The Best Calendar Apps for Sales in 2025

If you work in sales and only use your online calendar as a “virtual diary”, you could be getting far more out of your calendar app.

Many calendar tools offer added functionality to optimize sales performance, such as prioritizing appointments with the hottest leads in your pipeline.

In this article, you’ll learn about the best calendar apps for sales teams and how they can help you work more productively and successfully in 2025.

What is a calendar app?

A calendar app is a digital tool for organizing and managing time.

Most calendar apps include functionality for making appointments with others, scheduling activities and setting reminders for everything from filing paperwork to buying birthday gifts.

Calendar apps can also help users manage their calendars, make progress on tasks and collaborate effectively with others.

Some of the most well-known calendar apps are part of popular operating systems and software packages. These include Outlook Calendar, Apple Calendar and Google Calendar (part of the Google Workspace collection of digital tools).

A wide range of custom calendar apps also support specific activities, such as time blocking or task prioritization.

The majority of calendar apps allow users to share their availability with others. The best calendar-sharing apps display the user’s available time or allow them to “invite” people to a specific calendar event.

You can use many of the best calendar apps on the go through native Android and/or iOS mobile apps. Some tools are also available as desktop versions for Windows and Mac operating systems.

How are calendar apps helpful in sales?

At their most basic, calendar apps allow sales professionals to create and organize meetings with clients and colleagues.

This is only a fraction of the value that some of the best calendar apps for sales have to offer – even those that focus on scheduling.

The best tools support the sales process with functionality that handles the complexities of various sales activities, such as prospecting and following up with leads.

Streamlining time-consuming tasks

Many calendar apps can automate and streamline time-consuming scheduling tasks, like making appointments across time zones.

This automation frees sales teams up to focus on revenue-generating activities without the distraction of unnecessary admin.

Managing busy schedules

Some tools help busy people organize their time. Schedule management can be useful for sales professionals who have many activities and appointments to fit into their calendars.

Such calendar apps include functionality for time blocking, a time management strategy that can aid focus and boost productivity.

Tackling to-do lists

Several calendar apps also help users get things done. Task management tools can be helpful in sales, where to-do lists are long and jobs that don’t generate revenue directly can often slip through the cracks.

Some of the best calendar apps for task management include functionality for recording tasks and tracking progress.

The best calendar apps for sales comparison chart

Before diving into each tool and its merits, here’s an overview of the best calendar apps for sales and some of their standout features.

Now that you have some insight into the best calendar apps for sales and their most helpful features, let’s examine each tool in greater detail.

The best calendar apps for scheduling

Scheduling is by far the most common use for calendar apps in sales. After all, appointments with prospects and leads are the lifeblood of any sales pipeline.

Good scheduling apps allow you to do far more than simply set appointments. The best tools make scheduling seamless and support successful sales outcomes.

Here are the best calendar apps for scheduling.

Pipedrive’s Scheduler

Pipedrive’s Scheduler is the calendar app built into Pipedrive’s customer relationship management (CRM) software.

The tool gives Pipedrive users access to sophisticated scheduling features beyond the functionality of a traditional calendar app, making it the best app for booking appointments.

Scheduler gives sales professionals a faster and more efficient way to book video calls and meetings with prospects. Simply provide one link and let people book a time that works for everyone.

The link includes an automated calendar invite with an optional link to a video call. Scheduler integrates with all major video call software, including Zoom, Microsoft Teams and Google Meet.

Scheduler connects to your sales pipeline in Pipedrive to perform intuitive tasks that support the sales process and enable success.

You can prioritize meetings with the hottest leads in your pipeline, send automated calendar invitations and issue automated call reminders.

With all your sales data centralized in your CRM, Pipedrive’s Scheduler tool allows you to:

• See which leads or contacts are going stale and need a follow-up call

• Create a meeting invitation directly from the detailed view of a contact or deal

• View upcoming calls and call histories with prospects in the sales pipeline

You can also customize the Scheduler to suit your needs. For example, set your availability so contacts see only the times you want them to – or create one calendar for clients and another for team members. You can also have separate calendars for one-time events and office hours.

In addition to these features, Scheduler offers a calendar app’s standard functionality, like sharing availability and booking appointments.

Scheduler helps Pipedrive users avoid the cost and hassle of switching between multiple calendar tools. All the scheduling functionality they need is available in their CRM.

How to use Scheduler in Pipedrive

If you’re a Pipedrive user, you can access Scheduler from:

You can propose specific times for a meeting, choose an activity type for the meeting in Pipedrive and then generate a unique scheduling link to share in an email or add to your signature.

Prospects can see your availability and book a video call when they access the link. You’ll then both receive a calendar event invite in your inbox.

Be sure to sync your calendar with Pipedrive so that Scheduler always shows your most up-to-date availability.

Google Calendar

Google Calendar is among the best calendar planner apps that many will be familiar with.

Google Calendar is easy to use and available to anyone with a Google account. The app’s simple calendar features allow you to book appointments, organize your time and schedule meetings.

Google Calendar is handy for collaboration thanks to its shared calendar functionality. This feature lets you share your entire calendar with colleagues or collaborators.

You can also add Google Meet video conferencing to the meetings you create, turning a calendar event into a live video meeting.

Google Calendar syncs with other Google Workspace tools and integrates with virtually every other calendar app and professional scheduling software, including Pipedrive.

It’s available as an Android or iPhone app for on-the-go use and via web browser for desktop use.

Google Calendar is available on most Android phones and devices by default, making it one of the best calendar apps for Android users.

Outlook Calendar

The familiar calendar app Outlook Calendar is the calendar component of Microsoft Outlook, which also includes email and calendar functionality.

Outlook Calendar is available by default in companies that use the Windows operating system or Microsoft’s Office 365 software. This widespread availability makes Outlook Calendar the best calendar app for Windows for many users.

Outlook Calendar includes the standard features, like adding events and toggling between daily, weekly and monthly calendar views.

Additional functionality in Outlook Calendar can be particularly helpful for sales teams. For large meetings, the built-in Scheduling Assistant and Room Finder tools can help you find a time and location to accommodate all participants.

Outlook Calendar integrates with various other scheduling software, including Pipedrive.

It’s available on desktop for Windows and MacOS and on Android devices and iPhones for on-the-go use.

Calendly

Calendly is one of the most popular calendar apps for scheduling appointments with others without sharing your entire calendar.

The app generates a shareable link you can add to your email signature, website or landing page. The other party opens the link, sees the time you have available and books an appointment with a couple of taps.

Calendly facilitates scheduling appointments with clients worldwide by automatically detecting each user’s time zone, so you won’t have to “convert” your available slots manually.

Calendly runs on desktop via a web browser and desktop extension. It’s also available as an iPhone, iPad and Android mobile app.

The Calendly app integrates with many other digital tools that sales teams use daily, including Pipedrive.

Fantastical

Fantastical’s Mac and iOS calendar app creates unique calendar views on an intuitive interface, available in light and dark mode.

You can customize your calendar to display your schedule in month view, week view or day view.

The app’s natural language input allows you to set up new events or reminders quickly by typing commands you might say out loud (e.g., “Team meeting Tuesday 2 PM, alert 20 min”).

Like Calendly, Fantastical automatically adjusts for time zone differences.

For iOS 16 devices and newer, Fantastical includes three lock screen widgets that provide an at-a-glance view of events and notifications when your phone is locked.

Fantastical is an iPhone calendar alternative designed for Mac and iOS device users. The app is available on all Apple devices, including wearable hardware like Apple Watch and Apple Vision Pro.

The best calendar apps for time management

As a sales professional, you have many responsibilities, especially regarding how you spend your time. It can be challenging to fit in day-to-day tasks once you’ve scheduled appointments with leads and set time aside for internal meetings.

Many of the best calendar apps for sales teams include built-in functionality to support time management strategies, like time blocking and the interval-based Pomodoro technique (25 minutes of work followed by a five-minute break).

Here are some of the best calendar apps for time management.

Focus To-Do

Based on the Pomodoro technique, Focus To-Do allows you to create a schedule, set reminders and tackle work in 25-minute sessions.

The app’s built-in Pomodoro timer helps you work in concentrated intervals and take scheduled breaks. If 25-minute sessions aren’t for you, the app’s premium version includes the option to set flexible work intervals.

Its distraction-free interface supports deep work and productivity. You can use the app to set due dates for tasks and record your progress throughout the day. Stay on track with larger projects by splitting them into sub-tasks.

Focus To-Do is available as a mobile app on iOS and Android smartphones and tablets, as well as Apple Watches. It also runs on desktop as an app for Mac and Windows and an extension on Chrome.

TickTick’s functionality includes segmented to-do lists, schedule planning and Pomodoro-based time tracking.

Like Focus To-Do, TickTick includes a built-in Pomodoro timer. The app also features support for the Eisenhower matrix, a productivity methodology that categorizes tasks into quadrants based on their urgency and importance.

TickTick allows you to block time in your calendar to focus on specific tasks – like following up on sales calls – and set notifications to ensure you get started at the right time. The app supports other task management techniques, like adding time estimates to tasks, setting time-based goals for the day and recording recurring tasks.

TickTick has a mobile version for iOS and Android devices and smartwatches. It’s also available as a browser extension and a desktop app for Windows, Mac and Linux.

The best calendar apps for task management

In sales, there is a seemingly never-ending to-do list, and finding the time to complete everything can be challenging.

That’s where calendar apps with task management functionality come in. They have built-in features that integrate your tasks with your calendar, helping you plan your work and tick off your tasks throughout the day.

Here are some of the best calendar apps for task management.

Notion Calendar

Part of Notion’s comprehensive project management software, Notion Calendar helps users work through their to-do lists.

It connects with Notion’s database and schedules tasks automatically. The app’s drag-and-drop functionality makes it easy to reschedule tasks if plans change.

You can collaborate with colleagues on tasks and events using the calendar and task boards in a single workspace. You can also assign tasks a status, priority level, deadline and team member to ensure they get ticked off in the correct order and by the right people.

Notion Calendar is a desktop app for Windows and Mac and a mobile app for iOS and Android devices.

Any.do

While the project management app Any.do isn’t strictly a calendar app, it enables a comprehensive view of tasks and deadlines through integrations with calendar apps like Google Calendar and Outlook Calendar.

With support for scheduling recurring meetings and follow-ups, Any.do’s calendar integration saves time by automating repetitive tasks. The app includes a daily planner, color-coded tags for organizing tasks and the option to break large projects into sub-tasks.

Any.do also allows you to prioritize tasks, which can be helpful if you’re using a method like “eat the frog” to choose which jobs to tackle first. Once you’ve set tasks up in the app, you can share them with colleagues.

Any.do is a mobile app for Android and iOS devices, including smartwatches. It’s also available as a desktop app for Windows, Mac and Chrome OS, as well as all major web browsers and extensions.

Final thoughts

For sales professionals, calendar apps can do far more than allow you to schedule meetings and see the day’s appointments. The best calendar apps have functionality to support the sales process and enable successful outcomes.

If you’re weighing up the pros and cons of a particular calendar app, start by considering which type of tool would best suit your objectives. Think about which calendar features might boost your performance and productivity.

If you’re looking for a calendar app that works with your company’s sales data to make your scheduling smarter, consider Pipedrive. Sign up for a free 14-day trial to save time and secure conversations with prospects more efficiently.