A Modern Take on When2Meet's Visual Group Scheduling
When2Meet, but it reads your calendar
When2Meet pioneered visual group scheduling. WhenToMeet honors that legacy with a modern interface, calendar integration, and professional features—while keeping the core experience free and simple. Works great on your phone.
The Challenge
- ✕When2Meet's interface hasn't been updated in over a decade
- ✕Clunky on phones — the interface wasn't designed for small screens
- ✕No calendar integration forces you to manually check your schedule
- ✕Basic features like time zone conversion are missing
- ✕No way to finalize meetings and automatically add to calendars
How WhenToMeet Helps
Mobile-First Design
Responsive web interface with touch-optimized controls. Schedule easily on any device — no app download needed.
Calendar Integration
Connect Google Calendar, Microsoft 365, or CalDAV to see your availability while voting. No more switching between tabs to check your schedule.
Modern, Intuitive Interface
Clean design that's easy to use without sacrificing the visual grid that made When2Meet popular. Dark mode included.
Automatic Time Zones
Coordinating across time zones? Everyone sees their local hours automatically—no mental math required.
One-Click Finalization
When voting is done, finalize the meeting with one click. The chosen time automatically syncs to all participants' calendars.
Key Features
Visual Availability Grid
The same visual grid interface you love from When2Meet, refined for modern browsers and touch screens.
Real Calendar Sync
Connect your calendar to show availability automatically. Your event details stay private—only busy/free times are visible.
No Account Required to Vote
Like When2Meet, participants can vote without creating accounts. Just share the link and they're in.
Conflict Detection
Get notified when proposed times conflict with existing calendar events before you share the poll.
Response Notifications
Know when participants vote so you can finalize the schedule at the right time.
Get Started in 3 Steps
Create your scheduling poll
Add possible time slots for your event. WhenToMeet shows conflicts from your connected calendar automatically.
Share with participants
Send the poll link to everyone who needs to attend. They vote on availability using the familiar visual grid—no account required.
Finalize and sync
See which time works best in the visual heatmap, finalize with one click, and the event automatically adds to everyone's calendar.
Switching from When2Meet to WhenToMeet
- ✓Connect your calendar to see availability while voting instead of checking manually
- ✓Use WhenToMeet on your phone for easy scheduling on the go — no more pinch-zooming
- ✓Enable dark mode for late-night scheduling sessions
- ✓Take advantage of automatic time zone conversion for distributed teams
- ✓Use finalization to automatically add chosen times to participants' calendars
- ✓Set response deadlines to keep momentum and avoid scheduling delays
Frequently Asked Questions
How is WhenToMeet different from When2Meet?+−
When2Meet pioneered visual group scheduling and remains popular for good reason. WhenToMeet modernizes that experience with calendar integration, automatic time zones, a responsive mobile interface, and one-click finalization—while keeping the same free, simple approach to group scheduling. If you love When2Meet's grid interface but want calendar sync and a better mobile experience, WhenToMeet is built for you.
Can I still use the visual grid interface?+−
Yes! The visual availability grid is core to WhenToMeet. We've refined it for modern browsers and touch screens while keeping the intuitive interaction that makes visual scheduling so effective.
Is WhenToMeet free like When2Meet?+−
Yes. Core group scheduling is completely free forever, just like When2Meet. Create unlimited polls with unlimited participants and time slots. Pro adds convenience features like advanced calendar integrations, booking pages, and advanced availability settings.
Do I need to create an account?+−
Poll creators sign up (it's free), but participants can vote without accounts—just like When2Meet. Share the link and they can mark their availability instantly.
Will my team know how to use it?+−
If they're familiar with When2Meet, they'll feel right at home. The visual grid works the same way—click or drag to mark availability. The interface is just more polished and easier to use on mobile devices.
Can I connect my calendar?+−
Yes! Connect Google Calendar, Microsoft 365, or any CalDAV calendar to see your availability while voting. Your event details stay private—WhenToMeet only sees busy/free times.
Does it work on mobile?+−
Yes! WhenToMeet has a fully responsive web interface with touch-optimized grid controls. Schedule easily on your phone — no app download needed.
Can I import existing When2Meet polls?+−
While there's no automatic import, recreating polls is quick. Copy your time slots and participant list, then share the new WhenToMeet link. Participants can re-vote in minutes.