Almost every project management tool available has a calendar view so figuring out which is right for you is tough. You know you want to manage and schedule your projects and resources within a visual calendar interface but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different tools and managing large teams and projects, with my picks of the best project management calendar tools.
What is a project management calendar tool?
A project management calendar tool is a software application that serves as a visual scheduling hub, allowing you to plan, organize, and track tasks over time using a calendar. This calendar view allows you to see the overall project schedule at a glance, identify critical milestones, and anticipate potential bottlenecks. Key features include date-based task scheduling, milestone tracking, resource allocation, and the ability to view project timelines in various formats.
This tool is a vital asset for orchestrating the various elements of a project and ensuring that everything stays on track.
monday.com is an award-winning project management SaaS you can use to plan projects and manage your team. monday.com’s calendar view allows you to track the progress of projects and ensure that everybody complies with the work schedule. Aside from the high-level view of all projects, you can drill down on specific tasks and subtasks so you can track dependencies and device contingencies whenever necessary.
monday.com is best for you if simple and repetitive tasks take up a huge chunk of your time because monday.com has automation functionality that can take care of them for you. You can set automated responses and actions to simple tasks like sending an email after receiving a project proposal, getting an update on project milestones, or receiving alerts when end dates approach.
monday.com integrates with Google Calendar, Dropbox, Excel, and other productivity tools.
monday.com pricing starts at $6/user/month, and they offer a 14-day free trial. They have a free plan for up to 2 users but workflow automation is not included.
Wrike is a project management software you can use to ensure that your team adheres to project schedules like start dates and due dates. You can use Wrike to visually assess a project timeline using Gantt charts and Kanban boards to ensure that project tasks and subtasks are completed on time to prevent project delays. I recommend Wrike if you handle complex projects because it has file sharing and calendar sharing capabilities to boost team collaboration.
Wrike is the best project management calendar if you handle agile projects because it simplifies workload to assign the best point person to lead a project and delegate assignments based on your team members’ abilities. You can use Wrike to communicate with team members so you can adapt to changes on an as-needed basis. Wrike has customizable intake forms to prioritize incoming requests according to importance and urgency.
Wrike pricing starts at $9.80/user/month with a 14-day free trial. They have a free-forever plan with some feature limitations.
Resource Guru is a project management calendar tool that makes scheduling resources and team members convenient and efficient. It is cloud-based, making it ideal for remote workers, freelancers, and global teams. The software uses a simple drag-and-drop interface, allowing users to schedule resources, assign tasks, and set deadlines quickly. Its features include a real-time calendar, automatic conflict detection, and customizable reporting.
The software provides a clear overview of the project schedule, making allocating resources and assigning tasks easier. The tool gives project managers real-time visibility into team members' availability, helping avoid overallocation and burnout. It promotes collaboration among team members, allowing for accessible communication and real-time updates. It also allows managers to specify start and end dates and the estimated time for completing the task, thus enabling realistic project timelines. Project managers can easily track progress, modify schedules, and reassign duties to keep the project on track.
It provides an intuitive and data-driven interface to create and customize reports. This feature enables project managers to identify potential issues, analyze the utilization of resources, catch work-related anomalies, and study project trends in real time. Reports may include scheduling status, resource utilization, and real-time information based on different metrics. Resource Guru has a built-in time-tracking system that allows team members to track their work hours for specific projects. This feature helps track employee efficiency and helps invoice clients based on the time worked.
Resource Guru integrates with other project management tools, such as Asana, Trello, and Slack.
Hub Planner is a cloud-based project management calendar tool that simplifies scheduling for both small and large businesses. This software is designed to help manage projects of all sizes by providing a clear overview of tasks, deadlines, and resources. Hub Planner is easy to use and offers tools for task tracking, resource allocation, and team collaboration.
Hub Planner’s drag-and-drop interface makes it easy to schedule tasks for your project. Users can drag and drop tasks onto a calendar, assign them to specific team members, and set due dates. It offers a Gantt chart view, which gives you a bird's eye view of your entire project. Hub Planner includes a resource utilization view, letting users see how much each team member is working on at any time. This can help detect signs of burnout and ensure that no one is taking on too much work.
Hub Planner's heat map feature is a powerful tool that helps you optimize your team's productivity. By tracking where team members spend their time, users can identify areas where they may be underutilized or overworked. The heat map also allows users to see which tasks are taking the longest to complete so that they can adjust accordingly. Hub Planner’s heat map can be customized to show data for specific periods, projects, or individual team members.
The software allows users to connect their Hub Planner account to their Google Calendar, Outlook Calendar, or iCalendar. They can also use the calendar sync feature to book meeting rooms, send reminders, and track progress. Hub Planner easily integrates with apps like Zapier and Zoho.
Pricing for Hub Planner starts at $7/resource/month, billed annually. They also offer a 30-day free trial too.
Zoho Projects is a project management platform that can be used for project planning, tracking, and team collaboration. The software's calendar module gives a monthly overview of projects on the go and coming up, and users can create new events, tasks, and milestones directly from the calendar view. Tasks can be assigned to the appropriate team member based on availability, as the calendar also shows scheduled time off through an integration with Zoho People. Automatic event reminders keep all users in the loop of what's coming up.
The calendar module goes hand-in-hand with the software's time management features, which include time tracking, timesheets, and resource scheduling. Invoicing and budgeting can also be managed using the time management module, keeping time and money matters connected with the relevant project.
In addition to the tool's scheduling and time management capabilities, users can run reports on project progress and team productivity metrics. Pre-built reports and custom ones can be accessed through the dashboard, allowing users to get insights on the KPIs that matter most to them.
The software integrates with common workplace tools like box, Dropbox, Google Workspace, Microsoft Teams, Slack, and Zendesk. A paid Zapier account can unlock additional integrations.
Paid plans start at $5/user/month and include a 10-day free trial. A free plan is also available.
Microsoft Project is a project management software you can use to plan and build project calendars while assigning tasks to team members with the necessary skills to complete them. You can use Microsoft Project to track the progress of your overall project so you can intervene if a task is causing delays. Microsoft Project also utilizes Gantt charts so you can track dependencies and promote accountability among team members.
Microsoft Project is the best project management calendar for you if you want to manage tasks because you can monitor the amount of workforce each task requires. With Microsoft Project, you can check if a task takes longer than usual and implement action plans to cut down on task completion time. Tracking task completion time can also help you determine if the assignees have the proper skill set for their specific tasks and schedule training if needed.
Microsoft Project pricing starts at $10/user/month. Microsoft Project offers a 30-day free trial.
Paymo is a project management software with a calendar view that freelancers and small or medium-sized teams and businesses can use to manage their tasks. With Paymo, teams can plan projects and display tasks in a neat calendar view. Paymo helps you plan projects and tasks, track your work time, bill clients from within the platform, and manage everything on the go using its mobile app.
Paymo's project planning calendar gives project managers a better grasp of how each project is unfolding in terms of priority and due dates. Head to the home tab to view your tasks as well as your team’s tasks. Depending on your needs, there’s a list, table, board (Kanban), and calendar view you can customize. You can filter data to choose what to see on every view and then color code, assign users, and quickly rearrange deadlines by simply dragging and dropping tasks on the Calendar.
The UI is clean and has a pleasant design with readable content. Plus, there’s a Dashboard for every user with data, pie charts, and another calendar view of every time entry logged during the work month.
Paymo integrates with Google Calendar, Slack, Zapier, and other workflow apps.
Free for freelancers and teams of up to 10 users. Paid plans start at $9.95/user/month. Paymo comes with a 15-day free trial.
Bitrix24 is a free, open source project planning tool with team collaboration and task planning capabilities. Bitrix24’s project calendar feature allows you to schedule, sync, and share your calendar with other team members ensuring you are all on the same page. You can even set up multiple calendars so you can manage multiple projects easily.
Bitrix24 is the best project management calendar tool for you if you want one with integrated communications tools like chat, video calls, and conferences. With these integrated communications tools, you can communicate privately with select team members and avoid leaks while working on confidential projects. This also means that you don’t have to pay for a separate chat or video conferencing tool because your Bitrix24 account has these features.
Bitrix24 has a free version, while the paid version starts at $39/month for up to 5 users.
Google Workspace Calendar is a shareable online calendar you can integrate with Gmail, Drive, Meet, and other Google tools you may already be using. If you’re using an outdated business calendar, you can easily migrate it to Google Workspace Calendar without losing any data. Google Workspace Calendar also allows you to browse and reserve available conference rooms to get one with the capacity and equipment you need.
Google Workspace Calendar is your best option if you want a project management calendar without hurting your budget because you can get this tool for free. With Google Calendar, you can check your team members’ availability before setting up meetings to avoid scheduling conflicts. You can access the tool not just on your PC but on your mobile devices too, so you can view and edit your calendar on the go.
Google Workspace Calendar, however, does not have the advanced task-scheduling, collaboration, or reporting features of others on this list.
Google Workspace Calendar is free to use.
Odoo is an open-source collection of apps, including CRM, inventory management, billing, project management, and many others. It has a calendar view you can use to view your entire team’s tasks, projects, and appointments. Odoo allows you to filter items in your calendar so you can prioritize items that need your immediate attention.
If your company has unique requirements for its project management app, Odoo is the best app for you because of its open-source nature. You can work with your developers to tweak Odoo and add functionalities that will serve your company’s needs. You can also customize Odoo to make it user-friendlier, shortening the learning curve of users.
Odoo pricing starts at $31/user/month for all apps. Odoo also offers a 15-day free trial.
Get the PM Software Buyer's Guide
Best for workflow automation
14-day free trial + free plan available
|From $8/user/month (billed annually, min 3 seats)||Website|
Best for agile project management
Free plan available
Best for real-time visibility into team members' availability
30-day free trial available
Best for resource utilization tools
30-day free trial
|From $7/user/month (billed annually)||Website|
Best project management calendar for resource planning
Free trial available
Best for task management
30-day free trial
Best for freelancers and small or medium-sized teams and businesses
15-day free trial + free version available
Best communication tools
Free plan available
|From $49/month (5 users)||Website|
Best free project management calendar
14-day free trial
Best open-source project management calendar
15-day free trial
Best for identifying and prioritizing high-value work
Best mobile app version
Best for creating BI reports
Best for its color-coded calendar entries
Best for large companies
Best for time tracking
- Toggl Plan
Time tracking app with project management capabilities. Free plan for single users.
Remote collaboration program for managing projects and tasks. Free plan for 2 projects, unlimited users.
- Hyper Office
Cloud-based collaboration and communication software with a project management functionality.
Web and mobile application for planning, managing, and tracking projects. Free plan for 15 users.
- PlanPlus Online
Suite of productivity tools like calendars, notes, and task sheets for managing projects, sales and marketing activities.
All-in-one open source project management suite for communicating, task allocation, and calendar creation.
How I Picked The Best Project Management Calendar Tools
I evaluated and compared the most popular PM calendar tools on the market, both for their reviews and user interface. Then I weighed factors that make software a good option for booking to narrow down the list. Finally, I used my experience in project management to develop the following set of criteria to evaluate the finalists.
- Customization: Allows users to add events, projects, or tasks to shared calendars. Also, the ability to set custom notifications so you can stay on top of activities.
- Reporting: Allows users to pull up data for reporting purposes. Reports are particularly important in stakeholder meetings, where the overall progress and goal completion percentages need to be shared.
- Time tracking: Enables users to track the time spent on tasks. Once done in spreadsheets, this is a feature included in most tools nowadays and allows employees to track time directly in the PM tool.
- Data filtering: Choose what content you are seeing on the calendar.
- Drag-and-drop: A user-friendly features that lets you quickly rearrange deadlines without menu diving. This feature is present in the timeline view, where your roadmap and project timeline are created.
- Priority tags: Know the priority levels of upcoming tasks. Tags make your team calendar much easier to read as you know what the project team is working on at all times.
User Interface (UI)
I’m looking for a tool with a clean user interface and pleasing design. The calendar should be readable, flexible, and customizable. You can think of the calendar as a to-do list where you see the items that need to be completed on a day. Then, you can understand why we need this view to be easy on the eye.
I’m looking for software that’s intuitive to use when it comes to setting deadlines and milestones for newbies and advanced users alike. Therefore, I look at the best calendar templates and training material that can help you master the tool.
I’m looking for software that allows the integration of a wide range of productivity tools for communication, HR, ERM, CRM, and whatever else you need. I give you information on pre-built integrations, custom ones you can build with an API, and third-party software that can help you connect to other apps.
I’m looking for software with many features that is not too expensive. I mention pricing per month on monthly plans, whenever available. Additionally, I look for free trials and free versions that allow you to test the tool. Finally, I give you information on discounts (if available).
What is a project calendar in project management?
What is the difference between project calendar and resource calendar?
Keeping with the calendar theme, I recommend you read how resource calendars can help you consider the team members who will be working on the project and when they are available. Another good resource is our article on how to nail project scheduling so that you can deliver your projects on time.
Related tool lists:
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