Spend Billable Hours on Clients, Not Scheduling
Professional scheduling that reflects your expertise
Independent consultants and consulting firms use WhenToMeet to coordinate client meetings, project kickoffs, and stakeholder workshops. Calendar-aware scheduling eliminates email back-and-forth and protects your professional image.
The Challenge
- ✕Wasting billable hours on email chains trying to find meeting times
- ✕Looking unprofessional when you accidentally double-book client calls
- ✕Coordinating multi-stakeholder workshops across client organizations
- ✕Managing multiple client time zones across different projects
- ✕Losing momentum on proposals because scheduling delays the kickoff meeting
How WhenToMeet Helps
Professional Client Experience
Show clients you value their time. Share a clean scheduling link, let them pick from available slots, and avoid the back-and-forth that makes you look disorganized.
Protect Billable Hours
Stop losing money to administrative tasks. WhenToMeet reduces scheduling coordination from 15 minutes per meeting to 2 minutes—time you can bill to clients instead.
Never Double-Book
Calendar integration shows your real availability across all projects. Prevent embarrassing conflicts and maintain the professional reputation you've built.
Coordinate Multi-Client Workshops
Running a stakeholder workshop with 8 decision-makers? WhenToMeet finds times when all participants are available, eliminating endless email threads.
Multi-Timezone Intelligence
Work with clients across regions? Automatic timezone conversion ensures you propose times that work locally for each stakeholder, avoiding 6am meeting confusion.
Key Features
Multi-Calendar Integration
Connect multiple calendars—personal, business, and per-client—to show unified availability. WhenToMeet checks all calendars to prevent conflicts.
Client-Friendly Scheduling
Clients don't need accounts to book time with you. They click your link, see your available slots, and pick one. Simple, professional, and respectful of their time.
Custom Scheduling Links
Create unique scheduling links for different meeting types—discovery calls, project check-ins, workshop planning—and share them in proposals or emails.
Automated Reminders
Reduce client no-shows with automatic email reminders. Both you and your clients get notified before meetings, keeping everyone accountable.
Strategic Buffer Time
Automatically block time before meetings to review client materials and after meetings for note-taking and follow-ups. No more back-to-back marathon days.
Get Started in 3 Steps
Propose meeting times
Create a poll with 3-5 time slots when you're available for the client meeting. WhenToMeet checks your connected calendars to ensure you're not proposing conflicting times.
Client selects preference
Share the scheduling link with your client via email or in your proposal document. They vote on which time works best from their end—no account creation needed.
Finalize and prepare
Once the client votes, finalize the meeting with one click. The appointment syncs to your calendar, and you can focus on preparing deliverables instead of logistics.
Consultant Scheduling Best Practices
- ✓Include your scheduling link in proposals and SOWs to streamline the kickoff process immediately after signing
- ✓Connect both personal and business calendars to ensure client meetings don't conflict with existing commitments
- ✓Use buffer time before client meetings to review project materials, past notes, and prepare an agenda
- ✓For multi-stakeholder workshops, set a clear response deadline to maintain project momentum and avoid delays
- ✓Create separate booking pages for different service types (discovery calls vs. project reviews) with appropriate durations
- ✓Add your scheduling link to your email signature and LinkedIn profile so prospective clients can book exploratory calls instantly
Frequently Asked Questions
Do clients need to create an account to schedule meetings?+−
No. Clients simply click your scheduling link, view your available time slots, and vote on their preference. Only you (the consultant) need a WhenToMeet account, which is free to create.
Can I manage scheduling for multiple clients at once?+−
Yes. Create separate scheduling polls for each client meeting or project kickoff. WhenToMeet's calendar integration ensures you don't accidentally propose times when you're already booked with another client.
How does calendar integration work for consultants?+−
Connect Google Calendar, Microsoft 365, or any CalDAV calendar. WhenToMeet reads your busy/free status across all connected calendars (personal, business, client-specific) and only shows available time slots. Your actual event details remain private.
What if I need to coordinate a workshop with multiple stakeholders?+−
Create a group event poll and share it with all stakeholders. Everyone votes on their availability, and WhenToMeet highlights times when the most people (or all people) can attend. No more forwarding endless email chains.
Is WhenToMeet suitable for consulting firms, not just solo consultants?+−
Absolutely. Consulting teams can use WhenToMeet to coordinate multi-consultant client meetings, ensuring the right experts are available for specialized calls. Group event polls support unlimited participants at no cost.
Can I create a permanent booking page for my consulting services?+−
Yes. With a Pro subscription, you can set up personal booking pages that show your ongoing availability. Clients can book discovery calls or project check-ins 24/7 without you manually creating polls. You get 1 free booking page, unlimited with Pro.
How do I handle different time zones with international clients?+−
WhenToMeet automatically detects each participant's timezone and displays all proposed times in their local hours. This prevents confusion and ensures you don't accidentally propose a 3am meeting to a client in Asia.
What happens if a client needs to reschedule?+−
You can create a new scheduling poll with alternative times, or direct them to your booking page if you have one set up. The flexibility ensures you maintain professional client relationships even when plans change.