Schedule Smarter with Calendar-Aware Coordination
Stop scheduling blind—see real availability
Basic scheduling polls ask when you're available without showing your actual calendar. WhenToMeet integrates with your calendar to detect conflicts, show busy times, and help you find genuinely free slots—not just guesses.
The Challenge
- ✕Basic polls force you to manually check your calendar before voting
- ✕No conflict detection means discovering double-bookings after scheduling
- ✕Switching between calendar app and scheduling poll wastes time
- ✕Forgetting about existing commitments leads to last-minute cancellations
- ✕No visibility into when team members are actually available vs. just free on paper
How WhenToMeet Helps
Real Calendar Integration
Connect Google Calendar, Microsoft 365, or CalDAV to see your actual availability while scheduling. No more switching between tabs to check your schedule.
Automatic Conflict Detection
Get notified when proposed times conflict with existing calendar events. Avoid double-bookings before they happen, not after.
Availability Overlay
See your calendar alongside the scheduling poll. Mark availability with full context of what else is happening that day.
Group Availability Visibility
See when multiple participants are actually free, not just when they think they might be available. Calendar data beats guesses.
Smart Time Suggestions
WhenToMeet suggests times when you're actually free based on calendar data, saving you time on manual availability checking.
Key Features
Multi-Calendar Sync
Connect multiple calendars (work, personal, etc.) to see all your commitments in one view. Your event details stay private.
Conflict Alerts
Get notified immediately when proposed times conflict with existing events. Fix issues before sharing the poll with others.
Visual Availability Grid
See your busy times highlighted in the scheduling grid. Mark availability with full context of your actual schedule.
Privacy-First Design
WhenToMeet sees only busy/free status, not event details. Your meeting titles, descriptions, and attendees stay completely private.
Time Zone Intelligence
Calendar data includes time zones automatically. No manual conversion needed for international coordination.
Buffer Time Protection
Automatically add buffer time before and after meetings to prevent back-to-back scheduling fatigue.
Get Started in 3 Steps
Connect your calendar
Link Google Calendar, Microsoft 365, or CalDAV to show your availability. WhenToMeet securely reads only busy/free status, not event details.
Create calendar-aware poll
Add time slots and see conflicts immediately. WhenToMeet suggests times when you're actually free based on your calendar data.
Share and finalize
Participants see their calendars while voting, choosing times they're genuinely available. Finalize and sync to everyone's calendar with one click.
Getting the Most from Calendar-Aware Scheduling
- ✓Connect all your calendars (work, personal, etc.) for complete availability visibility
- ✓Enable calendar overlay when voting so you see your schedule in context
- ✓Use conflict detection to fix issues before sharing polls with others
- ✓Review suggested times from WhenToMeet—they're based on actual calendar availability
- ✓Finalize meetings quickly knowing everyone's votes reflect real availability, not guesses
- ✓For regular meetings, calendar awareness helps maintain consistent scheduling
Frequently Asked Questions
How is calendar-aware scheduling different from basic polls?+−
Basic scheduling polls ask when you're available without showing your actual calendar. You have to manually check your schedule and remember all your commitments. Calendar-aware scheduling integrates with your actual calendar to detect conflicts automatically, show your busy times, and help you find genuinely free slots—not just times you think might work.
Which calendars can I connect?+−
WhenToMeet supports Google Calendar, Microsoft 365 (Outlook), and any CalDAV calendar (Apple Calendar, Fastmail, etc.). Connect multiple calendars to see all your commitments in one view.
Can WhenToMeet see my private calendar events?+−
No. WhenToMeet only sees busy/free status, not event details. Your meeting titles, descriptions, attendees, and locations stay completely private. You control what you share with poll participants.
Do participants need to connect their calendars?+−
It's optional but recommended. Participants can vote without connecting calendars (like a basic poll), but calendar integration helps them see their schedule while voting and avoid conflicts. The choice is theirs.
How does conflict detection work?+−
When you propose time slots, WhenToMeet checks your connected calendar(s) and alerts you if any proposed times overlap with existing events. You can adjust times before sharing the poll, preventing double-bookings before they happen.
Is calendar integration free?+−
Yes! Calendar integration, conflict detection, and availability showing are completely free. These features are core to WhenToMeet's calendar-aware approach.
What if I have multiple calendars?+−
Connect as many calendars as you need (work, personal, side projects, etc.). WhenToMeet shows combined availability from all connected calendars so you never miss a conflict.
Can I schedule without calendar integration?+−
Yes, you can use WhenToMeet like a basic scheduling poll without connecting a calendar. But calendar integration adds conflict detection and availability showing—features that make scheduling much faster and more reliable.