Group Scheduling Alternative to Calendly's 1:1 Booking Pages
Calendly for individuals, WhenToMeet for groups
Calendly excels at 1:1 booking pages for individual appointments. WhenToMeet specializes in group coordination—finding times when multiple people can meet together. Different tools for different needs.
The Challenge
- ✕Calendly is designed for individual booking pages, not group coordination
- ✕Group features in Calendly are limited and require expensive premium plans
- ✕No way to poll multiple participants on their mutual availability
- ✕Setting up group events requires creating event types for every combination
- ✕Per-user pricing makes team scheduling expensive
How WhenToMeet Helps
Built for Group Coordination
While Calendly focuses on 1:1 appointment booking, WhenToMeet is purpose-built for finding times when multiple people can meet together. Add unlimited participants to your poll, completely free.
Collaborative Time Finding
Poll everyone on their availability and see which times work best for the group. No need to create booking pages for every possible meeting combination.
Group Calendar Integration
Connect calendars for all participants to see collective availability. Avoid proposing times when key people are already booked.
Free for Group Scheduling
Unlimited polls, participants, and time slots at no cost. No per-user fees, no limits on group scheduling. Pro adds convenience features like booking pages and advanced availability.
Flexible Event Types
Schedule one-time meetings or ad-hoc gatherings without creating complex booking page configurations.
Key Features
Higher Participant Limits
Add as many people as needed to find a time. Team of 3 or 30, there are generous free-tier limits and no extra per-user fees.
Multi-Calendar Support
Connect Google Calendar, Microsoft 365, or CalDAV calendars to show group availability and prevent conflicts.
Visual Availability Grid
See when the most people are available at a glance. Visual heatmap makes it easy to find optimal meeting times.
Automatic Time Zones
International team? Time zones are automatically converted so everyone sees their local hours.
Group Notifications
Get notified when participants vote and when it's time to finalize the meeting.
Get Started in 3 Steps
Create your group poll
Add possible time slots for your group meeting or event. WhenToMeet suggests times based on connected calendars.
Share with all participants
Send the poll link to everyone who needs to attend. They vote on their availability—no account required.
Finalize best time
See which time works for the most people, finalize with one click, and the event automatically adds to everyone's calendar.
When to Use WhenToMeet vs. Calendly
- ✓Use Calendly for: 1:1 appointments, sales calls, customer meetings, office hours
- ✓Use WhenToMeet for: Team meetings, group events, volunteer coordination, social gatherings
- ✓Both tools can complement each other—Calendly for individual scheduling, WhenToMeet for group coordination
- ✓If you need to find times when multiple people can meet together, WhenToMeet is purpose-built for that
- ✓For regular team meetings, WhenToMeet's group polling is more efficient than Calendly's booking pages
- ✓WhenToMeet's unlimited free participants make it ideal for large team scheduling
Frequently Asked Questions
How is WhenToMeet different from Calendly?+−
Calendly excels at 1:1 appointment booking pages—perfect for sales calls, customer meetings, and office hours. WhenToMeet specializes in group coordination—finding times when multiple people can meet together. If you need to coordinate a team meeting, social event, or any gathering with multiple participants, WhenToMeet is built for that specific use case.
Can WhenToMeet do 1:1 booking pages?+−
WhenToMeet focuses on group coordination. For 1:1 appointment booking pages, Calendly is the better choice. Use both tools for different needs—Calendly for individual appointments, WhenToMeet for group scheduling.
Is WhenToMeet free for group scheduling?+−
Yes. Group scheduling is completely free with unlimited polls, participants, and time slots. Core group scheduling features remain free forever, with optional Pro upgrades for power users who want advanced calendar integrations and booking pages.
Do participants need accounts?+−
No, participants can vote without creating accounts. Just share the poll link and they can mark their availability instantly.
Can I connect my calendar?+−
Yes! Connect Google Calendar, Microsoft 365, or CalDAV calendars to show your availability and prevent conflicts. Multiple team members can connect their calendars to see collective availability.
How many people can attend?+−
There are no participant limits--add as many people as you need, completely free. Unlike Calendly's group features, you don't need a premium seat just to run a basic group poll.
Which tool should I use for my team?+−
Use Calendly if you primarily need individual booking pages for client meetings or appointments. Use WhenToMeet if you need to coordinate group meetings and find times when multiple people can meet together. Many teams use both tools for different purposes.