We Tested the 10 Best Reclaim AI Alternatives for Project Scheduling in 2025

When it comes to maintaining focus and productivity with a busy schedule, time management becomes an essential skill.

Effective time management boils down to scheduling meetings and tasks in a way that works best for you. It also often requires a designated smart scheduling tool or calendar app, like Reclaim AI, to carry out your strategy.

Reclaim AI is an excellent meeting assistant, but like any software, it isn’t for everyone. There are pros and cons to every time management tool, but luckily, there are plenty of alternatives to fill the gaps left by Reclaim AI.

Let’s explore how a powerful AI scheduling tool can help you work faster and improve your process efficiencies. Then we’ll look at some of the best alternatives to Reclaim AI to automate your calendar and save valuable time. Because these days, time is money—and work-life balance is more important than ever. ⚖️

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What Should You Look for in Reclaim AI Alternatives?

The key to finding the best Reclaim alternative is by focusing your efforts on the AI capabilities of the other tools. Think of AI tools as the most powerful workflow automation tools you could ever imagine. These tools can do wonders for in-person and remote teams, from helping you write copy to managing HR tasks. 

AI functionality can help you auto-schedule team meetings and block out focus time, plus buffer time for travel and breaks. It can also integrate your calendar with your task list, help you prioritize and assign work, and so much more.

When you’re choosing your Reclaim AI alternative, look out for these features:

• A flexible system that’s configurable to the requirements of your business
• Integration with scheduling tools like Outlook, Gmail, and Google Calendar
• Calendar sync capability for a personalized scheduling experience, even across multiple tools
• Compatibility with conferencing apps like Zoom, Microsoft Teams, and Google Meet
• Integration with task management apps and/or daily checklist apps
• Real-time updates so you know you can always rely on the information you’re seeing
• User-friendly functionality like smart calendars and drag-and-drop tasks that allow for fast adjustments

Your scheduling tool choices should be aimed at workflow optimization—because if you can get that right, everything else will flow from there.

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The 10 Best Reclaim AI Alternatives to Use

With so many Reclaim AI alternatives out there, how do you choose? Your best course of action is to consider which features and functionality your business requires, then go with the option that best matches up.

1. ClickUp

ClickUp is an all-in-one productivity tool and our top pick when it comes to choosing the best Reclaim AI alternative.

With time and task management at the core of every ClickUp feature, it’s the ideal software to streamline any process, track progress, and centralize your work across apps into a single platform. There are over 15 different ways to visualize your to-do list, including List, Gantt, Workload, and Calendar view for effective task and team scheduling.

Say goodbye to traditional calendar struggles with ClickUp Calendar—an AI-powered alternative that doesn’t just display events but adapts to your priorities. Automatically schedule tasks, block focus time, and get a perfectly optimized day—every day. Unlike Google Calendar, ClickUp connects your events directly to tasks, docs, and projects within your Clickup workspace, with automatic meeting notes and action item creation. Plus, its two-way sync with Google Calendar ensures you never miss a beat if you’re still using Google Calendar while trying out ClickUp Calendar’s productivity-boosting features. 

Plus, ClickUp AI takes your current time-saving techniques to the next level. Like having a virtual assistant right in your pocket, ClickUp AI can generate meeting notes, emails, task summaries, updates, translations, and more, using natural language commands to help you focus on your most important work at all times, and breeze through your tasks.

If you’re new to AI text generators, the ClickUp AI Prompt Templates will help you get started with structured prompts that guarantee high-quality results instantly. That’s not the only free AI resource ClickUp has to offer though, for other AI alternatives, try ClickUp’s tested ChatGPT Prompts for Project Scheduling Template to generate near-perfect project schedules, tasks, deadlines, planning strategies, and more. With your time management strategy at the ready, ClickUp can then monitor progress and adjust timelines to make sure you meet your goals.

ClickUp best features

• Quickly and easily move calendar items or tasks using the drag-and-drop functionality
• Estimate time expectations per task and divide a task between the assigned team members
• Launch meetings directly from Calendar View and see all your linked tasks there, too
• Monitor how you spend your time with time tracking from your mobile, desktop, or Chrome browser
• Expand your strategic planning beyond daily scheduling with ClickUp’s Life Planning Templates
• Sync your ClickUp Calendar with Google Calendar to reflect changes in both directions—syncs with Outlook, Apple, and mobile are one-way
• Over 1,000 integrations to automatically sync work from your existing tools like Asana, Jira, Notion, and Slack

ClickUp limitations

• AI functionality isn’t available on the free version
• Not all views are available on the mobile app yet

ClickUp pricing

ClickUp ratings and reviews

• G2: 4.7/5 (8,900+ reviews)
• Capterra: 4.6/5 (3,800+ reviews)

2. Trevor

Trevor is designed to help you improve clarity, focus, and overall control of your workload. Use the big-picture visual of your scheduled tasks to get an overview of what’s on your plate. Then drop down into a specific task for deep, focused work that accesses your creative flow—which is where the magic happens.

This Reclaim AI alternative works with time blocks that you can drag and drop to plan your day. Trevor’s AI learns how you schedule and then uses that information to make helpful suggestions. It can also auto-assign durations for tasks and remind you when work is overdue. 

Trevor best features

• Include your personal tasks, too, for a full picture of how much time you’ll need to get things done that day
• Quickly rearrange your day when things don’t go according to plan
• Track your remaining time available each day
• Sync both ways in real time with integrations like Outlook, Todoist, Google Calendar, and Google tasks

Trevor limitations

• The Free plan only allows you to sync one calendar app and one task list integration—you need to upgrade to the Pro plan to sync more
• There aren’t yet enough independent reviews to determine how well Trevor works

Trevor pricing

• Free: Free
• Pro: $3.99/month per user

Trevor ratings and reviews

• G2: No reviews yet
• Capterra: No reviews yet

3. Gmelius

This Reclaim AI alternative is a calendar app that helps you manage your workload right from your Gmail inbox.

Designed for teamwork and collaboration, you get workflow automations and Kanban boards built in. Assign emails to your team members, and attach quick notes with extra instructions or suggestions. Invite discussion by sharing drafts with colleagues inside Gmail—no forwarding or copying required. 

Or use Gmelius as a centralized help desk that multiple team members can work with. And to make sure everything’s on track, get oversight of every email your team members receive or send, in one place.

Gmelius best features

• Save time with pre-built templates and auto-responses to frequently asked questions
• Easily scale on Gmelius as your business grows
• Take advantage of two-way integrations with tools like Slack, Trello, Zapier, Google Meet, and many more
• Rest assured that your data is safe because Gmelius doesn’t store the content of your emails

Gmelius limitations

• You need to pay attention to the settings to make sure emails aren’t shared with people who shouldn’t have access to them
• Some users feel there’s quite a steep learning curve to get familiar with everything Gmelius can do

Gmelius pricing

• Flex: $15/month for up to five users
• Growth: $24/month per user
• Pro: $36/month per user

Gmelius ratings and reviews

• G2: 4.4/5 (760+ reviews)
• Capterra: 4.7/5 (40+ reviews)

4. Calendly

Calendly is designed to make scheduling easier than ever. It supports one-on-one meetings, group meetings, and round-robin scheduling—without having to go back and forth via email to check everyone’s availability. 

Decide on your availability and the event types you’re offering—for example, 30-minute face-to-face meetings or short Zoom calls—then simply share scheduling links on your website or via email. Invitees can pick a time slot and then this Reclaim AI alternative will automatically add it to your existing calendar events.

Calendly best features

• Invite people in different time zones, and Calendly will figure out where everyone is
• Automate communications, like sending a reminder to invitees 30 minutes before a call
• Use Calendly on your Windows or macOS desktop or, if you’re on the move, on your iOS or Android mobile app
• Optimize your workflow with more than 100 integrations and extensions, like Office 365, Microsoft Outlook, Google, and iCloud calendars, as well as other parts of your tech stack like Salesforce or HubSpot

Calendly limitations

• You’ll need the Teams plan if you want to send meeting data straight to Salesforce and your customer relationship management (CRM) system
• Some users feel Calendly is a little expensive compared to some of their scheduling tool competitors

Calendly pricing

• Free: Free
• Standard: $10/month per user
• Teams: $16/month per user
• Enterprise: Contact for pricing

Calendly ratings and reviews

• G2: 4.7/5 (1,900+ reviews)
• Capterra: 4.7/5 (2,900+ reviews)

5. Routine

Calling themselves “the calendar of the 21st century,” this Reclaim AI alternative gives you a view of your work calendar and your tasks at the same time, so you can plan out your entire day or week. Routine organizes your schedule according to your deadlines and personal preferences.

Create tasks by typing them in or using the voice app, and use keyboard shortcuts to quickly move around the system.

Schedule meetings or block time for deep work by simply dragging and dropping these events where you want them. Schedule tasks from your meetings, and take notes right there, too, so nothing gets lost. ✍️

Routine best features

• Keep track of today’s priorities with the dashboard and your Today screen
• Use pages on the app to save quick notes like business ideas, client insights, or plans for your next vacation 
• Organize your pages and subpages in the way that works best for you
• Integrate with your email inbox, project management tools, and chats so everything’s in one place

Routine limitations

• You can use the Free plan now, but the Professional, Business, and Enterprise plans are still in development
• Routine isn’t yet available for Android, but that feature is coming soon

Routine pricing

• Free: Free
• Professional: $10/month per user (coming soon)
• Business: $15/month per user (coming soon)
• Enterprise: Contact for pricing (coming soon)

Routine ratings and reviews

• G2: 4.0/5 (1 review)
• Capterra: No reviews yet

6. Sunsama

This Reclaim AI alternative is designed to help professionals more intentionally manage their time to achieve better work-life balance.

Get an overview of everything you need to deal with, including meetings, tasks, and emails. Then prioritize, set your goals for the day, and timebox those tasks into your calendar. Track your progress as you go to get a sense of achievement. And whatever you don’t get to today will automatically be rescheduled for tomorrow.

Sunsama best features

• Turn Slack conversations into tasks with the Slack integration
• Sync with your Google Calendar or Outlook calendar, and easily integrate tasks with other productivity tools like ClickUp, Asana, Trello, Todoist, and Jira
• Enhance collaboration with a view into what your teammates are focusing on for the day
• Get deep insight into how you spend your time with the built-in analytics

Sunsama limitations

• It’s natively designed for short-term rather than long-term planning, so you may need to use one of the integrations to plan for larger-scale projects
• Some users feel that the collaboration functionality could do with some improvement

Sunsama pricing

• Yearly: $16/month per user
• Monthly: $20/month per user

Sunsama ratings and reviews

• G2: No reviews yet
• Capterra: 4.6/5 (20 reviews)

7. Akiflow

This Reclaim AI alternative is a productivity platform that shows you all your schedules, emails, and tasks in one universal inbox. Create tasks and prioritize them, set due dates, and add any relevant notes from right within your calendar. You can even turn tasks into calendar events to make sure they get done. ✅

Use the time-blocking feature to allocate time for different types of tasks, like meetings, collaboration, or deep thinking. Then quickly arrange your schedules by dragging and dropping tasks into place. 

Akiflow best features

• Pull in tasks from other apps like Slack, Trello, Asana, and your email so everything’s in one place
• Use the recurring tasks feature to automate regular tasks like stand-up meetings or progress reports
• Share your availability for meetings from Akiflow, so you don’t have to go back and forth via email
• Work across multiple time zones on the calendar

Akiflow limitations

• Akiflow doesn’t integrate natively with Microsoft 365 or Apple calendars
• The mobile app isn’t yet quite on par with the desktop one, but the team is working on that

Akiflow pricing

• Believer: $8.33/month per user (pay for five years upfront)
• Yearly: $14.99/month per user
• Monthly: $24.99/month per user

Akiflow ratings and reviews

• G2: 5.0/5 (30+ reviews)
• Capterra: 4.8/5 (60+ reviews)

8. Morgen

Morgen consolidates all your calendars in one place to better manage all areas of your life. It helps you prioritize everything you need to do and then create time blocks for those tasks. You can use the drag-and-drop tool to quickly reorganize at any time.

Easily schedule meetings by sharing your availability across time zones. Shortcuts help you take a quick look at your calendar and then jump out of it again. You also get notifications for upcoming meetings and can click directly through to join them.

Morgen best features

• Schedule to-do list items directly from the calendar or integrate with your favorite to-do app
• Automatically check for and clean up duplicate events so you never waste time
• Integrate this Reclaim AI alternative with Microsoft Outlook, Google Calendar, and iCloud, among others
• Use Morgen on Mac, Windows, iOS, Android, and Linux

Morgen limitations

• The Zapier integration is only available in the Plus and the Pro plans
• There aren’t enough reviews yet to get a sense of how well Morgan works

Morgen pricing

• Basic: Free
• Plus: $4/month per user (billed annually)
• Pro: $9/month per user (billed annually)

Morgen ratings and reviews

• G2: 5.0/5 (1 review)
• Capterra: No reviews yet

9. Fireflies.ai

Fireflies.ai is an AI note-taking tool that saves you time and allows you to focus fully on your meetings while you’re in them. When you connect it to your calendar, this Reclaim AI alternative automatically joins your call, records it, and transcribes it.

Then you can share those notes with teammates who missed the meeting, summarize them for clients, and pull out any related action items for project scheduling.

Fireflies.ai best features

• Record video and audio and quickly generate transcripts
• Collaborate with your team by using reactions, pins, and comments within the meeting and afterward by sharing meeting notes on platforms like Asana, Slack, Notion, or your customer relationship management system
• Easily search for key topics discussed during a meeting and create soundbites of the best parts
• Integrate with conferencing platforms like Zoom, Microsoft Teams, and Google Meet, plus others

Fireflies.ai limitations

• You need to review meeting summaries before sharing them to make sure they’re 100% correct
• AI features like customized summaries and automated soundbites are only available from the Pro package upward

Fireflies.ai pricing

• Free: Free
• Pro: $10/month per user
• Business: $19/month per user
• Enterprise: Contact for pricing

Fireflies.ai ratings and reviews

• G2: 4.5/5 (80+ reviews)
• Capterra: 4.0/5 (5 reviews)

10. Rombi Productivity

Rombi Productivity is designed for individuals and small businesses. It measures work-life balance to reduce stress, manage time and performance, and support accountability and goal setting.

This Reclaim AI alternative automates time tracking in several different ways. It automatically captures your time spent on billable and nonbillable hours, reports on time per project, manages your timesheets, and tracks vacation time. It also saves time by automating billing and client invoicing. ⏳

Rombi Productivity best features

• Get going quickly with the intuitive and user-friendly interface
• Use the stop/start timer for easy time tracking, then link it to specific customers for billing or internal use
• Compare your time spent at work to your time spent with your family or on other leisure activities
• Measure the work pressure you (or your staff members) are under to make sure you’re in the right range, rather than underperforming or approaching burnout

Rombi Productivity limitations

• Some users find the many features a little overwhelming to begin with
• While most reviews are extremely positive, there aren’t yet enough to get a definitive idea of Rombi’s effectiveness

Rombi Productivity pricing

• Free

Rombi Productivity ratings and reviews

• G2: No reviews yet
• Capterra: 5.0/5 (15 reviews)

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Get on Track With the Best Scheduling Tools Today

With so much going on every day, managing your time has become a critical skill—but that doesn’t mean you need to do it all yourself. Take advantage of one of the many excellent scheduling tools available to help you manage your calendar events, plus automate other related tasks, like tracking time, assigning action items, and summarizing notes. ✨

One of the best scheduling tools is ClickUp, and it does all that—and so much more. Stay on top of your calendar, your tasks, and your documents; get creative with brainstorming, goals, and planning; and connect with your team using conferencing and chat, all within one platform.

Sign up for free for ClickUp today, and watch your productivity and creativity soar.

Everything you need to stay organized and get work done.

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