Schedule Group Meetings with Google Calendar Integration
Turn your Google Calendar into a group coordination tool
Already use Google Calendar? WhenToMeet syncs with your Google Workspace calendars to coordinate group meetings without the back-and-forth. See everyone's real availability, detect conflicts automatically, and schedule teams in minutes instead of days.
The Challenge
- ✕Google Calendar shows your schedule but doesn't help coordinate group availability
- ✕Manually checking when 5+ people are free across multiple Google Calendars is time-consuming
- ✕Proposing times via email only to discover conflicts after everyone responds
- ✕Can't see coworkers' availability without requesting access to their personal calendars
- ✕Coordinating across Google Workspace domains (contractors, clients, partners) is messy
How WhenToMeet Helps
Native Google Calendar Sync
Connect your Google Workspace or personal Google Calendar to show real availability. WhenToMeet reads your busy/free status and prevents scheduling conflicts automatically.
Group Availability at a Glance
Instead of checking 8 different Google Calendars manually, see everyone's availability in one view. Find times when the whole team is actually free.
Privacy-First Integration
WhenToMeet only sees your busy/free status, never your event details. Your 1-on-1s, personal appointments, and confidential meetings remain private.
Instant Conflict Detection
Propose times and immediately see which slots conflict with existing Google Calendar events. No more discovering scheduling mistakes after the fact.
Works Across Google Accounts
Coordinate meetings with people using different Google Workspace domains, personal Gmail accounts, or even non-Google calendars—all in one scheduling poll.
Key Features
Two-Way Google Calendar Sync
Connect your Google Calendar to show availability when creating polls. Once scheduled, meetings automatically sync back to all participants' Google Calendars.
Real-Time Availability Check
As you propose meeting times, WhenToMeet checks your Google Calendar and highlights conflicts. See which time slots are genuinely available before sharing the poll.
Multi-Account Support
Connect multiple Google accounts (work, personal, side projects) to show unified availability. Prevent double-booking across all your Google Calendars.
Google Workspace Integration
Works seamlessly with Google Workspace (formerly G Suite) for teams. Coordinate across departments, offices, and even external partners with Google accounts.
Google Calendar Notifications
Scheduled meetings appear in Google Calendar with automatic reminders. Participants get notified using their existing Google Calendar notification preferences.
Get Started in 3 Steps
Connect your Google Calendar
Sign in with Google and grant WhenToMeet read-only access to your calendar availability. Your event details remain private—only busy/free times are shared.
Create a meeting poll
Propose 3-5 possible meeting times. WhenToMeet checks your Google Calendar and warns you about conflicts. Share the poll link with everyone who needs to attend.
Finalize and sync
Participants vote on their availability (they can connect their Google Calendars too). Once you pick a time, the meeting automatically adds to everyone's Google Calendar.
Google Calendar Scheduling Best Practices
- ✓Connect both your work Google Workspace calendar and personal Gmail calendar to show comprehensive availability
- ✓Use 'working hours' settings in Google Calendar to prevent polls from suggesting times outside your typical schedule
- ✓Enable calendar sync for all team members so everyone sees their own Google Calendar while voting on meeting times
- ✓For cross-functional meetings, create polls early to work around busy calendars typical in Google Workspace environments
- ✓Set event titles and descriptions in WhenToMeet—they'll automatically appear in the Google Calendar event when finalized
- ✓Use Google Calendar's 'find a time' feature to pre-identify candidates, then create a WhenToMeet poll for group voting
Frequently Asked Questions
How does WhenToMeet integrate with Google Calendar?+−
WhenToMeet connects via Google's official Calendar API. You grant read-only access to see your busy/free availability. When you create a poll, WhenToMeet checks for conflicts. When you finalize a meeting, it automatically adds the event to all participants' Google Calendars.
Can I connect both Google Workspace and personal Google accounts?+−
Yes! Connect your work Google Workspace calendar and your personal Gmail calendar. WhenToMeet shows combined availability across both accounts, preventing double-bookings between work and personal commitments.
Do participants need Google Calendar to vote on meeting times?+−
No. Participants can vote on meeting times without connecting any calendar. However, if they do connect their Google Calendar, they'll see their existing schedule while voting, making it easier to pick times that genuinely work.
What information from my Google Calendar does WhenToMeet see?+−
WhenToMeet only sees your busy/free status, never event details. Your 1-on-1s, personal appointments, and confidential meetings remain completely private. We use the minimal Google Calendar API permissions required for conflict detection.
Does this work with Google Workspace (G Suite) for teams?+−
Absolutely. WhenToMeet integrates with Google Workspace accounts including custom domains. Teams can coordinate meetings across departments, offices, and even external partners using different Google accounts.
What happens if my Google Calendar changes after I create a poll?+−
If you connect your calendar, WhenToMeet checks for conflicts in real-time. If a new meeting gets added to your Google Calendar that conflicts with poll times, you'll see updated conflict warnings when you view the poll.
Is my Google Calendar data secure?+−
Yes. WhenToMeet uses OAuth 2.0 for secure Google authentication. We only request the minimum calendar permissions needed (read availability, write events). Your calendar data is never shared with other users or third parties.