11 Best Calendar Apps with Task Management
Switching between your calendar and task app all day? Compare 11 calendar apps that unify tasks and meetings in one intelligent view.
Switching between your calendar and task manager 50 times a day? There’s a better way.
You know the routine. Check your calendar to see when you’re free. Switch to your task app to see what needs doing. Try to mentally calculate what fits between meetings. Manually time-block tasks onto your calendar. Check back to verify no conflicts. Repeat this process dozens of times daily as meetings shift and priorities change.
This constant context-switching isn’t just annoying—it’s cognitively expensive. Every time you switch apps, you lose focus. Every time you manually coordinate tasks with meetings, you waste mental energy that could go toward actual work. And when meetings inevitably run over or new priorities emerge, your carefully constructed plan falls apart, requiring another round of manual reorganization.
Most calendars are disconnected from other tools, creating a gap between how we manage time and where we spend it. Meetings live separate from project timelines, and our work calendar doesn’t know about our personal plans.
The solution isn’t better willpower or more detailed planning—it’s unified calendar and task management that shows your complete day in one view, eliminates manual coordination, and adapts automatically when plans change.
This guide covers 11 apps that integrate calendar and tasks, from basic unified views to intelligent AI scheduling that automatically places tasks around your meetings and energy levels.
Why Separate Calendar and Task Apps Don’t Work
The split-system problem manifests throughout your day:
Morning Planning Friction
The ritual:
Open Google Calendar (see today’s meetings)
Open Todoist (see tasks due today)
Mentally calculate: “I have 10am-11am meeting, lunch 12-1pm, 2pm-3pm call”
Try to figure out: “Where do these 5 tasks fit?”
Estimate task duration (probably wrong)
Manually time-block tasks onto calendar
Switch between apps verifying no conflicts
Hope nothing changes
Time wasted: 15-20 minutes every morning
Throughout the Day Chaos
Your 10am meeting runs until 10:45am. Now you need to:
Switch to task app
Find the task scheduled for 11am
Manually reschedule it
Check calendar for next available slot
Verify that slot is actually free
Update task timing
Hope you didn’t create conflicts
Multiply this by every meeting that runs over (most of them), and you’re spending 30+ minutes daily just coordinating two systems that should talk to each other.
The Core Problems
1. Context Switching Tax
Every app switch costs cognitive energy. Studies show it takes an average of 23 minutes to fully refocus after switching contexts. You’re not switching tasks 2-3 times daily—you’re doing it dozens of times.
2. No Unified View
You can’t see your complete day. Tasks are in one app, meetings in another. Your brain must hold both in working memory and manually integrate them. This is exhausting.
3. Manual Coordination Burden
You’re playing calendar Tetris—fitting task blocks around meeting blocks—manually, repeatedly, all day. This coordination work should be automatic.
4. Static Plans Break Instantly
Plans become outdated the moment anything changes. Meeting added? Manually reschedule tasks. Meeting cancelled? Manually fill the gap. Priority shifts? Start over. Your tools don’t help—they just watch you struggle.
What to Look for in Unified Calendar + Task Apps
Not all “integration” is created equal. Here’s what actually matters:
1. True Integration (Not Just Side-by-Side)
Bad integration: Calendar in one pane, tasks in another pane. You can see both, but they don’t interact. You still coordinate manually.
Good integration: Tasks appear directly on calendar timeline. Drag and drop to schedule. Visual unified view.
Best integration: Tasks automatically placed on calendar with intelligent scheduling. System handles coordination.
2. Time-Blocking Support
Viewing tasks in a sidebar isn’t enough. You need to schedule tasks as time blocks on your calendar—seeing “Write report: 2:00-4:00pm” not just “Write report (due Friday).”
3. Automatic Synchronization
When you move a meeting, tasks should reschedule automatically. When you complete a task early, the system should adjust. Manual updates mean the tools aren’t truly integrated.
4. Intelligent Scheduling (The Gold Standard)
Beyond showing tasks in calendar view, the best tools use AI to:
Automatically place tasks at optimal times
Consider meeting load and fatigue
Factor in your energy patterns
Reschedule proactively when conflicts arise
5. Mobile Excellence
You need unified view on your phone between meetings. Desktop-only integration forces you back to split systems when mobile.
Types of Calendar + Task Integration
Understanding integration levels helps choose the right tool:
Level 1: Basic (Google Calendar + Tasks)
How it works: Tasks appear in calendar sidebar. Separate views, manual coordination required.
Best for: People comfortable with current setup who just want basic visibility.
Level 2: Visual (Fantastical, Any.do, TickTick)
How it works: Tasks shown in calendar view. Better visibility, drag-and-drop scheduling, but still mostly manual planning.
Best for: People who want visual unification and are comfortable with manual time-blocking.
Level 3: Unified Planning (Sunsama, Akiflow, TimeBloc)
How it works: Intentional daily planning sessions with guided time-blocking. Semi-automatic coordination.
Best for: People who benefit from structured planning rituals and want help with daily organization.
Level 4: Intelligent (Motion, rivva)
How it works: AI automatically schedules tasks on calendar. Adapts to changes proactively. Minimal manual coordination.
Best for: Busy professionals who want automation over manual control and need dynamic adaptation.
The 11 Best Calendar Apps with Task Management
1. rivva - Unified Workspace with Intelligent Scheduling
Integration Level: Level 4 - Intelligent Automation
rivva doesn’t just show tasks and calendar together—it intelligently schedules tasks around your meetings and energy levels, creating a truly unified day that adapts automatically.
Most “unified” apps show your calendar and tasks in one view but leave the coordination to you. rivva goes further: Nia (your AI assistant) automatically schedules tasks on your calendar, considers meeting fatigue, factors in your energy patterns, and reschedules proactively when plans change.
How rivva’s unified approach works:
Single Intelligent Timeline Shows:
🗓️ Meetings from Google Calendar
✅ Tasks automatically scheduled by Nia
⚡ Energy levels from wearable data
☕ Breaks automatically placed for recovery
Example unified day in rivva:
9:00-10:30 📝 Draft Q4 strategy [Task] ⚡⚡⚡ Peak energy
10:30-11:00 ☕ Break (automatic)
11:00-12:00 🗓️ Team standup [Meeting]
12:00-1:00 🍽️ Lunch
1:00-2:00 📝 Review budget [Task] ⚡⚡ Medium energy
2:00-3:00 🗓️ Client call [Meeting]
3:00-4:00 📝 Reply to emails [Task] ⚡ Low energy
4:00-4:30 ☕ Break (automatic)
4:30-5:30 📝 Expense reports [Task] ⚡ Low energyEverything in one view. Everything intelligently placed. Everything adapts automatically.
Why rivva’s integration is superior:
Problem: You have a 2-hour task “Write strategy document” and meetings at 10am, 1pm, and 3pm.
Most calendar + task apps:
Show both in one view ✓
You manually figure out when to do it ✗
You time-block it yourself ✗
If meeting runs over, you manually reschedule ✗
rivva:
Sees 10am meeting will drain cognitive energy ✓
Sees 11am-1pm is technically free ✓
Knows strategy work needs peak energy ✓
Schedules task tomorrow 9-11am when you’re fresh ✓
When meeting runs over today, automatically reschedules remaining tasks ✓
You get better work done at optimal times, automatically.
Key features:
Unified tasks + meetings + energy timeline
Automatic task scheduling on calendar (no manual time-blocking)
Energy-aware placement using wearable data
Meeting fatigue consideration
Automatic proactive rescheduling
Two-way Google Calendar sync
Email task extraction (tasks captured automatically)
Native iOS app with Apple Watch support
Best for:
Busy professionals tired of manual calendar Tetris who want intelligent automation that respects both their schedule and their capacity.
Pricing:
Monthly: $13.99/month
Quarterly: $31.50/quarter ($10.50/month billed quarterly)
7-day free trial
Pros:
Most intelligent calendar + task integration available
Truly automatic (no manual time-blocking)
Energy-aware scheduling
Proactive adaptation when schedule changes
Beautiful unified timeline
Mobile-optimized
Cons:
No Android app yet (web and iOS only currently)
Requires wearable for full energy features
Gives up manual control (though that’s the benefit)
2. Fantastical - Premium Calendar with Task Integration
Integration Level: Level 2 - Visual Integration
Fantastical shows tasks alongside calendar events in one beautiful view, with natural language entry and excellent iOS integration.
How integration works:
Tasks appear in your calendar view. You can see meetings and tasks together, drag tasks to schedule them, and manage everything in one app. Integration is visual—you coordinate manually, but at least you can see everything in one place.
Key features:
Tasks display in calendar timeline
Natural language task entry (”Finish report tomorrow at 2pm”)
Multiple calendar views (day, week, month, year)
Excellent iOS/Mac integration
Calendar sets for work/personal switching
Best for:
iOS users who want premium calendar experience with task visibility and are comfortable with manual time-blocking.
Pricing:
Free: Basic features
Premium: $4.99/month (individual) or $6.99/month (family)
Pros:
Beautiful design
Natural language is excellent
Great Apple ecosystem integration
Affordable premium pricing
Cons:
No AI scheduling (manual time-blocking)
No automatic task placement
No energy awareness
Tasks secondary to calendar focus
3. Notion Calendar - Beautiful Calendar with Notion Task Linking
Integration Level: Level 2 - Visual Integration
Notion Calendar (formerly Cron) is a standalone calendar app that integrates with Notion databases to display project deadlines and task due dates alongside meetings.
How integration works:
You can connect Notion databases containing date properties, and items will appear as events on your calendar. Items without specific times show as all-day events, which you can drag into time slots.
Key features:
Beautiful, meticulously designed interface (Cron’s legacy)
Connect Notion pages to events for rich context
Display key dates from Notion databases directly in calendar
Auto-blocking feature prevents double-booking
Keyboard-driven with shortcuts
Best for:
Notion users who want to see project timelines and database due dates in calendar view, though not ideal for task management compared to dedicated daily planners like Akiflow or Sunsama.
Pricing:
Free for all users
Pros:
Beautiful, award-winning Cron design
Free for all users
Connects meeting context with Notion docs
Keyboard shortcuts throughout
Google Calendar integration
Cons:
Not designed as task manager—Notion databases aren’t ideal for tasks
Separate app (not embedded in Notion despite expectations)
No AI scheduling or automatic task placement
Limited functionality beyond calendar + Notion viewing
Google Calendar only (Outlook coming)
4. Sunsama - Daily Planning with Calendar + Tasks
Integration Level: Level 3 - Unified Planning
Sunsama provides guided daily planning sessions where you intentionally schedule tasks onto your calendar with time-boxing.
How integration works:
Morning planning ritual guides you through pulling tasks from various sources (Todoist, Asana, Trello, Notion) into Sunsama, then time-blocking them onto your calendar. You see tasks and meetings together and manually coordinate.
Key features:
Guided morning and evening planning rituals
Time-boxing forces realistic estimates
Pulls tasks from multiple sources
Calendar integration for unified view
Focus mode during work sessions
Best for:
Professionals who benefit from structured planning rituals and want to prevent over-scheduling through mindful time-blocking.
Pricing:
$20/month or $16/month (annual)
14-day free trial
Pros:
Forces realistic capacity planning
Reduces overwhelm through structure
Excellent calendar integration
Mindful approach prevents overcommitment
Cons:
Expensive
Requires daily 10-15 min planning session
No AI automation
Slow workflow compared to automatic tools
Limited mobile functionality
5. Akiflow - Task Consolidation with Time-Blocking
Integration Level: Level 3 - Unified Planning
Akiflow consolidates tasks from 30+ tools into one interface with calendar integration for time-blocking.
How integration works:
Pulls tasks from Todoist, Asana, Notion, Slack, etc. into unified inbox. You then drag tasks onto your calendar timeline to time-block them. Manual coordination but centralized view.
Key features:
Universal inbox from 30+ tools
Calendar integration for time-blocking
Keyboard-first interface
Multiple account support
Drag-and-drop scheduling
Best for:
Professionals using many tools who want task consolidation with calendar time-blocking capability.
Pricing:
$19/month
7-day free trial
Pros:
Excellent task consolidation (30+ integrations)
Keyboard shortcuts for speed
Good time-blocking features
Unified view of scattered tasks
Cons:
Expensive with no free tier
Still requires manual time-blocking
No AI automation
Complex initial setup
6. Motion - AI Calendar + Task Management
Integration Level: Level 4 - Intelligent Automation
Motion automatically schedules tasks on your calendar using AI, eliminating manual time-blocking.
How integration works:
Add tasks with deadlines and priorities. Motion’s AI automatically schedules them on your calendar, finding optimal times around your meetings. When schedule changes, Motion reschedules everything automatically.
Key features:
AI auto-schedules all tasks
Dynamic replanning when priorities shift
All-in-one: tasks + calendar + projects
Meeting booking built-in
Team collaboration features
Best for:
Professionals juggling many deadline-driven tasks who want hands-off AI scheduling.
Pricing:
Individual: $19/month (annual) or $34/month (monthly)
Team: $12/user/month (annual, 3+ users)
Pros:
True AI automation (no manual time-blocking)
Dynamic replanning automatically
All-in-one platform
Strong team features
Cons:
No energy/capacity awareness (schedules by time only)
Expensive at individual monthly rate
Less control (AI makes all decisions)
Can schedule demanding work when you’re exhausted
7. TimeBloc - Visual Time Blocking Calendar + Tasks
Integration Level: Level 2 - Visual Integration
TimeBloc focuses on visual time-blocking, showing tasks as colored blocks on your calendar.
How integration works:
Create tasks, then manually drag them onto your calendar as time blocks. Visual representation helps you see your day, but coordination is manual.
Key features:
Visual time-block interface
Color-coded tasks
Drag-and-drop scheduling
Week view shows patterns
Simple, focused approach
Best for:
People who respond well to visual time-blocking and want straightforward calendar + task visualization.
Pricing:
Free version available
Premium for additional features
Pros:
Visual approach intuitive
Simple, focused tool
Affordable
Good for building time-blocking habits
Cons:
Manual time-blocking required
No AI automation
Basic features
Limited integrations
8. Google Calendar + Tasks - Native Google Integration
Integration Level: Level 1 - Basic Integration
Google Calendar shows Google Tasks in sidebar. Most basic integration, completely free.
How integration works:
Tasks appear in calendar sidebar. You can check them off, but they’re separate from calendar timeline. Minimal coordination features.
Key features:
Tasks visible while viewing calendar
Check tasks off directly
Sync across Google ecosystem
Free with Google account
Basic but functional
Best for:
People already in Google ecosystem who want basic task visibility without additional cost.
Pricing:
Free (included with Google account)
Pros:
Completely free
Already installed
Simple, no learning curve
Works across all devices
Cons:
Very basic integration (sidebar only)
No time-blocking support
No AI features
Manual coordination required
9. Sorted³ - Hyper-Scheduler for iOS
Integration Level: Level 3 - Unified Planning
Sorted³ auto-schedules tasks into every available minute, creating a tightly packed calendar view.
How integration works:
Auto-scheduling fills your calendar with tasks automatically. You can adjust manually, but default is automatic placement.
Key features:
Auto-scheduling creates structured days
Visual timeline
Focus timer built-in
Natural language entry
iOS-native design
Best for:
iOS users who want hyper-scheduled days with automatic time-blocking.
Pricing:
Free: Basic features
Pro: $14.99/year
Pros:
Automatic scheduling unique
Affordable
Modern iOS design
Visual timeline helpful
Cons:
Can feel rigid with hyper-scheduling
iOS/Mac only
No capacity awareness
Limited calendar integration on free tier
10. Any.do - Simple Calendar + Tasks
Integration Level: Level 2 - Visual Integration
Any.do combines simple task management with calendar view for basic unified planning.
How integration works:
Tasks and calendar events appear in unified timeline view. Manual scheduling, but everything visible in one app.
Key features:
Calendar view with tasks
Simple, clean interface
Cross-platform availability
Location-based reminders
Voice entry
Best for:
People wanting simple calendar + task integration without complexity.
Pricing:
Free: Basic features
Premium: $5/month or $2.99/month (annual)
Pros:
Simple, easy to learn
Affordable premium pricing
Cross-platform
Calendar + tasks unified view
Cons:
Basic features only
No AI automation
Limited time-blocking
No energy awareness
11. TickTick - Calendar View with Tasks
Integration Level: Level 2 - Visual Integration
TickTick includes calendar view showing tasks alongside events for basic unified visualization.
How integration works:
Calendar view displays both TickTick tasks and calendar events (via integration). You can time-block tasks by assigning specific times.
Key features:
Calendar view integrated
Pom
odoro timer built-in
Habit tracking alongside tasks
Multiple views (list, calendar, Kanban)
Natural language entry
Best for:
People wanting feature-rich task manager with calendar integration at affordable price.
Pricing:
Free: Up to 9 lists with 99 tasks each
Premium: $35.99/year or $2.99/month
Pros:
Very affordable premium tier
Feature-rich (Pomodoro, habits, calendar)
Cross-platform availability
Calendar integration included
Cons:
Calendar integration basic
No AI scheduling
Manual time-blocking
Less polished than premium alternatives
Frequently Asked Questions
What’s the best app that combines calendar and tasks?
For intelligent automation: rivva (AI schedules tasks around meetings and energy) or Motion (AI schedules by time and deadlines)
For visual integration: Fantastical (premium iOS experience) or TickTick (affordable feature-rich)
For guided planning: Sunsama (daily rituals) or Akiflow (task consolidation)
Should I use separate or integrated calendar and task apps?
Integrated is better if:
You’re constantly switching between apps
You want to see your complete day in one view
You practice time-blocking
You want automatic coordination
Separate works if:
You prefer specialized tools for each function
You don’t time-block tasks
Current setup works for you
Integration features don’t justify switching cost
Can Google Calendar manage tasks?
Yes, but minimally. Google Calendar + Google Tasks provides basic integration—tasks appear in sidebar while viewing calendar. No time-blocking, no AI, no unified timeline. Functional but limited compared to dedicated integrated solutions.
What’s better: Fantastical or Motion for calendar + tasks?
Fantastical: Better for people who want beautiful design, manual control, and iOS integration. Tasks are secondary to calendar.
Motion: Better for people who want AI automation, don’t mind giving up control, and have many deadline-driven tasks.
rivva: Better than both for people who want AI scheduling with energy/capacity awareness rather than just time-based automation.
Do I need AI for calendar and task integration?
Not necessarily. Many people succeed with manual time-blocking (Fantastical, Sunsama). But AI becomes valuable when:
Your schedule changes constantly
You don’t have time for daily planning sessions
You want to optimize for capacity, not just time
Manual coordination feels burdensome
What calendar apps work with Todoist?
Most unified apps can pull from Todoist:
Akiflow: Strong Todoist integration
Sunsama: Pulls Todoist tasks for planning
Fantastical: Can display Todoist reminders
Sorted³: Integrates with Todoist
If staying in Todoist ecosystem, pair it with Google Calendar for basic integration.
Conclusion
Managing calendar and tasks in separate apps creates unnecessary friction—constant context-switching, manual coordination burden, and plans that break the moment anything changes.
Unified calendar + task management saves time and mental energy by showing your complete day in one view, eliminating manual coordination, and (in the best tools) automatically adapting when plans inevitably change.
The right integration level depends on your needs:
Basic integration (Google Calendar + Tasks): Free, minimal, for people comfortable with current setup
Visual integration (Fantastical, Any.do, TickTick): Better visibility, manual time-blocking, affordable
Unified planning (Sunsama, Akiflow): Guided daily planning, semi-automatic, structured approach
Intelligent automation (Motion, rivva): AI scheduling, automatic adaptation, hands-off
Stop playing calendar Tetris. Let AI unify your day.
rivva provides the most intelligent calendar + task integration available—automatically scheduling tasks around your meetings and energy levels, creating a truly unified day that adapts proactively when reality doesn’t match your plans.
No manual time-blocking. No coordination burden. No calendar Tetris. Just open rivva and see your perfectly orchestrated day.
Try rivva free for 7 days and experience truly unified calendar + task management that works with your brain and your schedule.