When your team grows beyond a handful of people, keeping track of who is available and when becomes a real challenge. Email threads pile up, scheduling conflicts multiply, and nobody knows for sure who is on vacation next week.
A shared team calendar fixes this. It gives your entire team one place to check availability, see who is off, and coordinate schedules. Some tools focus on event scheduling, others on leave management or project planning, and the right choice depends on what your team actually needs.
This guide covers 10 shared team calendar tools with their key features, pricing, and the types of teams they work best for.
What is a shared team calendar
A shared team calendar is a digital calendar that multiple team members can view, edit, or subscribe to. It creates a single source of truth for your team’s availability, deadlines, and events, so nobody has to guess who is free on Thursday or dig through emails to find a meeting link.
Unlike individual calendars that stay locked inside each person’s inbox, a shared calendar makes this information visible to everyone who needs it. Depending on the tool, your team can use it to:
- Track who is in the office, working remotely, or on leave
- Schedule meetings around actual availability instead of exchanging messages
- Coordinate project deadlines and milestones
- Manage client appointments and allocate resources across departments
Most shared team calendars offer some form of permission control, so you can decide who gets to view events, who can create or edit them, and who has admin access.
What to look for in a shared team calendar
Not every shared calendar handles the same tasks. Before picking a tool, consider these factors:
Start with permissions. Can you control who sees what? Some tools offer granular permission levels (view only, edit, admin), while others give everyone the same access. For larger teams, fine-grained permissions prevent accidental changes and keep sensitive information like salary-related leave data visible only to managers.
Then check whether it connects to what you already use. Your team probably relies on Google Workspace, Microsoft 365, or Slack. A shared calendar that syncs through native integrations or iCal feeds saves everyone from switching between apps.
Mobile access matters too. Team members who travel or work in the field need to check and update the shared calendar from their phones. A dedicated mobile app is more reliable than a responsive web page for this.
Consider whether you need leave tracking alongside calendar sharing. Basic shared calendars handle events and meetings. More specialized tools also track PTO balances, automate leave requests, and run approval workflows. If your team still manages leave in spreadsheets, a calendar with built-in absence management can replace that process.
Finally, look at how pricing scales. Some tools charge per user, others per calendar or per organization. A tool that costs nothing for 5 people may become expensive at 50.
Best free shared team calendars
1. actiPLANS
Best for: Leave tracking, work scheduling, and team availability management.
Pricing: From $1.50/user/month (annual billing); free version for up to 3 users.
actiPLANS gives your team a visual timeline that shows who is working, who is off, and where each person is located. It goes beyond basic calendar sharing by automating leave requests, PTO accrual calculations, and approval workflows.
Team members can submit time off requests through the web app or mobile app, and managers can approve or reject them with a single click. The system tracks PTO balances automatically, so nobody needs to dig through spreadsheets to figure out how many days they have left.
You can also track and schedule work locations (office, remote, field sites) and assign project activities directly on the visual timeline. actiPLANS integrates with Google Calendar and Outlook through iCal feeds, and it connects with actiTIME if your team needs time tracking alongside leave management.
Using actiPLANS has freed up a lot of time previously spent on manually updating spreadsheets, which the team can now use to work on more important tasks.
2. Google Calendar
Best for: Teams already using Google Workspace who need simple event sharing.
Pricing: Free for personal use; from $7.20/user/month with Google Workspace.
Google Calendar is one of the most widely used shared calendars in the world. Every team member can create events, share their calendar with colleagues, and check availability before booking a meeting.
The “Find a time” feature scans everyone’s calendars to locate open slots for group meetings. Google also detects events from Gmail (flight confirmations, hotel bookings, meeting invites) and adds them to your calendar without manual entry.
For teams on Google Workspace, you get additional sharing controls: organization-wide calendars, resource booking for meeting rooms, and the ability to set working hours and locations. The mobile app syncs instantly, so your team always has the latest view of shared events.
The catch: Google Calendar is an event scheduler, not a leave management system. There is no PTO tracking, no approval workflows, and no absence reporting. For those, you need a separate tool.
3. Teamup
Best for: Visual scheduling and coordination across teams or departments.
Pricing: From $10/month; free version available.
Teamup is a shared calendar, and that is all it does. Its color-coded sub-calendars let you organize schedules by team, department, location, or project, and every calendar can be shared independently with different permission levels.
There are nine permission levels, from read-only to full admin, so you can give external collaborators limited access without exposing internal details. Teamup also has 12 different calendar views, including timeline, scheduler, table, and tile layouts.
Where Teamup stands out is resource management. Teams that schedule meeting rooms, vehicles, or equipment alongside people’s time get a single view of everything. You can attach files and images to events, enable sign-ups, and share individual events as standalone web pages.
The free version covers basic calendar sharing but limits the number of sub-calendars and features. Paid options unlock additional views, integrations, and storage.
4. Calendly
Best for: Teams that schedule meetings with external clients or partners.
Pricing: From $10/seat/month; free version available.
Calendly automates the back-and-forth of finding meeting times. Instead of exchanging emails about availability, you share a booking link and let clients or colleagues pick a slot that works for everyone.
For team use, Calendly offers round-robin scheduling that distributes meetings across team members automatically, collective scheduling that finds times when multiple people are free, and booking pages that show your team’s combined availability.
It integrates with Google Calendar, Outlook, and other calendar apps to prevent double bookings. You can also connect it to Slack, Zoom, Salesforce, and payment processors like Stripe.
Where Calendly falls short as a shared team calendar: it is a meeting scheduler, not an availability or leave tracker. If your team needs a persistent view of who is where and when, you will need a different tool alongside Calendly.
5. Keep&Share
Best for: Small teams that need a simple shared calendar with color coding.
Pricing: From $9/month; free version available (with ads).
Keep&Share is a straightforward shared calendar with extensive color coding. You assign colors to event types, team members, or priorities, and the result is a calendar you can scan in seconds.
Beyond color coding, Keep&Share includes email and text reminders, shared to-do lists, file uploads, and a self-booking feature that lets others pick available time slots. Team members can subscribe to specific calendars via iCal feeds and sync events with their personal calendar apps.
The free version includes basic calendar sharing but shows ads and excludes team management tools, custom event images, cross-platform sync, and the customer self-booking feature.
6. TIMIFY
Best for: Service businesses that need appointment booking alongside team scheduling.
Pricing: From €25/month; free version available.
TIMIFY is a shared team calendar with an online booking system built in. Customers book appointments directly from your website, and the calendar updates automatically to prevent conflicts.
It handles multiple booking types, from one-on-one appointments to group sessions. Healthcare clinics, fitness studios, and professional services firms are the typical users. TIMIFY syncs with Google Calendar and Microsoft Outlook so all appointments stay in one place.
On the team side, TIMIFY lets you assign specific staff members to appointment types, set availability rules, and manage multiple locations. The booking widget can be embedded on your website or shared as a direct link.
7. Toggl Plan
Best for: Teams that want to combine project planning with a shared calendar view.
Pricing: From $9/user/month; free version for up to 5 users.
Toggl Plan is half project planner, half shared team calendar. Its timeline view works like a Gantt chart: you create tasks, assign them to team members, set deadlines, and drag blocks around to adjust the schedule.
Because every team member’s assignments are visible on one timeline, scheduling conflicts and overloaded weeks are obvious at a glance. Nobody works in isolation.
Toggl Plan integrates with Slack and Toggl Track (for time tracking). The free version supports up to 5 users with basic project planning and calendar features. Paid options add annual views, custom color schemes, multi-assign tasks, and file uploads.
Toggl Plan works well for project-oriented teams. It is not, however, a leave management tool. If you need PTO tracking or approval workflows, you will need something else alongside it.
Best paid shared team calendars
1. Microsoft 365 Calendar
Best for: Organizations already using Microsoft 365 and Teams.
Pricing: From $6/user/month (Microsoft 365 Business Basic).
If your organization runs on Microsoft 365, Outlook Calendar and the Teams calendar tab are the natural choice for calendar sharing. You can create shared mailbox calendars, SharePoint calendars, or Microsoft 365 group calendars that sync across Outlook and Teams automatically.
In Outlook, you can overlay multiple team members’ calendars to find availability, set up shared calendars for departments or projects, and manage meeting rooms and resources. The Teams calendar tab shows your personal Outlook calendar, and you can add shared calendars as channel tabs using the SharePoint integration or third-party calendar apps.
The main drawback is that setting up a truly shared calendar in Microsoft’s ecosystem can be more complex than expected. Creating a group calendar involves several steps, and the distinction between shared mailbo
