Time management can be like a full-time job. Between work meetings, family events, gym sessions (if you actually make it to the gym), and that one friend who always wants to “hop on a quick call”, your calendar has a way of getting packed.
That’s exactly why we all need AI scheduling assistants.
These intelligent tools ease the mental load off your plate. They do the back-and-forth emails, guard your focus time and even reschedule when the mess hits the fan. The best part? You don’t have to be a tech wizard to use them.
I’ll show you the top 10 AI Scheduling Assistants that are changing the game for busy people everywhere in just a bit.
Shall we?
Top 10 AI Scheduling Assistant
Motion
Motion is a smart scheduling AI-driven assistant that can automate up to 90% of your daily planning. While most calendar apps only show you your meetings, Motion strategically manages your time for you by balancing meetings, deadlines, and focus blocks.
Key Features of Motion
- Real-Time Calendar Adjustments: Motion constantly checks your calendar and alters it, in real time, when new meetings come up or deadlines change. No need to struggle to find free slots.
- Task Prioritization: It doesn’t merely schedule meetings, it prioritizes your tasks and puts them in your day so you actually do things.
- Focus Time Blocks: Motion gives you scheduled time to focus, helping you steer clear of distractions and get more done.
- Team Scheduling: Ideal for team members, it syncs everyone’s calendars and helps identify the best meeting times without the need for endless back-and-forth emails.
- Deadline Warnings: Get smart reminders to keep you on track to never miss a deadline.
How Does Motion Work?
Motion syncs with existing calendars: Google Calendar, Outlook and the likes and learns about your preferences as you use it.
It knows when you like to hold meetings, when you need to take time off, and how long certain activities typically take. It uses this data to build a schedule every day that balances work and rest.
Who Should Use Motion?
- Busy professionals handling several projects and meetings.
- Teams that require smooth collaboration while minimizing scheduling clashes.
- Anyone who wishes to lessen the stress and regain control of their day.
Pricing
Motion provides some simple pricing from $19 per month. It saves so much time that many users deem it worthy of the price.
Reclaim AI
What if, instead of just booking meetings, your calendar could do more? What if it could help you build good habits and protect your focus time and sort of keep your day on a level? And that’s precisely what Reclaim AI does.
Reclaim AI is one of the top AI scheduling assistants that integrates with your Google Calendar to find the best times for your meetings, tasks and even getting lunch.
It is like a personal time manager that does not only help you to schedule your day but also maintains a work-life balance for you.
Key Features of Reclaim AI
- Intelligent Time-Blocking: Reclaim figures out when you work best and moves your less important tasks into idle times.
- Habit Scheduling: Automatically blocks time for recurring habits like exercise, breaks, or reading, so you don’t forget to take care of yourself.
- Focus Time Protection: Generates “no-meeting” blocks to enable you to focus on uninterrupted deep work.
- Team Scheduling: Automatically searches for the best meeting time across several calendars and time zones to prevent a team coordination nightmare.
- Custom Rules: Define your working hours, buffer times, and priority between jobs.
- Integrations: Integrates easily with Google Calendar and other popular tools, including Asana and Jira.
How Does Reclaim AI Work?
Once you’ve paired it with your calendar, Reclaim evaluates your current schedule and preferences.
It then schedules your tasks and habits around your meetings automatically, in real time as new events arise. That way, your calendar remains balanced and fluid without you doing a thing.
Who Should Use Reclaim AI?
- Attorneys who need to safeguard time for deep work and avoid meeting overload.
- Anyone who wants to create and maintain healthy habits around the clock.
- Anyone who wants to automate routine scheduling and protect their focus time.
Pricing
Reclaim AI provides a free plan with necessary features, making it ideal for beginners. Paid plans that start at $8 per month enable more advanced options, such as analytics and deeper integrations.
Clockwise
Clockwise is an AI-driven calendar assistant that optimizes individual and team calendars. It employs advanced natural language processing along with a proprietary algorithm for scheduling to analyze your day, discern your preferences, and automatically optimize your calendar.
Whether you want to book, move or cancel meetings, Clockwise gets it done in seconds, freeing you to focus on what matters.
Key Features of Clockwise
- AI-Powered Schedule Optimization: Clockwise rearranges your meetings and tasks to create long, uninterrupted walls of focus time. It learns your habits and preferences to ensure that your schedule always matches your work style.
- Natural Language Requests: You just type or chat your scheduling needs like “Move all my 1:1s to later this week” and Clockwise instantaneously proposes the best possible options, even weighing trade-offs for you.
- Team Coordination: Helps deal with complicated, multi-calendar schedules in determining meetings for large groups. It learns from team preferences and company patterns, such that scheduling works even for the most hectic of teams.
- Flexible Meeting Management: Flag meetings as flexible, and Clockwise will automatically push them into the most effective time slots, making room in your day for deep work or urgent tasks.
- Task Integration: Create flexible calendar holds from your to-do list. Clockwise learns as your week shifts to shuffle these tasks and ensure nothing falls through the cracks.
- Bulk Actions: the ability to book, edit or cancel several events at a time, clear your day, schedule events while you’re out of office, or book several one on ones in a go.
- Slack Integration: Automatically updates your Slack status and puts you on do-not-disturb during focus time, so you can work uninterrupted.
How Does Clockwise Work?
Clockwise connects to your workplace calendar (Google or Microsoft) and begins learning your scheduling patterns. You start by specifying your preferences for meetings, focus time and breaks.
The AI then searches millions of potential calendar arrangements, optimizing for both individual and team requirements. You can take care of your complete calendar, even across teams and time zones just with a click or a chat.
Who Should Use Clockwise?
- Teams who can’t handle the overload of discussion around the conference table, and want to preserve everyone’s focus time.
- Busy professionals who want more deep work and less chaos in their calendars.
- Anyone who wants to minimize scheduling in favor of meeting.
Pricing
Clockwise has a free plan to get you started, you can just sign up with your work Gmail or Microsoft account. The advanced features and larger teams have paid plans.
ClickUp
ClickUp AI is an extension of ClickUp that packs in powerful AI scheduling features with gripping project management tools that will help you stay organized and efficient in one place.
The AI capabilities improve scheduling, helping you to automatically organize your calendar, assess the best times for meetings, and balance your other tasks and deadlines with your meetings.
Key Features of ClickUp AI
- Unified Calendar View: View all tasks, deadlines, and meetings together to plan your day better.
- AI-Powered Scheduling: Learn from your last meetings to automatically suggest the best times for your meetings and for your other task blocks, based on your workload and preferences.
- Task and Project Management: Manage projects, assign tasks, and track progress without leaving the app.
- AI Writing and Brainstorming: Generate meeting agendas, notes, and follow-ups using AI-powered writing tools.
- Customizable Workflows: Adjust your calendar and task views to suit your own workflow.
- Integrations: Integrates with Google Calendar, Outlook, Zoom, Slack, and many other popular tools.
How Does ClickUp AI Work?
When you connect it to your calendars and project boards, ClickUp AI works to analyze your tasks and meetings, then recommend the best scheduling options.
It prevents you from overbooking yourself and makes sure deadlines and meetings don’t overlap. AI also helps write and brainstorm, meaning you can prep for meetings much quicker.
Who Should Use ClickUp AI?
- Groups and persons that need a 1-stop-system for coordinating projects and schedules.
- People who need AI to help them with writing and organizing work besides scheduling.
- Anyone trying to cut back on switching between apps and wants to have it all.
Pricing
ClickUp does have a free plan with limited capabilities. AI and advanced project management features are available to paid plans starting at $7 per user per month, so even small teams can afford to play.
Sidekick
Sidekick AI is one of the top AI scheduling assistants that literally helps your life either by forwarding scheduling links, embedding booking pages, or managing invites through email. Its smart natural language processing knows your preferences and helps you find the best times in no time.
Key Features of Sidekick AI
- Multiple Scheduling Modes: Choose from scheduling links, embedded pages, or email-based invites to suit your workflow.
- Team Scheduling Support: Easily coordinate where to meet with multiple folks, identifying times that are good for everyone.
- Video and Voice Call Integration: Seamlessly connects with Zoom, Google Meet, Microsoft Teams, and more.
- Availability Detection: It will automatically detect your free times and will suggest optimal meeting slots.
- Customizable Booking Pages: Personalize your booking page with your branding and preferences.
- Auto Reminders: Reduces no-show and keeps everybody on same page.
How Does Sidekick AI Work?
Sidekick AI hooks into your calendars so that it knows when you can meet. You can also send your booking link or embed it on your website, so others can choose meeting times that work for both parties.
It takes time zone differences into account, and when your schedule shifts, it adjusts availability accordingly, in real time.
Who Should Use Sidekick AI?
- For entrepreneurs and freelancers seeking flexible schedules.
- Groups that want to quickly schedule meetings without the hassle.
- Anyone who needs a smart scheduling assistant that can be configure to different workflows.
Pricing
Sidekick AI has a free plan with scheduling features. Basic paid plans start at $5 per month but give you access to team scheduling, custom branding, and more advanced integrations.
Clara
Sending emails back and forth to schedule appointments can be a drain on your time and patience. Clara is an AI scheduling assistant that plays this role, acting in your stead and communicating naturally via email so you don’t have to.
It reads and writes emails like a human assistant, doing all the back-and-forth needed to arrive at the optimal time for a meeting.
Key Features of Clara
- Email on Your Terms: Clara reads meeting requests in plain conversational email format and responds accordingly.
- Maneuver through complicated scheduling: Effortlessly works cancellations, reschedules, and many attendees.
- Personalized Communication: Helps draft emails to match your tone and preferences
- Calendar Integration: Checks to see if you’re available in real time by syncing with Google Calendar and Outlook.
- Follow-ups and Reminders: Sends gentle follow-ups and reminders to make sure meetings go according to plan.
How Does Clara Work?
You just cc Clara on your meeting emails. The AI assistant seamlessly handles the scheduling conversation, suggesting times, negotiating changes and confirming appointments all without you needing to raise a finger.
Over time, Clara learns your preferences to refine how accurately she schedules, and how you have her communicate.
Who Should Use Clara?
- Professionals who receive numerous meeting requests through email and are looking to save time.
- Executives and entrepreneurs who want an assistant with human-like attributes but without hiring staff.
- For someone who wants a no-touch approach to scheduling that lets them work by email.
Pricing
Clara does custom pricing according to business needs, and usually targets enterprises and high volume users. Interested users can reach out to Clara and get a personalized quote.
Trevor
If you’re more visual about your schedule, and would like a more flexible way to focus on tasks alongside your meetings, Trevor is for you.
It includes everything from AI-powered calendar management to easy drag-and-drop time blocking to ensure your daily agenda is as efficient as possible.
Trevor is a visual time-blocking based AI scheduling assistant. It organizes time for certain tasks and meetings, suggesting how long they’ll take and how you’ll get it done, all via a simple, interactive calendar interface.
Trevor integrates with your existing calendars and task managers, so it all stays in one place.
Key Features of Trevor
- Visual Time Blocking: Upcoming tasks and meetings dragged and dropped into your calendar along with AI-powered recommendations for duration.
- Smart Task Scheduling: Trevor advises how long a task will take and slots it into your day around meetings.
- Action Plan Generation: Divides big projects into smaller, actionable steps and schedules them automatically.
- Calendar Integrations: Google Calendar, Outlook and task apps (like Todoist)
- Flexible Rescheduling: Reorganize shifts by dragging-and-dropping blocks when priorities shift and a different task takes precedence over the one being done.
- Blocks: The ability to add blocks for focus time which allows you to be less interrupted.
How Does Trevor Work?
Trevor integrates with your calendar and task management applications, and then crunches the numbers on your workload. It allows you to visualize your day, suggests time blocks for each task and more. Drag-and-drop to adjust the schedule, and Trevor will adjust to keep your day balanced.
Who Should Use Trevor?
- Visual planners who prefer seeing their day laid out clearly.
- Overworked professionals balancing multiple to-do items and meetings who would like a simple way to organize everything.
- People who want to schedule hands-on with help from AI.
Pricing
Trevor provides a free plan with minimal features. Paid plans with enhanced AI scheduling and integrations begin at $7/month.
Calendly
You probably already know this one.
Scheduling meetings should not be complicated. Calendly is one of the most widely used AI scheduling assistants because it simplifies the process of booking meetings for you and your invitees.
You get to share your availability through a personal link. Invitees can choose a time that fits their schedule, without all the back-and-forth emails. Its AI-powered capabilities automatically suggest meeting times while also avoiding double-booking.
Key Features of Calendly
- Simple Scheduling Links: Share a link with your availability for others to book meetings.
- Automatic Time Zone Shift: Calendly automatically will adjust meeting times as per the time zone of each participant.
- Customizable meeting types: Configure various lengths, buffers, and availability rules.
- Calendar Integrations: Synchronizes with Google Calendar, Outlook, iCloud and other services to keep all, up to date.
- Automated Notification and Reminders: Decrease no-show by sending timely alerts
- Team Scheduling: Supporta round-robin, collective and group scheduling for teams.
How Does Calendly Work?
You integrate Calendly with your calendar and indicate your availability preferences, then share your scheduling link. And when someone wants to book time, Calendly only displays your available slots and automatically adds the event to your calendar after it’s been confirmed.
Who Should Use Calendly?
- Individuals or small business owners who want a simple no-fuss setup to schedule installs.
- Teams requiring simple round robin or group scheduling
- All those who want to be rid of back-and-forth email chains when setting meetings.
Pricing
Calendly also allows for a free basic plan, which includes basic scheduling features. Paid plans begin at $10/month, adding team features, integrations, and customization options.
Undock
For fast-moving work environments, you need to be able to coordinate meetings quickly and efficiently. Undock is one of the best AI scheduling assistants that finds real-time availability and schedules meetings on behalf of users, especially for fast-moving teams.
It cuts out the normal lengthy back-and-forth to schedule things by making available live, up-to-the-minute meeting slots that everyone can get behind.
Key Features of Undock
- Instant Availability Matching: Detects open meeting time slots in real time among multiple calendars.
- Cooperative Meeting Scheduling: Enables participants to propose and work out meeting times in real time.
- Works with: Google Calendar, Outlook, Microsoft Teams and Zoom( Multi-Calendar Support)
- Sensible Time Zone Management: Handles switching time zones automatically to eliminate confusion.
- Meeting Buffers and Preferences: Respects your ideal meeting lengths and buffers.
- Analytics for Meetings: Trends regarding scheduling and meeting effectiveness.
How Does Undock Work?
Undock integrates with your calendar as well as your team or invitees. When you schedule a meeting, it displays only the times when all will be available, updating automatically in real time as calendars change. This kinetic methodology minimizes delays and scheduling conflicts.
Who Should Use Undock?
- Multi-teams requiring fast and effective meeting coordination.
- Experts, professionals working in the different time zones.
- People who want to reduce scheduling delays and increase meeting turnover.
Pricing
Undock is free for trial, with paid plans available for Teams and Enterprises.
Savvycal
Planning meetings often involves balancing many calendars and preferences. SavvyCal makes this easy by providing a flexible and intuitive scheduling assistant that respects the availability and preferences of all parties involved.
It helps you get the word out about your availability while giving invitees the opportunity to pick times that work best for them, even proposing alternatives to find the right match.
Key Features of SavvyCal
- Sharing Availability (two-way): SavvyCal lets both you and your invitees share their availability, which makes it that much easier to find times that work for everyone.
- Flexible Scheduling Links: Adjust your scheduling links to include buffer times, how long meetings are, and preferred hours.
- Time Zone Friendly: Smart enough to know where you are and to make adjustments so that things make sense.
- Calendar Integrations: Syncs with Google Calendar, Outlook, and iCloud to keep your schedule up to date.
- Custom Branding: Add logos and colors to your booking pages for consistent professional branding.
- Group Scheduling: Offers support for one-on-one and group meetings along with easy coordination.
How Does SavvyCal Work?
You integrate your calendars and make scheduling links according to your preferences. Once you send the link, invitees will be able to view your availability, as well as suggest times that work best for them. SavvyCal then assists in finalizing a meeting time that works for all.
Who Should Use SavvyCal?
- Professionals that want a more collaborative scheduling experience.
- Anyone who cares about clear communication and accurate time zones.
Pricing
SavvyCal offers a free trial. Paid plans cost $12 per month or more for extra features like branding and advanced scheduling options.
The Bottom Line
AI scheduling assistants save you time but you can help AI assistants save you time even more by choosing the perfect tool for your needs.
Choosing the right AI scheduling assistant depends on evaluating your workflow, your team’s needs, and the integrations that matter to you most. Since most of these tools have free plans or trials, don’t be afraid to try a few and see which one works best for you.
