Academic Scheduling That Actually Works
Stop the scheduling chaos on campus
Universities, colleges, and academic departments use WhenToMeet to coordinate office hours, schedule study groups, plan faculty meetings, and organize student clubs—all without budget constraints or complicated software.
The Challenge
- ✕Coordinating group projects across students with conflicting class schedules
- ✕Scheduling faculty office hours that actually work for students
- ✕Finding meeting times for department committees with 10+ faculty members
- ✕Organizing student club events when everyone has different availability
- ✕Managing academic calendar complexity with breaks, reading periods, and exam weeks
How WhenToMeet Helps
Built for Academic Schedules
Navigate complex academic calendars with ease. WhenToMeet handles class schedules, lab times, office hours, and extracurriculars without overwhelming students or faculty.
High Student Participation
Schedule study groups with 5 students or department meetings with 50 faculty. Add unlimited participants with no per-user fees--great for education budgets.
Calendar Integration
Students and faculty can connect their academic calendars (Google, Microsoft) to show class schedules and avoid proposing times during lectures or labs.
Respect Everyone's Time
Automatic conflict detection ensures you don't schedule study groups during someone's organic chemistry lab or faculty meetings during teaching hours.
Free for Education
Group event scheduling is completely free with unlimited polls, participants, and time slots. Universities and students get enterprise-level scheduling without budget approvals or procurement processes.
Key Features
Academic Calendar Sync
Integrate with university Google Workspace or Microsoft 365 to automatically show class schedules, office hours, and academic commitments.
No Account Required for Students
Students can vote on study group times without creating accounts. Just share the link in your course Slack, Discord, or Canvas announcement.
Shareable Meeting Polls
Create unique scheduling links for each study group, office hours session, or faculty meeting. Share via email, LMS, or course communication platforms.
Meeting Reminders
Automatic reminders help students remember study group meetings and office hours appointments, reducing no-shows.
Multi-Campus Support
Coordinate across multiple campuses or with remote learners. WhenToMeet automatically handles timezone differences for online programs and international students.
Get Started in 3 Steps
Create your meeting poll
Add possible meeting times for your study group, office hours, or faculty meeting. WhenToMeet suggests times outside typical class hours and checks connected academic calendars for conflicts.
Share with participants
Send the poll link to students via Canvas, Blackboard, email, or course communication channels. Faculty can share with department colleagues. Voting takes seconds and requires no account.
Finalize and sync
Review responses to find the optimal time when the most students or faculty can attend. Finalize with one click, and the meeting syncs to everyone's academic calendar automatically.
Academic Scheduling Best Practices
- ✓For study groups, propose times after typical class hours (evenings or weekends) to maximize participation
- ✓Encourage students to connect their academic calendars so they can see their class schedule while voting on study group times
- ✓Set response deadlines aligned with assignment due dates to maintain momentum on group projects
- ✓When scheduling department meetings, avoid common teaching hours (10am-2pm) and propose times during designated meeting blocks
- ✓For student clubs, create polls early in the semester to establish regular meeting times before calendars fill up
Frequently Asked Questions
Do students need to create accounts to vote on study group times?+−
No. Students simply click the scheduling link, see the proposed times, and vote on their availability. Only the organizer (professor, TA, or student leading the study group) needs a free WhenToMeet account.
Can we use this for scheduling office hours?+−
Absolutely. Professors and TAs can create office hours polls at the start of each semester. Students vote on times that work with their class schedules, and you finalize slots that maximize student access.
How does this work with university Google or Microsoft accounts?+−
WhenToMeet integrates with Google Workspace for Education and Microsoft 365 Education. Students and faculty can connect their university accounts to show their academic calendar availability and avoid scheduling conflicts.
Is this really free for universities and students?+−
Yes. Group event scheduling is completely free with unlimited polls, participants, and time slots, making it perfect for education where budgets are tight. Universities can use WhenToMeet at scale without procurement processes or per-user licensing.
Can we schedule multi-day events like academic conferences?+−
Yes. Create polls spanning multiple days for conferences, workshops, or symposiums. Faculty speakers and student attendees can vote on session times across the entire event duration.
What if some students are in different time zones (online programs)?+−
WhenToMeet automatically detects each participant's time zone and displays all proposed times in their local hours. This is essential for online degree programs and international student coordination.
How many people can participate in a single poll?+−
There are no participant limits--add as many people as you need, completely free. This works well for both small study groups and larger faculty coordination.
Can we integrate this with our LMS like Canvas or Blackboard?+−
While there's no direct LMS integration, you can easily share WhenToMeet scheduling links in Canvas announcements, Blackboard discussion boards, or assignment descriptions. Students click the link and vote without leaving their LMS workflow.