Use the latest AI technology to schedule your day and have more time to get stuff done.
Here are five AI scheduling assistant apps that can help you and your team reach new heights.
The 5 best AI scheduling assistants
- Motion: The best for bespoke scheduling for busy teams
- Clockwise: Best for analyzing productivity
- Clara: Best for email integration
- Trevor: Best for daily task management
- Kronologic: Best for sales teams
Daily planning is more than organizing tasks.
For most business owners (and project managers), that means managing appointments, scheduling meetings, and ensuring scheduling conflicts don't derail your day.
Never mind the constant last-minute changes and potentially managing a remote team across timezones.
You’d only be human if you sought a little help. But, are AI-enabled assistants the way to go?
Let's explore what artificial intelligence (AI) assistants are, how they work, the benefits of having one (for any business), and the five best ones on the market.
What to look for in an AI scheduling assistant
Your AI scheduling assistant should save you time by automatically scheduling tasks and events for you. Here are some of the key features to look for:
- Intelligent scheduling: Create productive, realistic schedules that let you hit your deadlines without overworking you.
- AI prioritization: Automatically prioritize tasks so that everything important is completed with no rush.
- Automatic rescheduling: When the unpredictable happens, you want an assistant that reschedules your tasks for you.
- Deadline tracking: What good is an assistant if it can’t keep track of all your deadlines and warn you ahead of time when you’re at risk of missing something?
- Notifications: Receive notifications as deadlines approach so that you’re never caught off guard by upcoming tasks.
- Integrations: Choose an AI assistant that integrates with your favorite tools, such as Google Calendar or iCloud Calendar.
- Manual controls: Although you want an AI scheduling assistant that can automate as much as possible, you still want the freedom to intervene manually — for instance, when it comes to changing task priorities.
- Productivity boost: If your AI scheduling assistant doesn’t help you get more done each day, why bother using it?
With this in mind, let’s look at the best AI scheduling assistants currently available on the market. These tools can help you automate day-to-day planning tasks so that you and your team can get more done.
5 best AI scheduling assistants
With all this in mind, let’s now break down the best AI scheduling assistants available and see how they work and what they have to offer.
1. Motion — Great for busy people or teams with tons of tasks
The best AI scheduling assistant. Motion helps busy professionals and teams save time and get more done.
Motion's AI can organize you and your team's tasks, projects, and meetings, so each task or meeting is strategically scheduled considering other commitments and peak productive hours.
You can assign four types of priorities to tasks, ranging from ASAP to low, which will determine how soon (or late) the task makes its way onto your calendar.
You can also decide if the task needs to be done with a hard or soft deadline, letting the engine be as tough as nails or as lax as a hammock.
If ever you find yourself out of sync, a cautionary message on the dashboard will let you know how many assignments are in danger of not being finished in time.
This can encourage you to adjust the activity or to speed up — whichever is most reasonable.
Motion has a clean and user-friendly interface. Even if you aren't tech-savvy, you'll find it easy to navigate and make changes as you use it.
User experience is the top priority, and it's tailored to fit your daily routine, making scheduling a pleasant and useful reminder instead of a tedious task.
Standout features:
- All your tasks, projects, and calendars in one place
- AI-powered intelligent planning
- Easy task creation and automatic scheduling
- Doesn’t let you forget about commitments
- Tells you exactly what to do next
- Create tasks from Slack messages or emails
- Assign projects and tasks to team members efficiently
- Protects chunks of time on your calendar for uninterrupted work (time blocking)
Pros:
- AI makes the perfect schedule for you
- Intelligent deadline awareness creates realistic schedules
- Uncompleted tasks are automatically rescheduled
- You get powerful task and project management for individuals and teams
- You get 137% more done each day
Cons:
- Relatively expensive starting price for individuals
Pricing:
- Free trial
- Individual: $19/month
- Team: $12/month per user
2. Clockwise — Great for organizing meetings and tasks
A fresh perspective on calendar management.
It doesn't just show you tasks and meetings; it adjusts your calendar to help you achieve the team's objectives and remain productive.
Clockwise tries to make your calendar work better for you. It can move around meetings to help you get more focus time.
Integration with other calendar applications is seamless.
Clockwise reserves time blocks in the calendar that are of a longer duration so that you can focus on important tasks without being disturbed by a surprise meeting.
It shows that you're unavailable to other team members by integrating with Slack and other team collaboration tools.
Clockwise is also very adaptive. If something comes up out of the blue, the system can rearrange your schedule, reprioritizing your calendar events.
Standout features:
- Smart calendar optimization
- Auto-adjusting for priorities and time conflicts
- Protected time blocks for focused work
- Powerful integrations with other tools
- Insights into your progress, focus, and productivity
Pros:
- Free plan
- Affordable starting prices
- Cuts down on unnecessary meetings
Cons:
- Only capable of scheduling meetings or time blocks
- No task or project management features
- Limited productivity boost
Pricing:
- Free plan
- Teams: From $6.75/month
- Business: From $11.50/month
- Enterprise: Contact for a custom quote
3. Clara — Great for scheduling meetings by email
Clara is a digital assistant whose sole responsibility is to arrange meetings for you when they’re most convenient.
You can talk to Clara as if she were a real person, as she speaks naturally when corresponding via email.
All you need to do is CC Clara as you email someone about scheduling a call – and she’ll take over the process of finding the perfect time slot for both sides.
With these smart features, Clara can save you from the hassle of exchanging emails back and forth.
She can handle the details and arrange the meeting while you focus on more important tasks.
Clara is also available 24/7, so she can reply immediately when the other person is active, making communication fast and efficient.
Standout features:
- 24/7 AI personal assistant
- Responds in a natural way
- Takes time zones into account
- Saves you lots of back-and-forth emails
- Follows up automatically
- Schedule meetings in your calendar and send invites
Pros:
- Schedule meetings without the need for back-and-forth emails
- Runs intuitively in your email
- Offers a truly conversational NLP experience
Cons:
- Limited to scheduling meetings
- Expensive
- Still in its beta phase
Pricing:
- No pricing information available
4. Trevor — Great for managing daily meetings or task lists
A refreshing approach to daily planning, this AI scheduling assistant helps you have a clear, controlled, focused day.
Trevor offers a range of daily planning and time-blocking solutions to help you arrange important jobs and manage daily tasks.
Instead of feeling overwhelmed with a long list of tasks, you can manage them visually by setting aside specific time frames in your calendar and letting Trevor assign your work according to those time slots.
It gives you a live look at all your day-to-day tasks and creates comprehensive reports so you can keep an eye on every detail.
Aside from scheduling and planning, Trevor can also set up task durations automatically and offer scheduling suggestions.
Standout features:
- Auto-assign tasks
- AI-powered scheduling and meeting suggestions
- AI-enabled scheduling process
- Deadline alerts
- Visual task manager
- Daily planning
- Time-blocking
- Task prioritization
- Daily task lists
- Real-time schedule overview
Pros:
- Easy to use
- An inexpensive option for personal use
Cons:
- Requires a lot of interaction
- Better at time blocking than task management
- Not really suitable for teams
- Limited productivity boost
Pricing:
- Free plan
- Pro plan: $3.99/month
5. Kronologic — Great for sales team schedules
Kronologic is a specialized scheduling tool, purpose-built to help sales teams organize their interactions with prospective buyers.
The AI assistant's main objective is to boost conversion rates along the sales process with automated scheduling.
Kronologic can schedule calls with leads right after they fill out a form at a time that is suitable for both parties.
This software incorporates NLP to quickly and easily understand and act on rescheduling requests, making it incredibly easy and efficient to use.
Standout features:
- Automated scheduling can be done right away when a lead form is submitted
- NLP can be used for rescheduling requests
- Scheduling can be optimized for the Sales team with high-density scheduling
Pros:
- Automatically schedule sales meetings
- Reduce deal closing times
- Create a more efficient sales process
Cons:
- Expensive
- Inconsistent quality of leads
- Lack of lead qualifying tools
Pricing:
- Free trial
- Individual: From $6/month
- Small Team: From $112/month
- Teams: From $1,000/month
- Enterprise: Contact for a custom quote
3 tips to make the most of your AI scheduling assistant
Get even more out of your AI scheduling assistant with these tips:
Try it out and learn
Play around with your AI assistant for a while to find out what it can and can't do.
To see how well it works, give it different kinds of scheduling tasks and test it with a few (different) scenarios, like a conflict or double booking.
Use productivity features
Use features that help you get more things done.
For example, many AI assistants can help you set reminders and send messages (freeing up even more time from tedious admin tasks).
Also, most of the apps on this list have time-blocking features that can help you with deep work. Lean on these features to help you protect your head-down time.
Make the most out of integrations
Some apps can take data from emails, chats, or even posts on LinkedIn to set up tasks and meetings for you. You can use these integration features to help you set up your own tasks or to delegate work.
Plan effortlessly with an AI schedule assistant
The tools in our list are among the best AI-powered scheduling apps on the market.
While they all cater to your scheduling needs, Motion goes a few steps further in improving your team collaboration, task management, project management, and time orchestration.
Aside from offering AI-based scheduling features, Motion provides more smart features than most solutions on this list.
As if that wasn't enough, Motion also lets you test its services for free. It's easy to tap into Motion's immense scheduling and management power and transform how you communicate, collaborate, and conduct business.
Sign up for your 7-day free trial.
