CalWizz vs Microsoft Viva Insights: Which Calendar Analytics Tool Is Right for You?
If you’re looking to understand how your team spends time in meetings, you’ve probably come across two very different options: Microsoft Viva Insights and CalWizz.
Both help you analyze calendar and meeting data. But they’re built for different audiences, different budgets, and different needs. Here’s an honest comparison to help you decide.
What Is Microsoft Viva Insights?
Viva Insights is Microsoft’s workplace analytics platform, built into the Microsoft 365 ecosystem. It’s the evolution of what used to be called Workplace Analytics and MyAnalytics.
What it does:
- Tracks collaboration patterns across Outlook, Teams, and other M365 tools
- Provides personal productivity insights (focus time, quiet hours, network)
- Offers manager and leader dashboards for team-level analytics
- Includes “Focus mode” and virtual commute features
Who it’s for:
- Large enterprises already on Microsoft 365
- Organizations with 100+ employees
- HR/People Ops teams measuring employee wellbeing at scale
Pricing:
- Personal Insights: Included with most M365 plans
- Advanced analytics (manager/leader views): Requires Microsoft Viva Suite ($12/user/month) or Viva Insights standalone license
- Full organizational analytics: Enterprise agreements only
What Is CalWizz?
CalWizz is a calendar analytics tool built specifically for teams that want actionable insights without enterprise complexity.
What it does:
- Generates a “schedule health score” for individuals and teams
- Tracks meeting patterns, focus time, and calendar fragmentation
- Analyzes meeting cost (time and money)
- Provides recommendations for calendar improvements
- Offers a free meeting cost calculator
Who it’s for:
- Startups and mid-size teams (10-500 people)
- Engineering managers protecting developer focus time
- Individual contributors who want to reclaim their calendar
- Teams not locked into Microsoft 365
Pricing:
- Free tier for individuals
- Team plans starting at $8/user/month
- No enterprise minimums
Key Differences
| Feature | CalWizz | Viva Insights |
|---|---|---|
| Primary focus | Calendar analytics & meeting health | Broad collaboration analytics |
| Best for | Startups, small-mid teams | Large enterprises |
| Calendar support | Google Calendar + Outlook | Outlook/M365 only |
| Setup time | Minutes | Days to weeks |
| Minimum users | 1 | Varies (personal free, org analytics requires minimums) |
| Pricing transparency | Public pricing | Contact sales for advanced features |
| Meeting cost analysis | Yes, including $ value | Limited |
| Free calculator tool | Yes | No |
| Data ownership | You control your data | Microsoft’s cloud, enterprise data policies apply |
Where Viva Insights Wins
Deep M365 integration. If your company lives in Outlook, Teams, and SharePoint, Viva Insights can pull data from all of them. It sees not just calendar events but Teams messages, document collaboration, and more.
Organizational-scale analytics. Viva Insights can analyze patterns across thousands of employees. If you’re an HR leader at a Fortune 500 company measuring burnout risk across business units, this is powerful.
Built-in productivity features. Focus mode, virtual commute, and meeting insights are baked directly into Outlook and Teams. No additional app to install.
Already included. If you’re paying for M365 E3/E5, basic personal insights are already there. You’re not adding another vendor.
Where CalWizz Wins
Simplicity. CalWizz does one thing extremely well: help you understand your calendar health. No complex dashboards, no consultant required to set it up. Connect your calendar, get your score.
Works with Google Calendar. If your team uses Google Workspace (most startups do), Viva Insights isn’t an option. CalWizz supports both Google and Outlook.
Transparent pricing. You can see exactly what CalWizz costs on our website. No “contact sales” for a quote, no enterprise minimums.
Meeting cost in dollars. Our free Meeting Cost Calculator and in-app analytics show you exactly what your meetings cost in real money. This is a powerful lever for changing meeting culture — it’s one thing to say “we have too many meetings,” another to say “that recurring meeting costs $24,000/year.”
Built for teams, not enterprises. Viva Insights is designed for compliance, HR reporting, and organizational analytics. CalWizz is designed for engineering managers who want to protect their team’s focus time. Different tools for different jobs.
Speed. CalWizz takes minutes to set up. Viva Insights’ advanced features require IT involvement, licensing decisions, and sometimes external consultants.
Who Should Choose What?
Choose Viva Insights if:
- ✅ You’re a large enterprise (1,000+ employees)
- ✅ You’re already deep in the Microsoft 365 ecosystem
- âś… You need organization-wide analytics for HR/People Ops
- âś… You have IT resources to manage the implementation
- âś… You need collaboration analytics beyond just calendar
Choose CalWizz if:
- ✅ You’re a startup or mid-size team
- âś… You use Google Calendar (or a mix of Google + Outlook)
- âś… You want actionable calendar insights, not just data
- âś… You want to be up and running in minutes, not weeks
- âś… You care about meeting costs and want to quantify them
- ✅ You don’t want to add another enterprise vendor to manage
The Bottom Line
Viva Insights and CalWizz aren’t really competitors — they serve different markets.
Viva Insights is an enterprise platform for HR leaders and executives who need to measure workplace patterns across thousands of employees within the Microsoft ecosystem.
CalWizz is a focused tool for team leads and individual contributors who want to understand and improve their calendar health — regardless of which calendar they use.
If you’re an individual or team lead who just wants to know “is my calendar healthy?” and “how much are these meetings actually costing us?” — CalWizz is the simpler, faster answer.
Try CalWizz Free
Start with our free Meeting Cost Calculator — no account required.
Then sign up for CalWizz to get your full schedule health score and personalized recommendations.
Questions about which tool is right for you? Reach out at hello@calwizz.com or follow us @CalWizzApp.