Akiflow vs Trevor AI vs Motion: Which AI Scheduler Is Best? (2026)
From full AI autopilot to manual drag-and-drop, we break down how Motion, Akiflow, and Trevor AI approach daily planning.
AI daily planners promise to solve the planning problem: automatically organizing your tasks, optimizing your schedule, and ensuring you actually get things done.
But Motion, Akiflow, and Trevor AI represent fundamentally different philosophies about how that should work. Motion uses AI to automatically schedule everything for you—set it and forget it. Akiflow consolidates tasks from everywhere and gives you keyboard-powered control to plan them manually. Trevor AI keeps it lightweight—simple drag-and-drop visual planning without heavy automation.
The automation spectrum runs from full AI control (Motion) to complete manual control (Trevor AI), with Akiflow sitting in the middle offering power-user precision. Each approach works brilliantly for certain people and fails miserably for others.
But here’s what all three share: they schedule based on when you’re available, not when you’re capable. Your calendar shows you’re free at 3pm after six meetings—great, let’s schedule strategic work there. Except after six hours of meetings, your brain can barely handle email, much less complex thinking.
rivva solves what Motion, Akiflow, and Trevor all miss: capacity-aware scheduling that considers your energy patterns and cognitive ability, not just your calendar. It’s the evolution these tools have been missing.
The Planning Philosophy Spectrum
Understanding where each tool sits on the automation spectrum is critical to choosing the right one.
Motion: Full AI Automation
Motion’s AI makes all scheduling decisions for you. Add tasks with deadlines and priorities—Motion figures out when they happen based on over 1,000 parameters. When plans change (they always do), Motion reschedules everything automatically in real-time. You execute, Motion plans.
Akiflow: Power-User Manual Control
Akiflow consolidates tasks from everywhere (email, Slack, Notion, Asana, ClickUp, 20+ integrations) into one universal inbox. Then you time-block them manually using the Command Bar and keyboard shortcuts. It’s surgically precise control for people who want to decide exactly what happens when.
Trevor AI: Lightweight Visual Planning
Trevor keeps it simple: drag tasks onto your calendar visually. No heavy AI, no complex features, just intuitive planning. It’s for people who find Motion overwhelming and Akiflow too feature-rich—they just want to see their day and plan it easily.
Where they sit:
Motion = “AI, decide everything for me”
Akiflow = “Give me all the data, I’ll decide”
Trevor AI = “Keep it simple and visual”
Motion Overview: The AI Autopilot
Philosophy: Let AI handle all planning decisions automatically.
What Motion Does
Motion is a comprehensive AI productivity superapp combining calendar, task management, project management, and meeting scheduling. The AI analyzes over 1,000 parameters—deadlines, priorities, task durations, dependencies, your availability, meeting patterns—to automatically create optimized daily schedules.
You don’t drag tasks around. You don’t manually time-block. You simply add tasks with deadlines and priorities, and Motion’s AI decides when they happen. When your 2pm runs until 3:30pm, Motion reschedules everything else automatically. The platform adapts in real-time without manual intervention.
AI Employees (new in 2025) are autonomous agents that complete multi-step workflows—generating outreach emails, summarizing docs, creating tasks from meetings. It’s the most autonomous daily planner available.
Key Features
AI auto-scheduling: Automatically places every task at optimal times
Real-time replanning: Instant rescheduling when plans change
Project management: Comprehensive Kanban, Gantt, timeline views
AI Employees: Autonomous agents for workflow completion
Meeting scheduler: Built-in Calendly replacement
Team features: Workload balancing, dependencies, collaboration
Pricing
Individual: $29/month (annual) or $34/month (monthly)
Team: $12/user/month (annual, 3+ users)
AI Employees: Additional $49-599/month depending on tier
7-day free trial
Strengths
Genuinely “set it and forget it”—AI handles all planning
Real-time adaptation works seamlessly
Comprehensive project management included
Saves 2.5-5 hours weekly according to user reports
Strong for teams with workload features
Weaknesses
Most expensive option ($348+/year)
Steep learning curve—requires detailed task setup
AI occasionally makes questionable decisions requiring override
Can feel restrictive for people wanting manual control
Mobile apps lack full feature parity with desktop
Best For
Busy professionals wanting full automation, teams needing project management + scheduling, people comfortable letting AI make decisions, users with complex multi-project workflows.
Akiflow Overview: The Power-User Command Center
Philosophy: Consolidate everything, control everything, move fast with keyboards.
What Akiflow Does
Akiflow is a task consolidation powerhouse with a desktop-first Command Bar workflow. It pulls tasks from 20+ sources—Gmail, Outlook, Slack, Notion, Asana, ClickUp, Jira, GitHub, Trello, Todoist, Linear, and more—into one universal inbox.
Then you manually time-block them using keyboard shortcuts and the Command Bar. Type a few letters, assign duration, schedule slot—done in seconds. It’s surgical precision for power users who want exact control over what happens when.
Time Slots let you create recurring blocks (e.g., “Deep Work 9-11am M/W/F”) that you fill with tasks. Rituals feature provides guided daily planning similar to Sunsama. “Replan Undone Tasks” suggests next-best slots when you fall behind, though it’s not fully automatic like Motion.
Key Features
Universal Inbox: Consolidates tasks from 20+ apps
Command Bar: Keyboard-driven task creation/scheduling
Time-blocking: Drag tasks onto calendar manually
Time Slots: Recurring blocks for structured weeks
Integrations: Extensive—Gmail, Slack, Notion, Asana, ClickUp, Jira, GitHub
Bi-directional sync: Changes in Akiflow update source apps
Pricing
Monthly: $34/month
Annual: $19/month ($228/year)
7-day free trial with onboarding call
Strengths
Best task consolidation available (20+ integrations)
Command Bar + shortcuts make planning incredibly fast
Bi-directional sync maintains source apps as truth
Time Slots provide flexible structure
Excellent for people juggling many tools
Includes helpful onboarding call
Weaknesses
Expensive ($228-408/year)
Still requires manual time-blocking (not automatic)
Mobile app inconsistent—desktop experience is primary
No subtasks or complex project management
Can feel like overhead on chaotic weeks when re-planning constantly
Best For
Power users living across many apps, keyboard workflow enthusiasts, consultants/executives managing multiple projects, people wanting control without abandoning existing tools.
Trevor AI Overview: The Lightweight Visual Planner
Philosophy: Keep daily planning simple, visual, and approachable.
What Trevor AI Does
Trevor AI strips away complexity: drag tasks onto your calendar, see your day visually, done. No heavy AI making decisions for you. No 20 integrations to configure. Just lightweight task scheduling focused on visual clarity.
Connect your calendar and task apps (Todoist, Google Tasks), then drag tasks into time slots throughout your day. The visual timeline shows what’s happening when. That’s it—no project management, no team features, no autonomous AI.
Focus Mode helps with task breakdown and scheduling distraction-free work sessions. AI task suggestions (basic) recommend when to schedule tasks based on simple patterns. But Trevor is fundamentally manual—you make decisions, Trevor displays them clearly.
Key Features
Visual drag-and-drop: Intuitive task scheduling
Calendar integration: Google Calendar, Outlook sync
Focus Mode: Task breakdown + distraction-free sessions
Duration prediction: AI estimates task length
Daily planning view: Clear visual timeline
Task manager integration: Todoist, Google Tasks
Pricing
Free: Basic features
Pro: $5/month
14-day free trial
Strengths
Most affordable ($60/year vs. $228-348/year)
Simplest learning curve—intuitive within minutes
Clean, uncluttered interface
Great for visual thinkers
No feature overwhelm
Weaknesses
Too basic for complex workflows
Minimal AI compared to Motion/rivva
Limited integrations (just Todoist, Google Tasks)
No project management features
Occasional sync issues reported
Desktop-first (mobile web experience basic)
Best For
People wanting simple visual planning, users overwhelmed by Motion/Akiflow complexity, visual thinkers who love drag-and-drop, budget-conscious users, anyone preferring lightweight tools.
Head-to-Head Comparison
Automation Philosophy
Motion: AI moves everything automatically. You set priorities/deadlines, Motion handles when/where. Fully autonomous—adapts in real-time without asking.
Akiflow: Preserves control. You explicitly place tasks in slots via Command Bar. “Replan Undone Tasks” suggests adjustments, but you approve changes.
Trevor AI: Completely manual. You drag tasks visually onto calendar. No AI making decisions—just you planning your day.
Winner: Depends on preference. Motion for automation lovers, Akiflow for control freaks, Trevor for simplicity.
Task Management Depth
Motion: Comprehensive. Full project management with Kanban/Gantt views, dependencies, priorities, AI-assisted breakdown.
Akiflow: Extensive consolidation but shallow organization. Pulls from everywhere but lacks subtasks, complex hierarchies. Not a PM replacement.
Trevor AI: Focused on daily task-to-calendar connection. No project management—just “what am I doing today?”
Winner: Motion by far. Akiflow second for consolidation. Trevor distant third.
Learning Curve & Ease of Use
Motion: Moderate-high. Requires detailed task setup (duration, priority, project, dependencies) before AI works well. Desktop-first, mobile limited.
Akiflow: Moderate. Command Bar + shortcuts powerful but take time to master. Overwhelming integrations initially. Desktop-optimized.
Trevor AI: Very low. Drag-and-drop intuitive within 5 minutes. Minimal configuration needed.
Winner: Trevor AI for beginners, Akiflow for power users once learned, Motion requires most investment.
Integration Ecosystem
Motion: Integrates with 7,000+ apps via Zapier. Google Calendar, Outlook, Gmail, Zoom, Teams, Meet, Slack.
Akiflow: 20+ native integrations: Gmail, Outlook, Slack, Notion, Asana, ClickUp, Jira, GitHub, Trello, Todoist, Linear, Zoom, Teams.
Trevor AI: Limited. Todoist, Google Tasks, Google Calendar, Outlook Calendar.
Winner: Tie between Motion (breadth via Zapier) and Akiflow (depth of native integrations). Trevor distant third.
Team vs Individual Focus
Motion: Strong team features. Workload balancing, dependencies, collaborative projects, team calendar views.
Akiflow: Individual-focused. Can share availability and meeting links but minimal collaboration features.
Trevor AI: Solo use only. No team features.
Winner: Motion for teams. Akiflow/Trevor for individuals.
Mobile Experience
Motion: Mobile apps improving but desktop remains primary. Task reshuffling works mobile, but complex PM requires desktop.
Akiflow: Mobile experience inconsistent. Users report sync issues, limited functionality. Desktop Command Bar workflow doesn’t translate well.
Trevor AI: Mobile web responsive but basic. Desktop-first experience.
Winner: Motion has best mobile (though still desktop-optimized). Akiflow struggles. Trevor acceptable for simple use.
Pricing & Value
Motion: $29-34/month ($348-408/year). Most expensive but includes comprehensive features + AI Employees (additional cost).
Akiflow: $19-34/month ($228-408/year). Premium pricing for consolidation + control.
Trevor AI: $5/month ($60/year). Extremely affordable for basic features.
Winner: Trevor AI for budget. Akiflow/Motion justify cost for power users needing their specific strengths.
Where All Three Fall Short: The Capacity Problem
Motion, Akiflow, and Trevor share a fundamental blind spot: they schedule based on availability, not capability.
Your calendar shows you’re free at 3pm. All three will happily schedule strategic work there. But after six meetings, three client calls, and a difficult conversation, you’re cognitively depleted. That “free” time isn’t productive time—it’s recovery time disguised as availability.
Motion knows you’re free and schedules automatically. It doesn’t know you’re running on empty.
Akiflow shows you have a 2-hour block. It doesn’t know that block follows energy-draining meetings that make strategic thinking impossible.
Trevor AI lets you drag tasks into that slot. It has no concept of whether you can actually perform well during it.
The result: Perfectly scheduled days that don’t account for human energy patterns. Strategic work during cognitive lows. Complex thinking when you’re depleted. Important decisions when you’re running on fumes.
rivva: The Capacity-Aware Evolution
What if AI scheduling understood not just when you’re free, but when you’re actually capable?
rivva combines Motion’s intelligent automation with what all three miss: capacity awareness. Using wearable data (Apple Watch, Oura, Whoop) and Apple Health, rivva understands your energy patterns and schedules demanding work during peak performance windows.
How rivva Differs
vs Motion: Get Motion’s AI automation plus the capacity awareness it lacks. Motion knows when you’re free. rivva knows when you’re actually capable. Lower price ($14/month vs. $29/month) with smarter scheduling.
vs Akiflow: Get Akiflow’s task consolidation (automatic email extraction) with AI that does the planning for you. Skip manual time-blocking—rivva schedules intelligently based on energy. Similar price but less manual work.
vs Trevor AI: Get Trevor’s simplicity with actual intelligence. More than visual planning—capacity-aware scheduling that ensures you’re sharp for what matters. Worth the upgrade ($14/month vs. $5/month) for professionals.
What rivva Adds That None Offer
Capacity-aware scheduling: The only tool that considers your actual energy and cognitive ability when scheduling work.
Automatic task extraction from email: Meeting follow-ups, requests, commitments become tasks automatically—no manual entry or integration configuration needed.
Energy-based prioritization: Demanding work during peak hours, routine work during low-energy periods. Motion/Akiflow/Trevor treat all time as equal.
Proactive AI adaptation: Like Motion, rivva reschedules automatically. Unlike Motion, it considers whether you’ll actually be capable during the new time slot.
Key Features
Nia, your AI assistant: Handles planning and rescheduling with capacity awareness
Energy-based planner: Schedules work when you’re sharp, not just when you’re free
Automatic task extraction: Email requests become tasks—zero manual entry
Smart auto-scheduling: Adapts your day automatically like Motion, but capacity-aware
Multiple calendar support: Unified view like Akiflow
Two-way calendar sync: Integrates with Google Calendar/Outlook
Pricing
Monthly: $13.99/month
Quarterly: $31.50/quarter ($10.50/month billed quarterly)
7-day free trial
Pros Over Motion/Akiflow/Trevor
Only tool with capacity/energy awareness
Automatic task extraction from email (none of the three have this)
AI automation without Motion’s opacity or cost
Task consolidation without Akiflow’s manual overhead
More powerful than Trevor without overwhelming complexity
More affordable than Motion ($240/year vs. $348/year)
Cons
Not as feature-rich for project management as Motion
Fewer integrations than Akiflow (focused on email extraction instead)
More complex than Trevor (by design—more capable)
Requires wearable for full energy features
Best For
Professionals who want Motion’s automation with capacity awareness. People who like Akiflow’s consolidation but hate manual time-blocking. Trevor users ready for more intelligence. Anyone who tried these tools but felt something was missing.
Which Tool Is Right for You?
Choose Motion if:
You want full AI automation—set it and forget it
You need comprehensive project management features
Team collaboration is important
Budget isn’t a concern ($348+/year acceptable)
You’re comfortable letting AI make all scheduling decisions
You don’t mind steeper learning curve
Choose Akiflow if:
You want to consolidate tasks from many apps (20+ integrations)
You prefer manual control over exact time slots
You love keyboard shortcuts and Command Bar workflows
Desktop-first workflow fits your style
You’re not sold on full AI automation
You’re willing to invest time learning power-user features
Choose Trevor AI if:
You want lightweight, simple daily planning
Visual drag-and-drop appeals to you
You don’t need heavy features or project management
Budget is tight ($60/year is maximum)
You prefer manual simplicity over AI automation
You’ve been overwhelmed by more complex tools
Choose rivva if:
You want AI automation that respects your energy patterns
You experience predictable cognitive peaks and crashes
You need automatic task extraction from email (unique feature)
You want Motion’s intelligence without ignoring human capacity
You want Akiflow’s consolidation without manual time-blocking
You value both automation and capacity awareness
You’re tired of tools that schedule work when you’re depleted
The Bottom Line: Availability vs. Capability
Motion, Akiflow, and Trevor AI represent the spectrum of AI daily planning: full automation, power-user control, and lightweight simplicity. Each executes its philosophy well.
But they all share the same blind spot: scheduling based on when you’re available, not when you’re capable.
After six meetings, Motion will still schedule strategic work if you’re “free.” Akiflow will show that time block as available for your manual planning. Trevor will let you drag tasks into that slot. None consider that you’re cognitively depleted and incapable of quality work.
rivva solves what these tools miss: capacity-aware AI scheduling that ensures work happens when you can actually do it well. It’s the evolution of daily planning—combining intelligent automation with respect for human cognitive limits.
If you’ve tried Motion, Akiflow, or Trevor and felt something was missing, it was probably capacity awareness. Try rivva and experience AI planning that finally understands when you do your best work.
Pricing and features subject to change. Always verify current details on official websites before purchasing.