Google Calendar is a powerful tool for scheduling meetings, tracking deadlines, and staying organized. But when you’re managing a team, you need more than just a basic calendar. The right tools and integrations can turn Google Calendar into a productivity powerhouse, helping teams collaborate better, avoid double booking, and stay focused on tasks.
In this article, we’ll learn about the top 15 Google Calendar tools and integrations that simplify team management. Whether you’re a remote team, a small business, or a large organization, these tools will save time, reduce clutter, and increase productivity.
Why Use Google Calendar Tools for Team Management?
Before moving on to the list, let us understand why these tools are important:
- Centralized scheduling: Avoid missed meetings or overlapping events.
- Automation: Reduce manual work with automated reminders and updates.
- Collaboration: Share calendars, assign tasks, and track progress all in one place.
- Integrations: Sync with other apps like Slack, Zoom, or Trello for a seamless workflow.
1. Clockwise (Optimize Team Schedules)
What it does: Clockwise uses AI to rearrange meetings and create “focus time” blocks, ensuring your team has uninterrupted work hours.
- Best for: Teams that have multiple meetings per day.
- Key Feature: Automatically reschedules low priority meetings.
- Integrations: Works with Google Calendar and Slack.
2. Calendly (Simplify Appointment Booking)
What it does: Calendly allows team members to share their availability and lets clients or colleagues book slots without exchanging emails.
- Best for: Sales, HR, or customer-facing teams.
- Main Feature: Syncs with Google Calendar to avoid double booking.
- Integrations: Connects with Zoom, Salesforce, and Outlook.
3. Trello (Visual Task Management)
What it does: Turn calendar events into Trello cards to track tasks, deadlines, and project progress.
- Best for: Project managers and agile teams.
- Main feature: Drag-and-drop interface for easy task organization.
- Integrations: Links with Google Calendar and Slack.
4. Slack (Real-Time Communication)
What it does: Slack’s Google Calendar integration sends reminders for upcoming meetings directly in channels or DMs.
- Best for: Remote or hybrid teams.
- Key feature: Automatically updates status to “In meeting” during the event.
- Integrations: Works with Zoom, Google Drive, and 2,000+ other apps.
5. Zapier (Automate Workflows)
What it does: Connect Google Calendar with over 5,000 apps like Gmail, Asana, or HubSpot to automate repetitive tasks.
- Best for: Teams looking to streamline workflow.
- Key Feature: Create “Zaps” to automatically send reminders or update task lists.
- Integrations: Works with almost every tool your team uses.
6. Focus@Will (Boost Productivity with Music)
What it does: Syncs with Google Calendar to play music that helps you focus while working.
- Best for: Creative teams or individuals who need deep focus.
- Main feature: Creates playlists based on your brain type.
- Integration: Works with Google Calendar schedules.
7. Reclaim.ai (Smart Time Management)
What it does: Automatically schedules breaks, habits, and tasks around existing meetings.
- Best for: Overloaded teams struggling with work-life balance.
- Main feature: Protects personal time by blocking “busy” hours.
- Integrations: Syncs with Google Calendar and Slack.
8. Toggl Track (Time Tracking)
What it does: Track time spent on tasks and projects directly from Google Calendar events.
- Best for: Freelancers or teams that bill hourly.
- Key Feature: Generates reports to analyze productivity.
- Integrations: Works with Asana, Trello, and Google Calendar.
9. Fellow (Meeting Management)
What it does: Creating agendas, taking notes, and assigning action items during meetings — all tied to Google Calendar events.
- Best for: Teams that want more structured meetings.
- Main feature: Templates for one-on-one, standups, and client calls.
- Integrations: Syncs with Slack, Zoom, and Google Calendar.
10. Woven (Smart Scheduling Assistant)
What It Does: Combines calendars, polls, and templates to find the best meeting times for teams.
- Best for: Managers coordinating across time zones.
- Main feature: “Smart Templates” for recurring meetings.
- Integration: Works with Google Calendar and Outlook.
11. Shift (Unified Workspace)
What it does: Manage multiple Google Calendar accounts (work, personal, client) in a single app.
- Best for: Teams handling multiple projects or clients.
- Main Feature: Switch between accounts without logging out.
- Integrations: Syncs with Gmail, Slack, and Trello.
12. Timely (Automatic Time Tracking)
What it does: Tracks time spent on Google Calendar events and generates timesheets.
- Best for: Teams that need accurate timesheets for pay.
- Key Feature: AI-powered time tracking with zero manual input.
- Integrations: Works with Google Calendar, Asana, and Jira.
13. Cron (Modern Calendar Experience)
What it does: An attractive, user-friendly calendar app built for teams, with features like shared calendars and RSVP tracking.
- Best for: Startups or tech-savvy teams.
- Main feature: Keyboard shortcuts for power users.
- Integrations: Syncs with Google Calendar and Zoom.
14. SavvyCal (Polite Scheduling)
What it does: It lets teams share availability without displaying the full calendar, reducing the amount of email exchanged.
- Best for: Executives or busy teams managing external meetings.
- Main feature: “Overlay” multiple calendars to find free slots.
- Integration: Works with Google Calendar and iCloud.
15. Teamup (Shared Calendars)
What it does: Create color-coded, shared calendars for different departments (sales, marketing, HR).
- Best for: Large teams or organizations.
- Main Feature: Customizable access permissions.
- Integration: Syncs with Google Calendar and Outlook.
How to Choose the Right Tools for Your Team
- Identify pain points: Are missed meetings or poor time management your biggest problem?
- Free trials: Most tools offer free versions and trials.
- Ask for feedback: Involve your team in the decision-making process.
Bonus: Employee Monitoring & Productivity Insights
While Google Calendar tools focus on scheduling, employee monitoring tools (like Hubstaff or Time Doctor) track activity levels, app usage, and task progress. However, they both have advantages and disadvantages:
Pros of Employee Monitoring:
- Identifies productivity bottlenecks.
- Ensures accountability across remote teams.
Cons of Employee Monitoring:
- If overused it can lead to eroding trust.
- This can lead to micromanagement.
For ethical monitoring, combine tools like Google Calendar with transparent communications.
Conclusion
Google Calendar is more than just a scheduling tool—it’s the backbone of effective team management. By integrating the right apps, you can automate tasks, improve collaboration, and make time for meaningful work. Start with 2-3 tools from this list and watch your team’s productivity soar!
Final tip: Review your toolset regularly to make sure it stays current with your team’s changing needs.