasks
• Speaking to customers on your behalf
• Handling calls that don’t need your intervention to accomplish a task
• Removing information from your email and other sources that don’t need your direct attention

If you’re planning to hire a virtual assistant, browse the Talent Marketplace™ on Upwork to find experienced assistants with the skills to help. They can even develop a person-in-the-loop system that integrates AI scheduling tools into your workflows for a best-of-both-worlds solution.

If you’re a virtual assistant looking for your next client, browse the virtual assistant jobs on Upwork to find your next client.

Discover AI jobs on Upwork and unlock new opportunities to leverage your skills in the evolving field of artificial intelligence.

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Upwork is not affiliated with and does not sponsor or endorse any of the tools or services discussed in this article. These tools and services are provided only as potential options, and each reader and company should take the time needed to adequately analyze and determine the tools or services that would best fit their specific needs and situation.

Prices are current at the time of writing and may change over time based on each service’s offerings.