Kill the Scheduling Email Tennis Once and For All
One poll replaces 12 emails
Stop the 'Does Tuesday work?' 'Actually Wednesday is better' 'Oh wait, I have a conflict' email chains. WhenToMeet replaces scheduling back-and-forth with one shareable poll where everyone votes on availability. Find the optimal meeting time in minutes, not days.
The Challenge
- ✕Spending 15-20 minutes per meeting on email chains just to find a common time
- ✕Proposing times only to discover conflicts after multiple people have already responded
- ✕Losing momentum on projects because it takes 3 days to schedule a 30-minute meeting
- ✕Forgetting who responded and who didn't in long email threads about scheduling
- ✕Someone always says 'sorry, that doesn't work' after you've already gotten everyone else to agree
How WhenToMeet Helps
Instant Visibility
Share one poll and see everyone's availability at a glance. No more waiting for each person to reply individually via email or Slack.
10x Faster Scheduling
Reduce meeting coordination from days of email back-and-forth to minutes. Propose times, people vote, finalize—done. Reclaim hours every week.
Async Coordination
Participants vote on their availability whenever they see the poll. No need for everyone to be online simultaneously or respond in order.
Find Optimal Times
See which times work for the most people instantly. No manual tallying of 'Tuesday works' 'Wednesday works' responses across email threads.
One Source of Truth
Everyone votes in the same poll. No confusion about whether Sarah said Tuesday or Wednesday, or if John ever responded at all.
Key Features
One-Click Poll Sharing
Create a poll and share the link via email, Slack, Teams, or text message. Recipients click, vote on times, and you're done. No account required for voters.
Calendar Integration
Propose times and WhenToMeet checks your calendar to ensure you're not suggesting slots when you're already booked. Prevent embarrassing 'sorry, I'm actually not free then' moments.
Real-Time Response Tracking
See who has voted and who hasn't at a glance. Send gentle reminders to non-responders instead of digging through email threads.
Automatic Optimal Time
WhenToMeet highlights which time slots work for the most people. Instantly see the best option without manually comparing responses.
Response Notifications
Get notified when people vote so you know when enough responses have come in to finalize the meeting. No more checking email constantly.
Get Started in 3 Steps
Replace email with a poll
Instead of emailing 'What time works for everyone?', create a WhenToMeet poll with 3-5 possible time slots. Takes 30 seconds instead of composing an email and waiting for replies.
Everyone votes asynchronously
Share the poll link via email, Slack, or your preferred communication tool. Participants vote on their availability in 10 seconds—no lengthy email responses or back-and-forth needed.
Finalize instantly
See which time works best at a glance. Click 'Finalize' and the meeting adds to everyone's calendar automatically. What used to take 2-3 days now takes 5 minutes.
Best Practices to Eliminate Scheduling Back-and-Forth
- ✓Create polls immediately instead of starting email threads—stop scheduling email chains before they start
- ✓Propose 3-5 time options to give flexibility while keeping the poll focused and easy to respond to
- ✓Set a response deadline (24-48 hours) to maintain momentum and prevent polls from sitting indefinitely
- ✓Include a 'if needed' time slot to see if people would stretch for a less convenient time if no perfect option exists
- ✓Use calendar integration so proposed times are actually available—prevents discovering conflicts after everyone votes
- ✓Share polls in the same channel where scheduling was being discussed (email thread, Slack channel) for immediate context
Frequently Asked Questions
How does WhenToMeet stop scheduling email chains?+−
Instead of emailing 'Does Tuesday at 2pm work?' and getting a chain of replies, you create one poll with multiple time options. Everyone votes on availability in one place, and you see the best time instantly—no email chain needed.
Do participants need accounts to avoid the back-and-forth?+−
No. Participants click the poll link and vote on times without creating accounts or signing in. This keeps friction low and responses fast—critical for replacing email tennis.
What if someone is only available at one of the proposed times?+−
Participants can vote 'yes' to times that work and leave others blank. WhenToMeet shows you which time has the most 'yes' votes so you can pick the slot that works for the majority.
Can I see who hasn't responded yet?+−
Yes. The poll shows who has voted and who hasn't. Send a gentle reminder to non-responders instead of trying to track responses across an email thread.
How is this different from just asking in an email?+−
Email scheduling requires sequential back-and-forth: you propose times, people reply individually, someone has a conflict, you propose new times, repeat. WhenToMeet is parallel: you propose multiple times once, everyone votes simultaneously, you pick the winner. 10x faster.
What if I need to add more time options after sharing the poll?+−
You can edit polls to add more time slots if the initial options don't work for enough people. Participants who already voted get notified about the new options.
Can I use this in Slack or Teams instead of email?+−
Absolutely. Share WhenToMeet poll links in any communication tool—Slack channels, Microsoft Teams chats, Discord, WhatsApp groups. Wherever your team discusses scheduling, drop a poll link to eliminate back-and-forth.