The most productive remote teams share the same vision, goals, and objectives, plus a calendar that helps them coordinate their availability, work, and stay on track.

Considering that you are working in different parts of the world, it is vital to have one base from which you can all see what needs to get done and when. In this article, we will cover some best shared calendar apps for distributed teams.

5 Features to Consider When Looking for a Shared Calendar App

A shared calendar is an online tool that lets distributed team members view and update their schedules. This can be useful for coordinating time off, work hours, meetings, and project deadlines.

When choosing a shared calendar app for your remote team, there are a few key features to look for:

  1. Ease of Use: Adding new digital solutions to your workflow can be a challenge and a source of stress for those who are not tech-savvy. The best-shared calendar apps are easy to use and don't require much time to learn how to navigate. So you'll want to make sure that the app you choose is user-friendly.
  2. Compatibility: We bet your team members use different devices and operating systems. When choosing a calendar app for your team, make sure it is compatible with everyone's devices.
  3. Integration: The best-shared calendar apps offer integrations with other apps and services that your team might be using. This way, you can keep all of your appointments and workflows in one place, while avoiding overusing your communication and collaboration tools.
  4. Automated Schedule Syncing: One of the essential features of a shared calendar app is the ability to automatically synchronize your calendar with everyone on your team. This way, you don't have to worry about manually inputting your availability into everyone's calendars. The best apps will automatically sync with all devices.
  5. Customization: A good shared calendar app will offer some degree of customization, so that you can tailor it to your team's specific needs. For example, you might want to add notes or colors to different events to help you remember what they are for.

Now that you have a better idea of what to look for in a shared calendar app, let's look into some of the best options for your remote team.

The 4 Best Shared Calendar Apps for Remote Teams

1. Google Calendar

Screenshot of Google Calendar showing how to add an event

This is an easy decision if you wish to take advantage of Google Workspace's ecosystem of productivity apps and services. Google Calendar is very user-friendly, and it's easy to add new events or invite team members to existing ones. You can also create recurring events, so you don't have to input them every time manually.

Google Calendar keeps your team in sync by allowing you to check and know everyone's schedule at a glance. Since it is already integrated into your Gmail account, you can use it to schedule a Google Meet video conference, access information from your Google Drive, send a quick text and collaborate with team members on Google Chat, and more.

Google Calendar is a dependable option, especially if you are looking for simplicity and an extensive range of integrations.

Download: Google Calendar for Android | iOS (Free, business account available)

2. TimeTree

Screenshot of TimeTree showing how to add a meeting

TimeTree is a user-friendly shared calendar with a beautiful and intuitive interface. It is a versatile tool that allows you to manage your personal, work, or family schedules all in one place.

TimeTree is great for team collaboration as it offers a variety of features, such as the ability to share calendars with others, add events and tasks, customize notifications, and more. It also has a memo feature to help you and your remote colleagues remember essential details or plan for upcoming projects.

All you need to start is signup for a TimeTree account and then invite your team members to join. It also has a mobile version to keep you organized on the go.

Download: TimeTree for Android | iOS (Free)

3. Toggl Plan

Screenshot of Toggl Plan showing how to add a task

Toggl Plan is a robust and user-friendly project management tool that offers a shared calendar feature. It is an excellent tool for small and mid-sized businesses or teams who need to manage multiple projects and tasks.

Toggl Plan's shared calendar allows you to see all your team's events and tasks to better understand what you need to do and when. You can also create new tasks, assign tasks to team members, set deadlines, and more. Furthermore, you can create various teams and invite members to collaborate.

This tool allows you to add attachments, comments, and notes to tasks, making it perfect for collaborative work. You can also integrate Toggl Plan with other popular tools such as Slack, Toggl, and Calendar.

Toggl Plan is an excellent choice if you are looking for a project management tool with a built-in shared calendar.

Download: Toggl Plan for Android | iOS (Free trial, premium version available)

4. Calendly

Calendly's dashboard

Calendly is an excellent tool for managing your own schedule as well as coordinating with others. It has a clean and intuitive interface that makes it easy to see your upcoming events and schedule new ones. It also offers a variety of features, such as Availability Preferences, which allows you to customize when you want to be contacted.

This tool also has a Team Scheduling feature that lets you save time on manual and redundant tasks like assigning meetings, figuring out meeting times, and more. Once everyone has customized their Availability Preferences, Calendly will automatically generate a meeting schedule that works for all. However, you can still choose to send meeting polls to narrow down the best time for everyone.

Calendly integrates with other popular shared calendar apps like Google Calendar, iCal, Outlook, to name a few, and cross-checks schedules to avoid double-bookings. It also has a mobile app that allows you to manage your schedule on the go.

Download: Calendly for Android | iOS (Free, premium version available)

Get Your Distributed Team on the Same Page With a Shared Calendar

Whether you choose to go for a shared calendar app that is part of a more extensive suite of tools or an all-in-one project management tool with a calendar feature, there is definitely something for you on this list.

Although it is hard to pick one over the other as it depends on your specific needs, all of these apps are great options that will allow you to manage your time and schedule better.