9 Best Apps for Automatic Task Scheduling
Meetings change. Priorities shift. These 9 automatic task scheduling tools use AI to plan and reschedule your work so you don’t have to manually reorganize your day.
Manual task scheduling is exhausting. You spend 30 minutes every morning deciding what to work on and when. Meetings change, priorities shift, and you’re constantly reorganizing your day. What if an app just handled it automatically?
The promise of automatic task scheduling is appealing: add your tasks, set deadlines and priorities, then let AI decide when you should work on everything. No more planning burden. No more decision fatigue about what to do next. Just show up and execute the schedule the app creates.
But “automatic” means different things in different tools. Some apps suggest schedules you must approve. Others schedule tentatively but require review. A few truly schedule automatically without asking. Understanding these distinctions helps you find tools that match how much control you want to give up.
This guide covers 9 apps that offer varying levels of automatic task scheduling—from fully autonomous systems that schedule and adapt without your input to semi-automatic tools that balance automation with control. We’ll be honest about what each tool automates and what still requires your involvement.
Understanding Levels of Automatic Task Scheduling
Not all “automatic scheduling” is created equal. Here are the critical distinctions:
Level 1: Suggestions (Not Really Automatic)
How it works: AI analyzes your tasks and suggests when you might schedule them. You still decide and manually add them to your calendar.
Examples: Some AI features in Todoist, ClickUp’s AI suggestions
Pros: You maintain complete control over your schedule
Cons: Still requires manual work—you’re making all final decisions
Bottom line: This is AI-assisted manual scheduling, not automatic. If you want “set it and forget it,” suggestions won’t cut it.
Level 2: Semi-Automatic
How it works: AI schedules tasks tentatively on your calendar. You review the proposed schedule and can adjust easily. The app handles initial placement, but expects you to confirm or modify.
Examples: Trevor AI (daily planning suggestions), Sorted³ (auto-schedule with review)
Pros: Balance of automation and control. AI does heavy lifting, you fine-tune.
Cons: Requires daily review. Not truly hands-off.
Bottom line: Good middle ground if you want automation but aren’t ready to fully trust AI with your schedule.
Level 3: Automatic
How it works: AI schedules tasks without asking permission. Tasks appear on your calendar automatically. You can adjust if needed, but the default is fully scheduled.
Examples: Motion (schedules all tasks automatically), Reclaim AI (schedules habits automatically), SkedPal (schedules when you hit “Update Schedule”)
Pros: True automation. Minimal daily involvement.
Cons: Less control. Requires trust that AI understands your priorities correctly.
Bottom line: This is real automatic scheduling—tasks get scheduled without you deciding when.
Level 4: Fully Autonomous (Rare)
How it works: AI not only schedules automatically but also captures tasks automatically (from email, meetings, etc.) and adapts proactively throughout the day without you triggering updates.
Examples: rivva (automatic capture + scheduling + proactive adaptation)
Pros: Complete automation. Zero planning burden.
Cons: Requires significant trust. May need wearable for best results.
Bottom line: The pinnacle of automation—tasks captured, scheduled, and adapted without any manual intervention.
What Makes Task Scheduling Truly Automatic
For task scheduling to qualify as genuinely automatic, it needs these capabilities:
1. No Manual Scheduling Decisions
Tasks should appear on your calendar without you deciding when to do them. “Where should I put this task?” shouldn’t be a question you answer dozens of times daily.
What this looks like: You add a task with a deadline. The app analyzes your calendar, priorities, and constraints, then places the task at an optimal time automatically.
2. Intelligent Placement Beyond “First Available Slot”
True automation considers more than just empty calendar slots. The AI should factor in:
Task priorities and deadlines
Dependencies between tasks
Your historical patterns (when you’re most productive)
Task type and required energy/focus
Existing commitments and meeting load
What this looks like: Deep work gets scheduled during your productive morning hours, not just whenever the first 2-hour slot appears.
3. Proactive Adaptation Without Manual Triggering
When your schedule changes—meetings run long, new tasks arrive, priorities shift—the app should automatically reschedule everything affected. You shouldn’t need to manually reorganize or hit “update schedule” constantly.
What this looks like: A meeting extends 30 minutes. The app automatically shifts all subsequent tasks, moving what doesn’t fit to tomorrow, without you opening the app.
4. Capacity Awareness (The Gold Standard)
The most intelligent automatic scheduling considers your actual capacity, not just calendar availability. After three intense meetings, you don’t have the same cognitive resources as a fresh morning—your schedule should reflect this.
What this looks like: Strategic work gets scheduled when you’re energized (often mornings). Routine work fills lower-energy periods (often afternoons). The app uses wearable data or learned patterns to understand your capacity fluctuations.
The 9 Best Apps for Automatic Task Scheduling
1. rivva - Fully Autonomous Task Scheduling with Capacity Awareness
Automation Level: Level 4 - Fully Autonomous
rivva is captures tasks automatically, schedules them intelligently, and adapts proactively.
rivva represents the pinnacle of automatic task scheduling by combining three automation layers that other tools handle separately: automatic task capture, intelligent auto-scheduling, and proactive adaptation—all while being the only tool that schedules based on your actual capacity, not just calendar availability.
How automatic it really is:
1. Automatic Task Capture
Email arrives: “Can you send the proposal by Friday?”
rivva extracts the task automatically: “Send proposal to [ClientName] - Due Friday”
You never manually added this task. Same with meeting follow-ups captured from calendar notes, Notion notifications that arrive via email, GitHub issues, Slack mentions—if it lands in your inbox, rivva can turn it into a task.
You approve tasks into your list (quick review), then rivva schedules them automatically.
2. Intelligent Auto-Scheduling
Once approved, rivva analyzes:
Task requirements (what type of work is this?)
Your energy forecast (when will you be capable?)
Your calendar (meetings, commitments, existing tasks)
Priorities and deadlines
Then automatically places the task at the optimal time—not just the first available slot, but when you’ll actually be able to do it well.
No manual scheduling. No “when should I do this?” decisions.
3. Proactive Rescheduling
Meeting runs 30 minutes over. Instead of you manually reorganizing:
rivva automatically reschedules all affected tasks
Shifts what doesn’t fit to tomorrow
Optimizes around new constraints
Updates your calendar automatically
You never touch your schedule. It just adapts.
4. Capacity-Aware Placement (Unique to rivva)
This is what separates rivva from all other automatic schedulers. It doesn’t just find available time—it schedules based on when you’re capable.
After three intense meetings, you’re mentally drained. rivva knows this (through wearable data from Apple Health, Oura, or Whoop) and won’t schedule strategic work during your exhaustion.
Example: Deep work → Peak capacity windows | Routine work → Lower energy periods
Key automatic features:
Automatic email task extraction (from meetings, Notion tags, GitHub issues, any commitment in email)
Smart auto-scheduling based on capacity and calendar
Energy forecasting using wearable data (Apple Health, Oura, Whoop)
Proactive rescheduling without manual triggering
Nia (AI assistant) handles all planning decisions automatically
Two-way Google Calendar sync
Zero manual scheduling required
Best for:
Professionals tired of planning who want complete automation. Perfect for busy executives, founders, and knowledge workers who value capacity-aware intelligence over just calendar-aware scheduling.
Pricing:
Monthly: $13.99/month
Quarterly: $31.50/quarter ($10.50/month billed quarterly)
7-day free trial
Pros:
Automated task scheduling available (capture + schedule + adapt)
Capacity-aware scheduling
Proactive adaptation throughout the day
Removes all planning burden
Works best when you stop micromanaging
Cons:
Works best with wearable for full capacity features
No Android app yet (web and iOS only currently)
Requires trust in AI scheduling decisions
Individual-focused (team features coming)
2. Motion - Automatic AI Task Scheduling
Automation Level: Level 3 - Automatic
How automatic it really is: Motion automatically schedules all your tasks without asking permission. Set deadlines and priorities, and Motion’s AI decides when you work on everything.
Motion represents true automatic scheduling—tasks appear on your calendar without you deciding placement. The AI analyzes over 1,000 parameters including deadlines, priorities, dependencies, and calendar availability to optimize your schedule.
Key automatic features:
AI auto-schedules all tasks immediately upon creation
Dynamic replanning when priorities shift or new tasks arrive
Automatic rescheduling when meetings change
Project management with task dependencies
All-in-one: tasks, projects, calendar, meeting scheduling
Best for:
Professionals juggling many deadline-driven priorities who want hands-off scheduling without capacity awareness. Good for people willing to trust AI completely.
Pricing:
Individual: $19/month (annual) or $34/month (monthly)
Team: $12/user/month (annual, 3+ users)
7-day free trial
Pros:
True automatic scheduling (no approval needed)
Dynamic replanning happens automatically
All-in-one platform (tasks + calendar + projects)
Strong team features for collaboration
Handles complex project dependencies
Cons:
Requires manual task entry (no automatic capture)
No capacity awareness (schedules by time, not energy)
Expensive at individual monthly pricing
Less control—AI makes all decisions
Can schedule demanding work when you’re exhausted
3. Reclaim AI - Automatic Habit Scheduling
Automation Level: Level 3 - Automatic (for habits only)
How automatic it really is: Reclaim automatically schedules recurring habits and defends focus time. For habits, it’s fully automatic. For one-off tasks, it’s semi-automatic (requires integration with other tools).
Reclaim excels at defending time for recurring activities—workouts, review sessions, deep work blocks—by automatically scheduling them around your meetings.
Key automatic features:
Automatic habit scheduling (workouts, reviews, admin time)
Focus time defense (blocks time automatically)
Smart meeting scheduling
Calendar optimization across team
Best for:
Professionals with consistent habits who need automatic recurring time defense. Good for people whose main scheduling challenge is protecting time for regular activities.
Pricing:
Free: Lite plan with basic features
Starter: $8/user/month (annual)
Business: $12/user/month (annual)
Enterprise: $18/user/month (annual)
Pros:
Free tier available
Excellent for habit scheduling automation
Defends focus time automatically
Good team features
Integrates with task managers (Todoist, Asana, etc.)
Cons:
Primarily for habits, not general task scheduling
One-off tasks require separate tool integration
No capacity awareness
No automatic task capture
Mobile app lacks polish
4. SkedPal - Automatic Scheduling with Time Maps
Automation Level: Level 3 - Automatic (when you trigger it)
How automatic it really is: SkedPal automatically schedules tasks based on priority, duration, and time maps when you hit “Update Schedule.” The AI optimizes your daily plans and intelligently adjusts tasks within constraints.
Users with ADHD particularly value SkedPal’s ability to “dump all tasks” into the system and let it automatically generate schedules, reducing the mental load of manual planning.
Key automatic features:
Automatic scheduling based on priority, duration, and time maps optimizes daily plans
”Time Maps” let you define when you prefer to work, and SkedPal schedules accordingly
Auto-scheduling updates automatically after each change for today’s schedule
When interruptions or priorities shift, SkedPal automatically reschedules tasks
Integrates with Google Calendar, Outlook, Apple Calendar, Asana, and more
Best for:
People with ADHD or busy professionals who struggle with manual scheduling and need AI to handle the complexity of juggling many tasks with varying deadlines.
Pricing:
$14.95/month (monthly) or $9.95/month (annual)
14-day free trial, no credit card required
Pros:
Advanced algorithms build smart schedules for upcoming weeks
Time Maps feature highly valued for customizing work patterns
Particularly effective for ADHD users needing to reduce planning stress
Nested task lists and sub-tasking for complex projects
Affordable pricing compared to alternatives
Cons:
Interface feels dated according to some users
Learning curve for setup and configuration
Requires hitting “Update Schedule” button (not fully proactive)
Some users report sync issues and occasional bugs
No capacity awareness
5. Trevor AI - Semi-Automatic Daily Planning
Automation Level: Level 2 - Semi-Automatic
How automatic it really is: Trevor AI suggests a daily schedule that you review and adjust. The AI proposes task timing, but you approve and modify.
Trevor provides AI-driven scheduling recommendations while keeping you in the driver’s seat—it plans, you confirm.
Key automatic features:
AI suggests daily schedule every morning
Time-blocking recommendations based on your patterns
Focus Mode breaks tasks into steps
Visual timeline for day planning
Morning “Start My Day” email with AI coaching
Best for:
People who want AI help with scheduling but prefer to maintain control. Good for those transitioning from fully manual to more automated workflows.
Pricing:
Free: Personal use with basic features
Pro: $5/month (annual) or $6/month (monthly)
Very affordable compared to fully automatic tools
Pros:
Affordable pricing
Visual time-blocking interface
Daily AI coaching and insights
Balance of automation and control
Simple, focused feature set
Cons:
Requires daily manual review and adjustment
No true automatic scheduling
Limited integrations with other tools
No capacity awareness
Occasional sync issues
6. Sorted³ - Hyper-Scheduler with Auto-Scheduling
Automation Level: Level 2-3 - Semi to Automatic
How automatic it really is: Sorted³ auto-schedules tasks into every available minute, creating a tightly packed schedule. You can adjust, but default is automatic placement.
Sorted³ takes “hyper-scheduling” approach—filling your entire day automatically with tasks and commitments.
Key automatic features:
Auto-scheduling fills available time automatically
Hyper-scheduling creates structured days
Visual timeline shows complete day
Quick capture for fast task entry
iOS-native with modern design
Best for:
People who thrive on tightly scheduled days and want external structure. Good for those who benefit from every minute being planned.
Pricing:
Free: Basic features
Pro: $14.99/year
Very affordable for automation features
Pros:
True auto-scheduling (tasks placed automatically)
Modern, ADHD-friendly design
Extremely affordable
Visual timeline helps time awareness
Quick task capture
Cons:
Hyper-scheduling can feel rigid
iOS/Mac only (no Android or Windows)
Limited calendar integration on free tier
No capacity awareness
Can overschedule without considering energy
7. Akiflow - Task Consolidation with Time-Blocking Automation
Automation Level: Level 1-2 - Suggestions to Semi-Automatic
How automatic it really is: Akiflow consolidates tasks from multiple tools but requires manual time-blocking. Some automated suggestions, but primarily manual scheduling.
Akiflow solves the “too many tools” problem by pulling tasks from everywhere into one interface, but you still schedule manually.
Key automatic features:
Universal inbox pulls tasks from 30+ tools automatically
Time-blocking suggestions based on patterns
Keyboard shortcuts for rapid scheduling
Drag-and-drop calendar scheduling
Best for:
Professionals using many tools who want consolidation more than automation. Good for power users comfortable with manual scheduling.
Pricing:
$19/month (annual or monthly)
7-day free trial
No free tier
Pros:
Excellent task consolidation from 30+ tools
Keyboard-first interface for speed
Good time-blocking features
Multiple account support
Cons:
Not truly automatic (manual time-blocking required)
Expensive for limited automation
Complex initial setup
No capacity awareness
Tasks still managed in source tools
8. Sunsama - Guided Scheduling (Intentional, Not Automatic)
Automation Level: Level 1 - Guided Manual
How automatic it really is: Sunsama guides you through daily planning rituals but doesn’t automate scheduling. You make all decisions with structure and guidance.
Sunsama is the opposite of automatic—it forces mindful, intentional daily planning. Good for people who want structure without giving up control.
Key automatic features:
Guided morning planning ritual provides structure
Time-boxing forces realistic estimates
Task import from multiple tools
Evening reflection workflow
Best for:
People who value planning rituals and want to prevent over-scheduling. Good for those seeking intentionality over automation.
Pricing:
$20/month or $16/month (annual)
14-day free trial
Most expensive option for least automation
Pros:
Forces realistic capacity planning
Reduces overwhelm through structure
Excellent calendar integration
Pulls from many tools
Cons:
Not automatic at all—requires daily 10-15 min planning
Expensive for manual workflow
Slow compared to quick-capture tools
Limited mobile functionality
No AI automation
9. Amazing Marvin - Configurable Auto-Scheduling
Automation Level: Level 1-2 - Configurable
How automatic it really is: Amazing Marvin can be configured for various levels of automation through its 90+ “strategies,” but requires significant setup. Not automatic out of the box.
Amazing Marvin is infinitely customizable—you can build automatic scheduling workflows, but you must configure them yourself.
Key automatic features:
90+ configurable strategies including auto-scheduling
Time-blocking can be automated with setup
Smart scheduling based on priorities
Highly customizable workflows
Best for:
Power users who want to design their own automation. Good for people willing to invest configuration time for personalized workflows.
Pricing:
$12/month or $8/month (annual)
50% student discount
14-day free trial
Pros:
Extreme customization options
Cross-platform (Windows, Android, Linux, iOS)
Can create custom automation workflows
Good for ADHD users
Time tracking built-in
Cons:
Not automatic without extensive configuration
Overwhelming number of options
Steep learning curve
Slower performance than competitors
Dated mobile interface
Comparing Automation Levels
Which Level of Automation Do You Need?
Choose Level 1-2 (Suggestions/Semi-Automatic) if:
You want to maintain control over your schedule
You’re uncomfortable fully trusting AI decisions
You have unpredictable work that requires human judgment
You’re transitioning from manual to automated workflows
Best options: Trevor AI, Sunsama
Choose Level 3 (Automatic) if:
You want true hands-off scheduling
You trust AI to make good decisions
You’re tired of planning burden
You have many deadline-driven tasks
Best options: Motion, Reclaim AI (habits), SkedPal
Choose Level 4 (Fully Autonomous) if:
You want complete automation (capture + schedule + adapt)
You value capacity-aware scheduling
You’re willing to trust proactive AI
You want to eliminate all planning decisions
Best option: rivva
Conclusion
True automatic task scheduling means AI makes scheduling decisions for you—not suggestions you approve, but actual placement on your calendar without asking permission.
The most advanced automatic scheduling includes three layers:
Automatic capture (tasks extracted from email, meetings, etc.)
Intelligent scheduling (optimal placement, not just first available)
Proactive adaptation (reschedules automatically when life happens)
And the gold standard adds a fourth layer: 4. Capacity awareness (schedules based on your energy, not just your calendar)
Most tools offer one or two of these layers. rivva is the only tool providing all four—complete automation that respects your human capacity, not just your calendar availability.
Ready for truly automatic task scheduling?
rivva handles everything: captures tasks from your email automatically, schedules them intelligently based on your energy patterns, and adapts proactively throughout the day. Zero planning burden. Zero scheduling decisions. Just show up and work on what rivva schedules during your optimal capacity windows.
Try rivva free for 7 days and experience fully autonomous task scheduling that works with your biology, not just your calendar.