Schedule More Demos, Close More Deals
Stop losing prospects to scheduling delays
Sales teams use WhenToMeet to schedule demos, client calls, and internal meetings in seconds. Calendar integration shows real availability so you never miss a deal because of scheduling friction.
The Challenge
- ✕Losing hot leads because it takes 3 days to schedule a demo call
- ✕Missing quota because you spend hours coordinating meetings instead of selling
- ✕Double-booking client calls and looking unprofessional
- ✕Coordinating team demos across multiple sales engineers and account executives
- ✕Following up with prospects who ghost after the scheduling back-and-forth
How WhenToMeet Helps
Instant Demo Scheduling
Share your availability with prospects and let them pick a time that works. No email tennis, no delays—just faster time-to-demo and higher conversion rates.
Calendar Integration
Connect your calendar to show real availability. WhenToMeet prevents double-bookings and scheduling conflicts so you always show up prepared.
Team Demo Coordination
Need an SE on the call? A sales manager? Coordinate multi-person demos effortlessly by finding times when everyone's actually available.
Strike While the Lead is Hot
Reduce time-to-meeting from days to minutes. When a prospect is interested, book the demo immediately before they move on to a competitor.
More Selling, Less Scheduling
Reclaim hours every week previously spent on calendar coordination. Spend that time on revenue-generating activities that count toward quota.
Key Features
Calendar Sync
Integrate with Google Calendar and Microsoft 365 to show your true availability and block out internal meetings automatically. (CRM sync via calendar integration coming soon)
Share Your Availability
Generate a unique scheduling link for each prospect. Drop it in LinkedIn messages, follow-up emails, or your email signature.
Multi-Timezone Support
Selling to enterprise clients across different regions? WhenToMeet automatically converts times so prospects see their local hours.
Demo Reminders
Automatic reminders for both you and your prospect reduce no-shows and ensure everyone joins the call prepared.
Buffer Time Protection
Add buffer time before demos to prep materials and after calls for follow-up notes. No more back-to-back demo marathons.
Get Started in 3 Steps
Create your demo poll
Add 3-5 time slots when you're available for the demo. WhenToMeet checks your calendar to avoid proposing times when you're already booked with other clients.
Share with your prospect
Send the scheduling link via email, LinkedIn, or your sales engagement platform. Prospects vote on their preferred time—no account needed on their end.
Show up and close
The chosen time syncs to your calendar and CRM. You get reminders before the call, and the prospect gets an invite. Now you can focus on the actual demo, not logistics.
Sales Team Scheduling Best Practices
- ✓Always propose times within 24-48 hours to maintain prospect momentum and engagement
- ✓Connect your calendar so scheduled demos automatically sync to your Google or Microsoft calendar (CRM integration coming soon)
- ✓Use buffer time before demos to research the prospect's company and prepare personalized talking points
- ✓For enterprise deals requiring multiple stakeholders, create a single poll so everyone can coordinate in one place
- ✓Add your scheduling link to your email signature and LinkedIn profile for inbound leads to self-schedule
- ✓Set a response deadline to create urgency and prevent prospects from ghosting on the scheduling step
Frequently Asked Questions
Do prospects need to create an account to schedule a demo?+−
No. Prospects simply click your scheduling link, vote on their preferred time from the options you provide, and they're done. Only the sales rep needs a WhenToMeet account, which is free to create.
Can I sync scheduled demos to my CRM?+−
WhenToMeet integrates with Google Calendar and Microsoft 365, which can sync to Salesforce, HubSpot, and other CRMs via your calendar connection. Direct CRM integration is coming soon. Currently, scheduled demos appear as calendar events that can flow into your CRM through your existing calendar sync.
What if I need my sales engineer on the demo call?+−
Create a group event poll and share it with both the prospect and your SE. Everyone votes on times that work, and WhenToMeet finds the optimal slot when all parties are available. No more forwarding email chains.
Is this better than using Calendly for sales demos?+−
WhenToMeet focuses on group scheduling scenarios common in B2B sales--coordinating with multiple decision-makers, bringing in SEs or managers, or scheduling team calls. Group event polls are completely free with unlimited participants, versus per-seat pricing on other tools.
Can I create a permanent booking link for my email signature?+−
Yes! With a Pro subscription, you can create a personal booking page that shows your ongoing availability. Prospects can book demos 24/7 without you creating individual polls. You get 1 free booking page, and unlimited with Pro.
How do reminders work for scheduled demos?+−
Automatic email reminders for both you and your prospect are coming soon. This feature will reduce no-shows and keep meetings top-of-mind for busy prospects.
What happens if the prospect needs to reschedule?+−
You can create a new poll with alternative times, or if you have a booking page, the prospect can simply select a different time slot from your ongoing availability.
Is my prospect data kept private and secure?+−
Absolutely. WhenToMeet is GDPR-compliant and doesn't share prospect information. Only you and the participants in a specific scheduling poll can see the availability data. No third-party data sharing.