If the site of your jam-packed Google Calendar, or ever-expanding to-do list is leaving you feeling overwhelmed, you’re not alone. Many of us struggle with time management, but whether you’re a busy stay-at-home parent or an entrepreneur, chances are AI scheduling assistants can probably help.
AI scheduling assistants are tools that help users schedule their time, manage conflicts, and generally, improve their productivity. By utilizing machine learning algorithms to make personalized recommendations, the software is leaps and bounds more advanced than traditional scheduling methods, and lots of high-quality, free options exist.
If you’re looking to bolster your productivity while lowering your stress, this guide rounds up six AI scheduling assistants that should be on your radar. Read on to learn more about their use cases and limitations.
6 Best AI Scheduling Assistants
AI scheduling assistants streamline your timetable, leaving you with more time to get on with tasks. Here are our favorite free solutions:
- Trevor – Best for simple daily scheduling
- Clockwise – Best for managing and scheduling meetings
- Sidekick AI – Best for syncing personal & work calendars
- ReclaimAI – Best for managing recurring tasks
- BeforeSunset AI – Best for preventing burnout
- ClickUp – Best for task scheduling and automating
1. Trevor
- Best for: Simple daily scheduling
- Compatibility: Mac & Windows
Trevor is an intuitive daily planning app that uses time blocking to help users effectively manage their schedules. By using time blocking, a process of reserving a specific amount of time to work on a specific task, the app is designed to minimize distractions and maximize deep work, so users can stay focused for longer.
Trevor’s ‘unified to-do list’ also gives you a full overview of your daily view, and lets you tick off tasks one by one. Trevor also leverages artificial intelligence to make the experience more personal. Specifically, the app predicts the base duration for each of your tasks and the optimal time to schedule them based on your previous behavior.
Aside from these smart AI features, Trevor offers a generous free plan with unlimited task scheduling, integrations with Google or Microsoft Calender, and a five-step action plan to enhance focus time. However, you’ll have to upgrade to Trevor’s Pro plan ($3.99 per month) for the provider’s personal AI model, advanced features like recurring scheduled tasks, and priority human support.
2. Clockwise
- Best for: Syncing personal & work calendars
- Compatibility: Chrome, Firefox, Slack & Asana integrations
Clockwise is a customizable scheduling solution designed to help you organize your time better. Its free plan offers a range of useful features including lunch, flexible travel time holds, smart scheduling suggestions, and smart meeting break options.
However, what really separates Clockwise from the competition is its calendar-syncing options. Its personal-to-work calendar syncing feature lets user harmonize events from their personal Google calendar to their work one automatically. The capability blocks personal details from showing up in work events too, to keep private information concealed.
Clockwise free features lend themselves well to individual users and small teams, but if you intend to use the tool for corporate use you’ll be better off opting for the Teams or Business plan, and they have more genius user limits and more business-friendly capabilities like team analytics, team production tools, and more generous calendar syncing options.
3. Sidekick AI
- Best for: Managing and scheduling meetings
- Compatibility: Mac, Windows, Google Play & App Store
Sidekick is a smart AI scheduling tool that helps users stay organized before, during, and after meetings. The provider’s free ‘Hero’ plan lets you manage an unlimited number of meetings, integrate with Google Meet, Zoom, Skype & Teams, and connect with an unlimited number of Groups and Contacts.
Unlike Trevor and Clockwise, Sidekick has a mobile app alongside desktop options, making it easier for users to manage processes on the go. However, since Clockwise is primarily a meeting organization tool, it will be less useful for users who don’t manage regular calls.
4. Reclaim AI
- Best for: Managing recurring events
- Compatibility: Mac & Windows
Reclaim AI is a smart scheduling app that lets users prioritize tasks with a personalized weekly schedule. It offers a raft of time-saving AI features including auto scheduling, time blockers, and advanced time management, and claims to help users spare up to 40% of their time.
Aside from these core capabilities, Reclaim also offers a unique ‘Habits’ feature on its free tier, designed to help users manage recurring tasks. The feature helps you prioritize habits, by automatically declining interruptions that interfere with them, and adapting them to your schedule as your week changes.
Reclaim AI Habits feature. Source: ReclaimAI
The platform also uses patent-pending challenges to automatically schedule events based on your priorities, reducing the amount of manual data input. Reclaim AI’s free plans boast limited user limits and add-ons, however, so if you want to use the app with your team, or integrate with tools like Zoom or Slack you’ll have to upgrade to a paid tier.
5. BeforeSunset AI
- Best for: Preventing burnout
- Compatibility: Google Play & App Store
BeforeSunset AI is a versatile project management platform and a daily planner that helps individuals and businesses stay on top of tasks. The app uses the time-blocking method to encourage productive periods and also lets users plan their day with its AI features, create to-do lists, and create subtasks to make the steps more manageable.
Unlike most scheduling assistants, the app also promotes mindfulness by ensuring users balance their personal needs with their productivity targets, and create balanced, healthy work routines. The platform also prioritizes wellbeing by encouraging break times and using AI to reduce manual input.
With unlimited to-do lists and subtasks on offer, BeforeSunset’s free plan is generous too. But if you want to level up its AI features, and measure your growth with data-backed analytics, you’ll have to upgrade to it’s Personal Pro ($12 per month) or Team Pro ($13.99 per month) package.
6. ClickUp
- Best for: Task scheduling and automating
- Compatibility: Windows, Mac & Google Play
ClickUp is an all-in-one business productivity tool that lets users schedule a wide variety of tasks including announcements, social media posts, blogs, meetings are more. Its multi-view display makes keeping track of tasks simple, and because it’s a business solution first, the platform makes it easy to sync schedules and collaborate with other members of your team.
ClickUp users can easily switch between views too, whether they rather view their schedule through Calander, Gantt, Timeline, or Wordload formats. The platform’s drag-and-drop scheduling feature, which is included in its free plan, lets users easily insert tasks and drop them across a date range too, making long-term planning incredibly user-friendly.
However, since ClickUp is a comprehensive task management tool rather than a dedicated scheduling assistant, it’s less suited for individual users looking to manage daily tasks. If you’d like to see how ClickUp compares to other task managers, check out our guide to the best task management software.
