Top Calendar Apps to Help Pilots With Managing Schedules

Explore all-in-one calendar apps that aid airline pilots in integrating their work and life schedules.

Inside a Boeing 787 Dreamliner flight deck at the Farnborough Airshow (Photo: AirlineGeeks | William Derrickson)

[ Pilots ]January 11, 2025 8:00 am ET

By Steve Spears

Scheduling is critical to every airline pilot’s career, as aviation is a time-sensitive industry. Whether you are preparing to take off for your next work trip or attend annual flight training, planning and scheduling elements dictate your every move.

Furthermore, work is just one element of your busy life, and balancing your job and life schedules effectively is essential. In today’s digital era, calendar apps bring order to chaos, allowing you to manage time more effectively and enhance schedule coordination even on the go.

So, let us explore the best calendar apps to integrate with your demanding schedule and bring order to your work and life as we approach another new year.

Quick Look: 5 Calendar Apps to Help Pilots With Managing Schedules

Best for users who prioritize Apple devices: Apple Calendar
Best for users who prioritize Android devices: Google Calendar
Best for users who prioritize integration: Outlook Calendar
Best for users who prioritize collaboration: TimeTree
Best for users who prioritize family organization: Cozi

Apple Calendar

Best for: Users who prioritize Apple devices

Apple Calendar is a digital calendar app that was created by Apple. It lets users ‎keep track of their schedules and share them with others.

Top features:

Compatibility: iOS devices, Android devices, Windows devices, Mac devices, and web browsers
Integration: Google Calendar, Microsoft Outlook, and other compatible calendars
Reminders and alerts: Default and custom notifications (e.g., event reminders, shared calendar message notifications, etc.)
Collaboration: Shared calendar and event capability
Additional features: Manage multiple calendars with color-coded events; join FaceTime calls through app events; use Siri to add/view events; add File app attachments to events

Disadvantages:

The app is built specifically for the Apple ecosystem, which can have limited compatibility. However, it is still accessible on other non-Apple devices.
Some individuals prefer paper alternatives to electronic scheduling apps. Therefore, products like the Amazon Echo Show 15 are a great middle ground between paper calendars and mobile devices.

Price: Free app to use with an Apple account

Google Calendar

Best for: Users who prioritize Android devices

Google Calendar is a digital calendar app developed by Google. It is a widely used time-management and scheduling calendar service.

Top features:

Compatibility: Android devices, iOS devices, Windows devices, Mac devices, and web browsers
Integration: Apple Calendar, Microsoft Outlook, and other compatible calendars
Reminders and alerts: Default and custom notifications (e.g., event reminders, location-based alerts, etc.)
Collaboration: Shared calendar and event capability
Additional features: Manage multiple calendars with color-coded events; see other users’ availability side by side; automatically add new events from Gmail; automatically add video conferencing to events

Disadvantages:

The app is built specifically for the Google ecosystem, which has limited integration capabilities but can still be synchronized with other non-Google digital calendars.
Some individuals prefer paper alternatives to electronic scheduling apps. Therefore, products like the Skylight Calendar are a great middle ground between paper calendars and mobile devices.

Price: Free app to use with a Google account

Outlook Calendar

Best for: Users who prioritize integration

Outlook Calendar is a Microsoft-created digital calendar app commonly used by airlines and businesses. As a result, it offers a fantastic opportunity to integrate with personal needs.

Top features:

Compatibility: iOS devices, Android devices, Windows devices, Mac devices, and web browsers
Integration: Apple Calendar, Google Calendar, and other compatible calendars
Reminders and alerts: Default and custom notifications (e.g., event reminders, location-based alerts, etc.)
Collaboration: Shared calendar and event capability via Microsoft 365 Group
Additional features: Create dedicated calendar folders for specific needs; automatically add events from Outlook email; share calendars with others; set permissions for others to manage events

Disadvantages:

The cost of the Microsoft 365 plans is higher than most other digital calendar apps.
Some individuals prefer paper alternatives to electronic scheduling apps. Therefore, products like the ApoloSign Digital Calendar are a great middle ground between paper calendars and mobile devices.

Price: Free app; upgrade to Microsoft 365 Basic for $19.99/year; upgrade to Microsoft 365 Personal for $69.99/year; upgrade to Microsoft 365 Family for $99.99/year (upgrade available as in-app purchase)

TimeTree

Best for: Users who prioritize collaboration

TimeTree is a digital calendar app and collaborative planning tool. It was designed to allow households to streamline their scheduling.

Top features:

Compatibility: Android devices, iOS devices, Windows devices, Mac devices, and web browsers
Integration: Apple Calendar, Google Calendar, Microsoft Outlook, and other compatible calendars
Reminders and alerts: Default and custom notifications (e.g., event reminders, real-time schedule updates, message notifications, etc.)
Collaboration: Shared calendar and event capability, in-app messaging available
Additional features: Create shared calendars for distinct groups; set event priority settings; enjoy in-app file sharing; vertical calendar view available in TimeTree Premium version

Disadvantages:

The TimeTree app involves a learning curve, especially when setting it up for the first time.
Some individuals prefer paper alternatives to electronic scheduling apps. Therefore, products like the APOFIAL Digital Calendar are a great middle ground between paper calendars and mobile devices.

Price: Free plan available with basic functions; upgrade to TimeTree Premium for $4.49/month or $44.99/year (upgrade available as in-app purchase)

Cozi

Best for: Users who prioritize family organization

Cozi is one of the best family organizer apps to help households stay organized and connected. Its main focus is on shared calendars and innovative list-making functions.

Top features:

Compatibility: iOS devices, Android devices, Windows devices, Mac devices, and web browsers
Integration: Apple Calendar, Google Calendar, Microsoft Outlook, and other compatible calendars
Reminders and alerts: Default and custom notifications (e.g., event reminders, schedule updates, real-time message notifications, etc.)
Collaboration: Shared calendar and event capability, in-app messaging available
Additional features: Ability to create and share grocery lists; ability to manage do-to lists; ability to plan meals and store recipes; enjoy a user-friendly interface accessible to users of all ages

Disadvantages:

The Cozi app was designed to accommodate the demanding schedules of families, which may not suit everyone’s needs.
Some individuals prefer paper alternatives to electronic scheduling apps. Therefore, products like the Canupdog Digital Calendar are a great middle ground between paper calendars and mobile devices.

Price: Free plan available with basic functions; upgrade to Cozi Gold for $19.49/year for the first year, then $39/year (upgrade available as in-app purchase)

Key Features to Consider in Calendar Apps

Many apps and tools are available on the market to assist you with managing your flying schedule, from systems that allow you to bid smarter and be more confident in your bidding choices to online portals and apps where you can view your schedule and any changes. However, once the flying schedule is posted for the upcoming month, it is just as important to integrate it into your calendar and ensure a well-balanced timetable for your demanding life.

Here are some key features to consider when choosing the calendar app to integrate between work and life:

Flight scheduling integration of calendar apps

Calendar apps should allow you to seamlessly integrate with flight scheduling software, allowing flying schedules to be imported directly into the calendar app.

Flexibility and customization of calendar apps

Calendar apps should allow you to customize views (e.g., day, week, month) and color-code different schedules, individuals, and events.

Notifications and collaboration of calendar apps

Calendar apps should be able to send and receive scheduling updates and include real-time notifications for schedule changes.

Data security and privacy of calendar apps

The aviation industry is safety and security conscious, so calendar apps should have robust security measures to protect sensitive personal and flight data.

Ease of use and simplicity of calendar apps

Calendar apps should be simple to use and should easily integrate with the intricacies of airline scheduling.

Choosing the Right App for Your Needs

Choosing the right calendar app for your needs requires you to consider your and your family’s unique needs and preferences. Most apps are available for free or offer free trials before requiring you to commit to a long-term subscription, so sign up for free and check out each mobile app to see if it is right for you. Visit the App Store or Google Play.

The internet is also a bottomless pit of information, so read user reviews and compare the top features of each app to determine which one best suits your demanding lifestyle. Lastly, consult with other aviators for recommendations, as many of them have been in your situation before, and can aid you in providing product options and recommendations.

Inside the flight deck on Honeywell’s 757 (Photo: AirlineGeeks | Ryan Ewing)

FAQ

What apps do most pilots use?

Pilots use many apps to conduct their tasks, from LogTen (i.e., digital logbook) for digitally logging their flight time, currency, and endorsements to CloudAhoy (i.e., digital flight log) for assisting them in postflight debriefing. Pilots also use weather apps, electronic flight bag apps, document viewing apps, and more for preflight, in-flight, and postflight purposes.

How do pilots know their schedule?

Pilots are made aware of their schedules depending on the airline or organization they work for, including via company scheduling systems, crew scheduling departments, monthly rosters, etc.

What is a pilot scheduler?

A pilot scheduler is a professional responsible for creating and managing the schedules of pilots and flight crews (e.g., flight attendants) while monitoring other aspects of the operation, including aircraft scheduling, maintenance operations, passenger considerations, airport procedures, and more.

How do I add flights to my calendar automatically?

Calendar apps like Apple Calendar, Google Calendar, and Outlook Calendar can automatically add flights to your calendar, depending on how and where you access your flight information and what settings you have set up on your device.

Is Flight Schedule Pro free?

Flight Schedule Pro is not free. This comprehensive software solution is designed to manage various aspects of flight operations and operates on a subscription-based model with different pricing plans. It is widely used among flight schools, pilot training centers, general aviation flying organizations, and more.

How do I save flight details to my calendar?