Best AI Scheduling Assistants of 2023
Scheduling can be hectic, particularly in a busy work environment where multiple people participate in meetings, appointments, and other online events. Manual calendar updates can consume a lot of time and errors may even occur. What’s more, different time zones may cause conflicts in the scheduling process.
The good thing is that all these problems can be solved with the help of an advanced tool, an AI scheduling assistant. These apps can help you organize your day and set your daily priorities right. In this article, I’ll provide you with details on the best AI meeting schedulers available now.
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Read also: Best Task Management Tools
What Is an AI Scheduling Assistant?
An AI scheduling assistant is an application that uses artificial intelligence (AI) algorithms and machine learning to automate the scheduling of appointments, meetings, and other events. What happens is that the app analyzes your calendar data, email conversations, and other relevant data to identify optimal meeting times and dates. It uses natural language processing to understand user requests and preferences and then suggests available time slots that work for everyone involved.
AI task manager and scheduler apps focus on saving time and effort for users. They eliminate the need for manual scheduling and reduce the likelihood of scheduling conflicts. The tools can also integrate with other apps and platforms, such as calendars, communication tools, and CRM systems to provide a seamless scheduling experience.
What Is the Best AI Assistant for Scheduling?
Below are the best AI task managers and schedulers that you can use to automate your daily work processes.
1. Motion (Usemotion)
Let’s begin with one of the best tools I like when it comes to scheduling. Motion is a task manager and scheduler that uses AI to plan your day. The tool, which focuses on helping you obtain 13 months out of a single year, is trusted by over 20,000 individuals and teams globally.
Motion can easily manage projects, calendars, and meetings for you. With Motion in hand, you no longer need your to-do lists, spreadsheets, and calendars. You and your team can save a lot of time that you can put toward other things and be more productive. If you want to have fewer meetings, complete every daily task, and not replan frequently, Motion is the AI assistant app that you need.
Here’s the complete review of the Motion app for more details.
- Meeting assistant: The Motion app enables you to schedule fewer meetings yourself as it handles the time and effort-consuming process of scheduling and communication. When the meeting is set, all you do is show up!
- Intelligent calendar: Motion will schedule and organize your business meetings, appointments, and events of the day.
- Task manager: Create daily or weekly tasks and Motion will block your time to ensure you get them done during that time. You get both a list and a board view of all tasks and projects.
- Team collaboration: Assign tasks and projects to team members, oversee the progresses, and comment on them.
Motion’s individual plan costs $34 per month while the Team plan is $25 per month per user. has a 7-day. There’s a 7-day free trial and a 30-day money-back guarantee on Motion’s plans.
Schedule is an appointment scheduling tool by 500apps that allows you to generate more appointments through your site as well as emails. It also has an AI assistant to automate the scheduling process. This AI-powered tool can understand your meeting needs and meet them efficiently by finding the perfect meeting time.
Besides scheduling meetings, Schedule can book appointments, and manage your calendar according to your preferences. You’re able to centralize the calendars of team members too and set meetings with them based on mutual availability.
- Automatic notifications: Alert your clients about upcoming appointments through real-time event reminders and push notifications.
- Easy rescheduling: Make sure that an attendee doesn’t cancel a meeting using Schedule’s ability to reschedule easily and quickly.
- Calendar integrations: Connect Schedule with regular or third-party calendars such as Google Calendar and iCal, as well as meeting platforms like GoToMeeting.
Schedule costs $14.99 for the Cloud and $74.95 for the Enterprise plans monthly, while there’s a custom price for the Hosted plan. Keep in mind that this AI scheduler is a part of other apps.
Reclaim’s AI is a scheduling app that can create a great working schedule both for you and your team. The tool is made for busy users and is trusted by over 15,000 companies like Shopify, GitHub, and Zendesk trust the app. The tool can be able to save up to 40 percent of your workweek and maximize the time that you’re available to take on other tasks or go to meetings.
Reclaim works with Google Calendar to automatically block the time needed for tasks and helps you find the best time for meetings. What’s more, you’re can reorganize your calendar and priorities with just one click on your account.
- Meeting time finder: Reclaim can analyze calendars and find the best time for meetings that works for both you and the other participants.
- Time blocking: Free up your time and be more available. You’re able to shift from “Free” when not doing much to “Busy” when things get busier, but minus the extremities.
- Task management abilities: You can connect Reclaim with a project management tool or task list, or build your own on the platform.
- Schedule routines: You’re able to set aside time for recurring activities in your week, such as checking emails in the morning or having lunch at midday.
- Integrations: Integrate your favorite tools like Slack, Zoom, and Asana for efficiency.
Reclaim has a free plan as well as paid options. Pro costs $7.80 per month per user and Team costs $11.40 per month per user.
4. Trevor AI
Trevor AI is another intelligent scheduling app that comes with time-blocking and daily planning capabilities. This tool enables you to be in control of your daily work and personal life by scheduling your important tasks and blocking time on your calendar so you can achieve them.
What makes Trevor AI interesting is that you’re able to get a visual real-time overview of everything and see every detail. Besides auto-assigning task durations for you, Trevor AI can also give you scheduling suggestions and notifies you about overviews.
Trevor AI is the official Todoist integration. You can turn your Todoist tasks into a schedule and be able to start working on them by linking the two apps together.
- Intelligent assistant: Trevor AI learns from your schedule and finds time for to auto-assign time for tasks into your schedule.
- Visual task manager: Organize tasks in color-coded lists and have an overview of everything in one place.
- Integrations: Besides Todoist, Trevor AI also integrates with calendar apps like Google and Outlook calendars.
- Website and email embeds: This tool also offers you an easy way for clients to book appointments with you by embedding its code.
Todoist has a free plan with unlimited time-blocking for personal use but lacks some other features. The Pro plan costs $3.99 per month or $29.99 per year.
5. Sidekick Ai
If you need another AI-powered scheduling app for meetings, Sidekick Ai is an option as well. The tool was built and works based on AI algorithms and language processing.
Its uniqueness is that you can schedule meeting in more than one way. The options are Scheduling Pages, Forward to Schedule, and Sidekick Scheduling.
Scheduling Pages involve setting up custom web pages for scheduling for individuals or teams with the help of Sidekick. You can share them with guests for quick scheduling.
Forward to Schedule means forwarding an email to Sidekick while the app handles the rest of the scheduling. The Sidekick Scheduling feature, on the other hand, finds you the best time for meeting others. However, they have to be Sidekick users.
Sidekick allows you to send meeting requests to non-users and check the status. You’ll know who has confirmed and who is still being waited on.
- Multiple scheduling options: Either create a scheduling page, forward your email to schedule, or let Sidekick automatically schedule for you.
- Team scheduling: Sidekick offers an easy way to set up meetings that include group members, like a partners’ meeting or one where a client wants to see the team.
- Meeting options for guests: If you use the Scheduling Pages feature, visitors can select how they want to meet, either in person or through a voice call or video.
Sidekick Ai has two plans: Hero and Superhero. Hero is free while Superhero costs $5 per month.
How Does AI in Scheduling Work?
AI can schedule meetings and other events using a variety of techniques, depending on the application in use as well as user requirements. Here are some ways in which AI scheduling takes place:
- Machine learning: Machines can be trained on past scheduling data to predict the best times to schedule tasks or appointments. For example, an algorithm might learn that people complete certain tasks more quickly on specific days of the week or at certain times of the day. It would then adjust the schedules as needed.
- Optimization models: These involve finding the best schedule for a given set of constraints, such as employee availability, task dependencies, and resource constraints. These models can take into account multiple factors and trade-offs to find the most efficient time for an event.
- Reinforcement learning: Reinforcement learning takes into account the scheduling decisions that other users make and adapt the schedule over time. For example, if you consistently reschedule appointments at a specified time, the algorithm will begin to avoid scheduling events at that time in the future.
- Natural language processing: In this case, the machine interprets your input and schedules appointments or tasks according to your instructions. They can include voice commands, text-based input, and other forms of natural language.
AI scheduling is a highly effective way to optimize and automate the process of assigning daily or weekly tasks, appointments, and events to specific time slots. AI scheduling tools can speed up these daily processes and lower the possibility of mistakes occurring. You get a chance to concentrate on more important work matters.
As AI technology continues to evolve, there are likely to be more advancements in scheduling systems that could make scheduling even more accurate and effective. This would mean enhanced productivity and improved user experience for your business.