Scheduling That Respects Non-Profit Budgets
Mission-focused scheduling, not budget-draining software
Non-profit organizations use WhenToMeet to coordinate volunteer shifts, schedule board meetings, plan donor meetings, and organize community events—all completely free with no per-user fees or hidden costs.
The Challenge
- ✕Limited budget for expensive scheduling software with per-user pricing
- ✕Coordinating volunteers who have varied availability and full-time jobs
- ✕Scheduling board meetings across busy executives donating their time
- ✕Planning donor meetings and fundraising events with external stakeholders
- ✕Managing staff and volunteer time zones for distributed teams
How WhenToMeet Helps
Built for Non-Profit Budgets
Group event scheduling is completely free with unlimited polls, participants, and time slots. No credit card required, no surprise bills--just scheduling that respects your mission budget constraints.
Coordinate Volunteers Easily
Find times when volunteers are available despite their full-time jobs and family commitments. No more endless email chains or volunteers dropping out due to scheduling friction.
Board Meeting Scheduling
Coordinate busy board members' calendars effortlessly. Calendar integration shows when executives are actually available, making governance scheduling simple.
Professional Donor Experience
Schedule donor meetings, site visits, and stewardship calls professionally. Show major donors you value their time by eliminating scheduling back-and-forth.
Distributed Team Support
Many non-profits have staff, volunteers, and board members across multiple regions. Automatic timezone conversion ensures everyone sees local times.
Key Features
Calendar Integration
Connect Google Calendar or Microsoft 365 to show volunteer and staff availability automatically. Prevent double-booking across your organization.
No Volunteer Accounts Needed
Volunteers can vote on shift times without creating accounts. Share the scheduling link via email, text, or your volunteer management platform.
Shareable Event Polls
Create unique links for different coordination needs—volunteer shifts, board meetings, donor calls, community events. Share anywhere your stakeholders communicate.
Volunteer Reminders
Automatic reminders reduce volunteer no-shows for shifts and events. Both staff and volunteers get notified before scheduled activities.
Buffer Time
Add buffer time before donor meetings to prepare materials and after volunteer events for cleanup and debriefs.
Get Started in 3 Steps
Create your coordination poll
Add possible times for your volunteer shift, board meeting, or donor call. WhenToMeet checks connected calendars to suggest times when key people are available.
Share with stakeholders
Send the poll link to volunteers via email or text, to board members via their executive assistants, or to donors in follow-up emails. Everyone votes on times that work—no account required.
Finalize and focus on mission
Review responses and finalize the optimal time. The event syncs to everyone's calendar, and you can redirect energy from logistics to your actual mission work.
Non-Profit Scheduling Best Practices
- ✓For volunteer coordination, propose multiple shift options to accommodate people working full-time jobs
- ✓Schedule board meetings at least 2-3 weeks in advance to work around executives' busy calendars
- ✓Connect staff calendars to show when paid employees are available to supervise volunteer events
- ✓Set clear response deadlines for volunteer shift polls to finalize event staffing in time for planning
- ✓For donor meetings, offer morning coffee meetings or lunch slots that fit into business professionals' schedules
Frequently Asked Questions
Is WhenToMeet really free for non-profit organizations?+−
Yes. Group event scheduling is completely free with unlimited polls, participants, and time slots, making it perfect for non-profits with limited budgets. There are no hidden per-user fees, no credit card required, and no limits on how many events you can run.
Do volunteers need accounts to sign up for shifts?+−
No. Volunteers simply click the scheduling link you share, view available shift times, and vote on their availability. Only your non-profit staff member organizing the event needs a free WhenToMeet account.
Can we use this for board meeting scheduling?+−
Absolutely. Create a poll with proposed meeting times and share it with all board members. They vote on their availability, and you finalize the time that works for the most people (or all directors). No more forwarding calendar invites back and forth.
How does calendar integration help with volunteer coordination?+−
Staff members can connect their work calendars to show when paid employees are available to supervise volunteer events. This prevents scheduling volunteer shifts when no staff member can be present to coordinate.
What if our non-profit has volunteers in different time zones?+−
WhenToMeet automatically detects each participant's time zone and displays all proposed times in their local hours. This is especially useful for virtual volunteering or distributed non-profit teams.
Can we schedule multi-day events like fundraising galas or conferences?+−
Yes. Create polls spanning multiple days for conferences, community festivals, or multi-day volunteer events. Staff, volunteers, and board members can vote on availability across the entire event duration.
Is there a limit on how many volunteers can participate?+−
Group scheduling is completely free with unlimited polls, participants, and time slots. Whether you're coordinating 5 volunteers for a small event or 100+ volunteers for a large community festival, WhenToMeet handles groups of any size at no cost.
Can we create a permanent booking page for donor meetings?+−
Yes. With a Pro subscription, development staff can set up booking pages showing their ongoing availability. Major donors can schedule stewardship calls or site visits 24/7. You get 1 free booking page, unlimited with Pro.