Best planner apps for Mac users in 2025 (AI tools included)

Check out my top picks that you can get with a seven-day free trial on Setapp:

Who really needs pen and paper to plan a vacation or a busy workday? Not us Mac lovers! As a writer and blogger, I’m always on the lookout for ways to keep my life organized and my ideas flowing. I’ve tested a variety of planner apps, each one offering different features to help me manage my time better. In this blog post, I’ll share my top planner apps for Mac that not only help you stay on track but also make planning feel a little less like a chore. And yes, some of these come with AI tools that add an extra spark to your productivity. Let’s explore and find the perfect fit for you.

Best planner apps: My picks

I’ll start with a quick comparative overview — this may be all you need. If not, scroll down for more details.

Let’s compare	Best for	Main features	Pros	Cons
Structured	Daily planning and task management with AI	Task creation, calendar integration, reminders	Simple design, effective for task management	Limited integrations with other apps
Any.do	Team to-do lists and collaboration	Task lists, reminders, calendar syncing, collaboration features	User-friendly interface, great for productivity	More suited for teams, not personal users
Pagico	Project management and visualization	Dashboards, timelines, task tracking, note organization	Comprehensive project tracking	Can be complex for simple tasks
SheetPlanner	Creating structured tasks and timelines	Customizable lists, Gantt charts, task management	Flexible and user-friendly	The spreadsheet-style interface may feel complex or overwhelming
Calendars	Scheduling and organizing events	Connects multiple calendars, customizable reminders	Seamless integration with various calendars	Limited advanced features compared to dedicated planners

Structured for simplifying your day planning

With hundreds of positive reviews, Structured (available for macOS and iOS) is an attractive choice for essential day planning for individuals and teams. Although this planner app doesn't have a lot of integrations and features, its strength lies in its ability to plan a day or a week with simplicity and make it fun with its appealing design.

You can stay on top of your schedule no matter where you are by syncing your tasks across all of your Apple devices! The app seamlessly integrates with built-in apps, such as Reminders and Calendar.

With Structured, you can create tasks in just a few clicks and check them off as you move through your day. Don't worry about missing anything on your agenda. With Structured, it's easy to do both, see what's already scheduled and add new tasks. If you have no time to structure your task, simply put it in Structured's inbox and sort it later.

And if you're a person who just doesn't like complicated tasks, you'll enjoy the feature that allows you to create subtasks for your tasks and split your larger challenges into smaller ones.

Got a busy day ahead? You don't have to stay glued to your planner app because Structured will remind you of your upcoming tasks in a handy way. Use widgets to put reminders of upcoming tasks right on your home screen.

The best part? You don’t even have to add all the to-dos manually. Simply tell the Structured AI Assistant about your plans, and it will generate a schedule for you. You can speak or type, whatever works for you.

Pros:

• Small icons for each task make it easy to see your workload at a glance

• Available in over 30 languages, with automatic language settings based on your system

• Allows timezone adjustments when creating tasks, reducing confusion for meetings across different regions

Cons:

• Limited integrations with other apps

Pricing: Available on Setapp, a platform with 250+ apps for Mac, iPhone, and iPad. Install as many apps as you want. Pay $9.99 once a month for all.

Free trial: Yes

What I love Structured for:

The small icons you can choose for each task are one of the most important parts of Structured. They make it easy to see what's going on at a glance, can help you organize your tasks, and just make the planning process fun.

On top of that, the app is available in over 30 languages. The language changes automatically based on your system settings. You can also change the time zone when creating a task, eliminating confusion when you are meeting with people located around the globe.

Any.do for enhanced productivity in small teams

The slogan of Any.do app is "A to-do list you'll actually use". Sounds promising, isn't it? We checked if this app is as good as its marketing.

Any.do is a classic to-do app that can be used personally and in small teams.  One Redditor noted, “I used them for a bit, kinda as inspo for an ADHD planner I built (to-do's, daily timeline, habits, focus timers etc). They seem to have fallen off the wagon a bit - more team focused than individuals from what I can tell.” 

So, in this review, we'll turn our attention to the Any.do Teams plan that has some cards up its sleeve.

Any.do provides a few subscription plans: Premium and Teams plan. The Teams plan includes Premium features along with kanban boards and administrative control. You can subscribe to Teams for $59.99 per year.

One of the core features, a to-do list, gives a 360-degree view of tasks that need to be done. Each task can be labeled with tags, geolocation-based reminders, subtasks, and more. You can also track the activity in each task. 

To keep your team synched anywhere, anytime is simple with Any.do because it's available on Windows, Mac, iPhone, iPad, and Android. In addition, there are plugins for Safari and Google Chrome and apps for wearables Apple Watch and Wear OS. 

Pros:

• User-friendly interface

• Allows for collaborative features with the Teams plan, including kanban boards and administrative control

• Supports a 360-degree view of tasks with helpful features like tags and geolocation reminders

• 200+ third-party apps to integrate and improve your team collaboration

• Available across multiple platforms, including Windows, Mac, iOS, and Android for seamless syncing

Cons:

• Some users feel it has shifted focus more towards team features rather than individual use

Pricing: free or from $7.99 per month.

Free trial: Yes

What I love Any.do for:

While Any.do markets itself as a to-do app for personal use and teams, we'd call it a neat project management tool for small teams. The app allows you to manage projects, communicate within an app, set meetings, and even onboard other team members effortlessly. If you feel like it's not enough, you can choose among 200+ third-party apps to integrate and improve your team collaboration.

Pagico for Mac planning and visual dashboards 

Pagico is a planner app for Mac that cares about visualization. Dashboards, timelines, checklists, colorful tags – this app makes tracking of a project's health status more visible. 

Keep in mind that Pagico is a bit more than just a planner app for personal use. The app can be used as a powerful project management tool for small teams.

Want to create centralized storage for all of your projects, tasks, notes, emails, files, and contacts? Pagico is here for you! For project managers, it allows them to track project burndown with charts and dashboards and plan the team's capacity based on the received data.

Tasks within the app can be classified with tags. This means that routine tasks like calls, meetings, retrospectives, or demos can be classified with tags like @calls or @meetings. You can access the tagged tasks in a single place and review what must be done.

 

To share tasks with your family or colleagues, create workspaces that sync the data among devices, including tablets, mobile phones, and desktop computers. 

So, shall you try it? Definitely! As one Redditor put it, “Flexible task and project management without all the bloat of other do-it-all apps. Plus it's really pretty to look at and the devs are super responsive.”

Pros:

• The app is optimized for offline

• The ability to turn to-do lists into meaningful timelines

• Minimalist daily planning

• Collaborative features

• Great for big projects

Cons:

• More suitable for teams than individual users

• Can be complex for simple tasks

• Since this app has various tools and features, its interface may initially seem confusing

Pricing: Available on Setapp, a platform with 250+ apps for Mac, iPhone, and iPad. Install as many apps as you want. Pay $9.99 once a month for all.

Free trial: Yes

What I love Pagico for:

We love the app for its minimalistic yet representative interface that efficiently visualizes the state of a project. Also, the app is optimized even for offline, so if you're stuck somewhere without WI-Fi, you'll always get access to shared data. Bingo!

SheetPlanner for streamlining your tasks: from to-do lists to Gantt charts

It's like Excel spreadsheets, but better!

This app combines a task manager, a powerful planning tool, and project management software all in one place. Use SheetPlanner to:

• Create personal to-do lists with start and due dates and track their progress with a calendar at hand. When a task is done, check the item off the list!

• Create Gantt charts on a timeline by days, weeks, months, quarters, or even years.

• Create custom to-dos with your own dates, dropdowns, and custom columns.

Pros:

• A lifesaver for users who still rely on spreadsheets for personal and business needs

• Offers ready-to-use lists, eliminating the need to create timelines and to-dos from scratch

• Provides templates for personal use, such as grocery shopping lists, and business use, like sales funnels

• Allows easy import of existing spreadsheets with CSV and OPML file support

Cons:

• For users accustomed to simpler task management applications, the spreadsheet-style interface may feel complex or overwhelming

Pricing: Available on Setapp, a platform with 250+ apps for Mac, iPhone, and iPad. Install as many apps as you want. Pay $9.99 once a month for all.

Free trial: Yes

What I love SheetPlanner for:

For those who still use spreadsheets for their personal and business needs, this app can become a lifesaver. With SheetPlanner, you don't need to create timelines and to-dos from scratch, the app offers neat lists you can start using right away. There are templates for personal use like grocery shopping lists and business use like sales funnels. If you've already got a spreadsheet you'd like to transfer to SheetPlanner, it's not an issue with CSV and OPML files import!

Calendars for to-do lists and convenient scheduling

Take control of your time with Calendars, the ultimate daily planner that makes managing your schedule a breeze. Connect multiple calendars (Google, iCloud, Outlook) for an integrated view of all your commitments.

• Plan your day, week, and month with ease, setting up to 5 reminders so you never miss an appointment.
• Add events naturally by typing in plain language like “meet Annie at Wendy’s tomorrow at 10,” and let Calendars handle the rest.
• Leverage custom event colors for top priorities, everyday plans, and work or personal engagements.
• Manage tasks by syncing Reminders and Google Tasks, scheduling them with a simple drag-and-drop.
• Save time with event templates for recurring activities and schedule regular tasks to build better habits.

“It does everything I need from a calendar app. Multiple calendar views and integrates with all my accounts. Color coded. Tasks. Love it!” – says a satisfied Setapp user. 

Pros:

• Ideal for managing multiple schedules and tasks seamlessly

• Provides access to over 200 pre-made sports, TV, and holiday calendars

• Simplifies syncing with existing tasks and reminders through Google and iCloud integration

• Supports natural language input for easy event creation

• Offers event templates to streamline setting up recurring activities

Cons:

• Limited advanced features compared to dedicated planners

Pricing: Available on Setapp, a platform with 250+ apps for Mac, iPhone, and iPad. Install as many apps as you want. Pay $9.99 once a month for all.

Free trial: Yes

What I love Calendars for:

For those juggling multiple schedules and tasks, Calendars is a game-changer. You don't need to start from scratch — the app offers collections of 200+ sports, TV, and holiday calendars. Plus, if you’ve got existing tasks and reminders, syncing is a breeze with Google and iCloud integration.

Feel like testing some of the apps? Subscribe to Setapp and try the best planner apps for Mac, such as Structured, Pagico, Calendars, and SheetPlanner, for seven days free. You'll also get access to dozens of apps for your Mac, iPhone, and IPad almost for any job. Give Setapp a try today and discover awesome tools that make your life easier.

Best planner apps for Mac users: Found

Feel like testing some of the apps? Subscribe to Setapp and try the best planner apps for Mac, such as Structured, Pagico, Calendars, and SheetPlanner, for seven days free. You'll also get access to dozens of apps for your Mac, iPhone, and IPad almost for any job. Give Setapp a try today and discover awesome tools that make your life easier.