Best Shared Calendar Apps for Teams and Families (2026)

A shared calendar lets several people see and edit the same schedule, so a team knows who is in a meeting and a family knows who has the car on Saturday. This guide covers the best shared calendar apps for teams and families, what each one is actually good at, and where a different kind of tool fits better.

Three types of apps show up in "shared calendar" searches, and it helps to separate them:

Shared calendars (Google Calendar, Outlook, Apple iCloud Calendar, Teamup, Thunderbird): events that several people can view or edit.
Family organizers (Cozi, FamilyWall): a shared calendar plus lists and household features.
Project and booking tools (Asana, Toggl Plan, Taskworld, Calendly): tools with a calendar view or calendar sync that solve a different job, such as tracking tasks or letting outsiders book time.

What to Look for in a Shared Calendar App

Permission levels: Can you let some people see only free/busy times while others can edit events?
Works on everyone's devices: A calendar that only works well on one platform is hard to share with a mixed group.
Sharing without accounts: Some apps let you send a view-only link to people who don't use the same service.
Color-coding and multiple calendars: Separate calendars for people, projects, or rooms, shown together.
Connections to other tools: Video meeting links, email invitations, and booking tools that check the calendar for conflicts.
Cost: Most mainstream calendars are free for personal use, with business features in paid suites. Check each vendor's current pricing.

The Best Shared Calendar Apps

Google Calendar

Google Calendar is free with a Google account and included in Google Workspace for businesses. You can share a calendar with specific people and choose what they can do: see only free/busy times, see event details, make changes, or manage sharing. Teams often create shared calendars for things like "Office closures" or "On-call," and Google Meet links can be added to events.

Best for: Teams and families who already use Gmail or Android, and mixed-device groups (it works in any browser and has iOS and Android apps).

Outlook Calendar

Outlook Calendar is part of Microsoft 365 and free with an Outlook.com account. In a business on Microsoft 365, you can share calendars with coworkers, give an assistant delegate access to manage your calendar, and use scheduling views to find times when colleagues are free. Microsoft Teams meeting links can be added to events.

Best for: Organizations that run on Microsoft 365 and use Outlook for email.

Apple iCloud Calendar

Apple's Calendar app syncs through iCloud. You can share a calendar with other iCloud users and let them edit, or publish a read-only calendar that anyone can subscribe to. With Family Sharing, Apple sets up a shared Family calendar automatically. It works best when everyone uses an iPhone, iPad, or Mac, though calendars are also available on iCloud.com.

Best for: Households and small teams on Apple devices.

Teamup

Teamup is built for groups that need one shared calendar with several color-coded sub-calendars, such as one per person, room, or project. You share access through links with different permission levels, and people can view or add events without creating an account. It has a free plan with limits and paid plans for larger groups.

Best for: Clubs, volunteer groups, and small organizations that need to share a schedule with people outside the company.

Thunderbird Calendar

Thunderbird is Mozilla's free, open-source email app, and its calendar (previously the Lightning add-on) is now built in. It can connect to CalDAV calendars, so you can view and edit shared calendars hosted elsewhere alongside your email.

Best for: People who want a free desktop app and prefer open-source software.

Cozi Family Organizer

Cozi combines a shared family calendar with shopping lists, to-do lists, and a meal planner. Each family member gets a color, so it's easy to see whose event is whose. There's a free version with ads and a paid upgrade with extra features.

Best for: Families coordinating school, activities, and chores.

FamilyWall

FamilyWall offers a shared family calendar, lists, and messaging, and it can share members' locations. One person can belong to several circles, such as their household and extended family. It has free and premium tiers.

Best for: Families who want a calendar, lists, and location sharing in one app.

Asana

Asana is a work management tool, not a calendar app. Its calendar view shows tasks by due date, which helps teams see deadlines across a project. For meetings and events, teams still use Google Calendar or Outlook.

Best for: Teams that want to see project deadlines on a calendar.

Toggl Plan (formerly Teamweek)

Teamweek was rebranded as Toggl Plan. It's a visual timeline planner for projects and team workload, showing who is working on what over the coming weeks. Check Toggl's site for the current product lineup and pricing.

Best for: Small teams planning project work on a timeline.

Taskworld

Taskworld is a project management tool with task boards, a calendar of deadlines, and timelines. Like Asana, it tracks work rather than meetings.

Best for: Teams that want task tracking and deadlines in one shared view.

Calendly

Calendly isn't a shared calendar. It gives you a booking link that checks your connected calendar for conflicts so other people can pick an open time. It has a free plan, and team features are on paid plans.

Best for: Letting people outside your team book meetings without back-and-forth emails.

Where SchedulingKit Fits

SchedulingKit is also a booking tool, not a shared calendar. It works alongside the calendars above. You connect Google Calendar, Outlook or Microsoft 365, or Apple iCloud Calendar, and SchedulingKit reads busy times so clients can only book open slots. Busy times refresh every 10 minutes for the next 60 days, and it checks again the moment someone books. Each booking is written to the calendar you choose.

For team scheduling, each staff member can have their own working hours, and clients can pick a person or "Any Available." The free plan covers one person with one calendar connection. Paid plans start at $12 per seat per month and allow up to 6 calendar connections on Standard, or unlimited on Pro. See calendar integrations and pricing.

Example: A Small Office Using a Shared Calendar and a Booking Page

A four-person accounting office keeps a shared Google Calendar called "Office" for closures, deadlines, and staff time off, and each accountant has their own calendar for meetings.

The office manager shares the "Office" calendar with all four staff, with permission to make changes.
Each accountant shares their personal calendar with the office manager, who can see event details.
The office connects each accountant's calendar to a booking page, so clients can only book times that are free.
When a client books a tax consultation, the event appears on that accountant's calendar, and the office manager can see it too.
When an accountant blocks a day off, the booking page stops offering that day.

How to Choose

Already on Google or Microsoft? Use the calendar you already have. It's free or included, and everyone knows it.
Sharing with people outside your organization? Teamup's view-only links avoid account problems.
Running a household? Cozi or FamilyWall add the lists and family features a plain calendar lacks.
Tracking project work, not meetings? Asana, Toggl Plan, or Taskworld are better fits than an event calendar.
Clients need to book time with you? Add a booking tool that connects to your shared calendar rather than sharing the calendar itself.

Frequently Asked Questions

What is the best free shared calendar app?

For most people, Google Calendar. It's free with a Google account, works on any device, and has flexible sharing permissions. Apple iCloud Calendar is a good free choice if everyone uses Apple devices, and Teamup has a free plan for groups.

Can I share a calendar with someone who uses a different calendar app?

Usually, yes. Google Calendar, Outlook, and iCloud can all publish a calendar link that other apps can subscribe to, but these subscriptions are typically read-only and may not update instantly. For two-way editing, it's easiest if everyone uses the same service.

What is the best shared calendar app for families?

Cozi and FamilyWall are built for families and add shopping lists and to-do lists. Apple's Family Sharing calendar and a shared Google Calendar also work well if your family already uses those services.

Is a scheduling tool the same as a shared calendar?

No. A shared calendar shows the same events to several people. A scheduling tool such as Calendly or SchedulingKit gives outsiders a booking page, checks your calendar for conflicts, and adds the booking to your calendar.

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