(650) 332-8623The 7 Best Calendar Apps for Teams in 2025
Looking for the best calendar apps for teams to use in your construction business? We’ve reviewed 7 of the best apps to help you choose!
Do you find keeping your team schedules on track challenging? The best calendar apps for teams can help you more than you realize.
These apps can streamline coordination, improve time management, and help avoid scheduling conflicts. Find the best calendar apps for teams in 2025 and learn more about their robust features in this article. Let’s dive in!
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The ultimate calendar app for teams with smart scheduling tools and real-time updates. |
Sleek calendar app for shared scheduling, event management, and team coordination. |
For booking meetings, syncing schedules, and collaborating with ease. |
Say goodbye to scheduling conflicts with Workyard
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What is a Shared Calendar for Teams and Why Do You Need One?
A shared calendar is a centralized scheduling tool that helps teams stay organized, aligned, and on top of deadlines.
Unlike personal calendars, a shared team calendar gives everyone visibility into key dates, meetings, task deadlines, and project milestones—all in one place.
Whether you have remote or on-site teams working in local or across different time zones, a shared calendar keeps schedules in sync and prevents miscommunication.
Why a Shared Calendar is Essential for Teams
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Improves Team Coordination: Instead of endless back-and-forth emails about availability, a shared calendar lets everyone see who’s working on what and when.
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Reduces Scheduling Conflicts: A shared calendar prevents overlapping meetings, double bookings, and last-minute scheduling conflicts by providing real-time visibility into everyone’s schedules.
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Enhances Accountability and Time Management: When deadlines, shifts, or project milestones are clearly outlined in a shared calendar, it becomes easier for team members to manage their time effectively.
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Boosts Productivity and Transparency: A shared calendar for teams fosters transparency by giving everyone a clear view of workloads, upcoming deadlines, and availability. This allows for better collaboration, reduces downtime, and ensures that work moves forward smoothly.
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Keeps Remote and Hybrid Teams Connected: For teams that work remotely or in a hybrid setup, a shared calendar is a game-changer. It eliminates the guesswork about different time zones, work hours, and availability for seamless coordination no matter where team members are located.
Best Calendar Apps for Teams: Features and Benefits
The best calendar apps do more than display dates. They help teams collaborate, manage workloads, and stay productive. Whether you’re coordinating meetings, tracking project milestones, or scheduling shifts, the right calendar app ensures everything runs smoothly.
This is especially true for specialty contractors who juggle multiple crews, projects, and client needs simultaneously.
So, what should you look for in a great team calendar app? Here are the key features and benefits to consider:
Shared access and real-time syncing: A great team calendar should allow multiple users to view, edit, and update schedules in real time. For general contractors, these features are critical for keeping complex projects on track across various sites.
Easy event and meeting scheduling: Look for built-in scheduling tools that let team members send invites, check availability, and set meeting reminders effortlessly.
Customizable views and filters: The best calendar apps for teams offer multiple calendar views (daily, weekly, monthly, or project-based) so teams can see their schedules the way they prefer.
Task and deadline integration: Some calendar apps let you assign tasks, set deadlines, and link them to calendar events to streamline project management.
Automated reminders and notifications: Look for smart notifications that alert teams about upcoming meetings, task deadlines, or changes in scheduling.
Mobile accessibility and cross-device syncing: The best team calendar app should sync seamlessly across desktop, mobile, and tablet devices so teams can access schedules anywhere.
Time zone management: If your team operates across different locations, a calendar with automatic time zone conversion is a must-have.
Integration with other tools: The best calendar apps for teams connect with tools like Slack, Microsoft Teams, Zoom, Trello, Workyard, or Google Workspace for a seamless workflow.
Role-based permissions and privacy settings: Some calendars let you control who can view, edit, or manage specific events based on roles or permissions.
The Bottom Line
Choosing the best calendar app for your team in 2024 can significantly impact your productivity and project management efficiency.
Each tool we’ve reviewed offers unique strengths. From the comprehensive project management capabilities of Workyard and Taskworld to the user-friendly interfaces of Google Calendar and Calendly, there is an app to suit every team’s requirements.
Workyard stands out for its robust scheduling tools, accurate GPS time tracking, and seamless integration capabilities, making it an excellent choice for teams looking to streamline their operations.
Its detailed job tracking and advanced reporting and analytics features help projects run smoothly and stay on budget.
Ready to enhance your team’s scheduling and project management capabilities?
Sign up for a free trial of Workyard today and see how Workyard can transform your project management and scheduling efficiency.
Our Scoring System Explained
Our 8-part scoring system was created to help you understand the potential value of any software we review simply and fairly.
We created it after reviewing dozens of software products, which we covered in depth, but without providing a direct and simple way for readers to compare products on their merits – without spending a lot of time looking through our articles for the information they needed to make an informed decision.
Every app we review will include Customer Support and Company scores, which we’ll explain in more detail below. Many of the factors reviewed in this article will also be consistent across most (or all) of our software reviews, with some differences:
The 8 factors assessed and their contribution to a product’s overall score may differ slightly from product to product based on various factors, such as the use case we’re reviewing for, the type of business these products are tailored to, and other considerations. However, all reviews will feature an 8-part score, weighted and combined to calculate each product’s overall score.
How We Score Software
All factors in our reviews are scored on a 10-point scale – technically 11 points – from 0-10. However, we only give products a score of 0 if it does not include an essential feature at all, and we try to avoid giving out 0 scores if a product can demonstrate any functionality in line with the specific factor being reviewed.
In general, the 0-10 range translates as:
- 9.0 – 10 – One of the absolute best in its category (amazing).
- 7.5 – 8.9 – Very good, but with some minor issues (very good).
- 6.0 – 7.4 – Mediocre performance with notable shortcomings (average).
- 3.0 – 5.9 – This feature is not ready for prime time (borderline).
- 1.0 – 2.9 – This feature actually makes its product worse (unacceptable).
- 0 – The product doesn’t include this important feature at all.
How We Calculate Overall Scores
The 8 factors reviewed are weighted based on an overall total of 100%:
- Ease of Use: 20%
- Time Tracking Accuracy: 20%
- Scheduling Features: 15%
- Job Tracking: 15%
- Integrations: 10%
- Customer Support: 15%
- Company: 5%
Methodology for Each Factor
Ease of Use
We evaluate a product’s ease of use based on three main considerations:
- How easy is it to set up this app?
- How easy is it for managers to use the backend dashboard?
- How easy is it for frontline workers to use the (mobile) app?
These three considerations cover the main ways you and your team would use the software being reviewed – when you first obtain it, when someone (a manager, executive, team leader, or similar role) needs to use it to manage people, money, data, and other things, and when workers you’re tracking use the app (usually a mobile version of the software designed for frontline and/or field team members) to clock in, clock out, record time worked, or address other day-to-day needs.
Time Tracking Accuracy
Every minute matters when you’re trying to control payroll costs. This factor accounts for various features and common needs in time-tracking apps, such as…
- How accurate or precise is its GPS tracking capability?
- How accurate – and how customizable – is its geofencing feature?
- How accurate is its travel and mileage tracking (if available)?
- Can it automatically clock workers in and out based on the above?
- Can you set and/or restrict rules for clocking in and out?
- Can the app continue tracking workers while offline?
- How easy is its mobile app and/or kiosk for frontline workers?
Scheduling Features
Many construction businesses prefer to manage as many aspects of employee labor activity as possible in a single app, which is why many time-tracking apps also include worker scheduling as a core feature.
When we consider a product’s scheduling features, we look at:
- Its dashboard customizability (daily, weekly, or monthly views).
- Its project-based scheduling and visibility.
- Its real-time updates and notifications for workers.
- Its real-time map views of worker locations for best-fit scheduling.
- Its recurring schedule (copies to subsequent weeks, etc.) functionality.
Job Tracking
This factor helps you understand if the software can also provide insight into specific projects, which is particularly handy when your business deals with many customers or clients who generally need shorter-term work. Effective job tracking typically also includes accurate job costing functionality for construction companies.
We assess several things when calculating a product’s job tracking score:
- Its project-based tracking for multiple projects per day/week/etc.
- Its ability to track multiple / many projects simultaneously.
- Its use of (and your ability to customize) construction cost codes.
- Any built-in job costing views.
- Any integrations for cost coding (QuickBooks etc.)
Integrations
No business can operate on a single app, which is why integrations with other apps and tools are such important aspects of modern business software.
To calculate a product’s integration score, we’ll examine:
- How many native integrations (the simplest connection) does it offer?
- How effective and easy-to-use are its integrations with payroll software?
- Does it have robust data import and export features?
Customer Support
Learning how to use a new app can be frustrating, even if it’s meant to be the most user-friendly app around. That’s why great customer support is so essential when considering which time-tracking app to use.
Customer support scores are calculated based on:
- Live support channels available (phone, email, chat, etc.).
- Live support hours (business hours only, 24/7, etc.).
- The strength of the product’s online help center and/or FAQs.
- What other users say about support in online reviews.
Company
A great company with a highly customer-friendly approach can often make up for shortcomings in their software products – at least up to a point.
When assessing this score, we’ll examine:
- Transparency (easy-to-find pricing, etc.)
- Trial period (duration, feature availability, credit card requirements, etc.).
- Subscription flexibility (contracts, required durations, etc.).
- Ease of cancellation or pausing subscriptions.
- Customer perceptions (online product reviews).
- Website (a minor consideration, but great companies tend to have great websites).
Any questions about our scoring system? Have any suggestions on how we could make it even better? Click here to send us your feedback – we’d love to hear from you!
