Schedule Without Conflicts Across All Your Calendars
Stop juggling multiple calendars, start scheduling confidently
Work calendar, personal calendar, side project calendar—most people have multiple calendars. WhenToMeet syncs them all to show unified availability, prevent conflicts across your entire schedule, and coordinate meetings without the mental overhead of tracking commitments in three places.
The Challenge
- ✕Forgetting about personal appointments when scheduling work meetings, leading to conflicts
- ✕Side project commitments clashing with client calls because calendars aren't synced
- ✕Manually checking 3+ calendars every time someone asks for a meeting time
- ✕Double-booking across work and personal life because scheduling tools only see one calendar
- ✕Missing important events because you scheduled over them in a different calendar
How WhenToMeet Helps
Unified Availability View
Connect Google Calendar, Microsoft 365, Apple Calendar, and any CalDAV calendar. WhenToMeet combines all your commitments into one availability view so you never double-book again.
Prevent Cross-Calendar Conflicts
Proposing a work meeting? WhenToMeet checks your work calendar, personal calendar, and side project calendar simultaneously to detect conflicts before you share times.
Privacy Across Calendars
Your personal calendar events stay private from work colleagues, and vice versa. WhenToMeet only shows busy/free status, never event details or which calendar the commitment is on.
One Poll, All Calendars
Create a single scheduling poll that respects all your calendars. Participants see your true availability without you manually blocking time across multiple calendar systems.
Automatic Conflict Detection
As you add time slots to a poll, WhenToMeet instantly highlights conflicts from any connected calendar. See scheduling issues before sharing, not after.
Key Features
Multiple Calendar Integration
Connect unlimited calendars: work Google Calendar, personal Gmail calendar, Microsoft 365 Outlook, Apple iCloud Calendar, or any CalDAV calendar. All sync in real-time.
Calendar Overlay View
See all your calendars overlaid in one view when voting on meeting times. Quickly spot conflicts with work meetings, doctor appointments, or side project calls.
Real-Time Availability Sync
When events change in any connected calendar, WhenToMeet updates your availability automatically. Always show accurate free time across all commitments.
Calendar-Specific Event Creation
Choose which calendar receives scheduled events. Add work meetings to your work calendar, client calls to your business calendar, personal events to your personal calendar.
Unified Notifications
Get reminders for scheduled events regardless of which calendar they're on. Never miss a meeting because you checked the wrong calendar app.
Get Started in 3 Steps
Connect all your calendars
Add your work calendar (Google Workspace or Microsoft 365), personal calendar (Gmail, iCloud), and any other calendars you use. WhenToMeet syncs them all to show unified availability.
Create conflict-aware polls
Propose meeting times and WhenToMeet checks every connected calendar for conflicts. See warnings if a proposed time clashes with work meetings, personal appointments, or side projects.
Schedule to the right calendar
When you finalize a meeting, choose which calendar should receive it. Work meeting goes to work calendar, personal lunch goes to personal calendar—all from one scheduling tool.
Multi-Calendar Scheduling Best Practices
- ✓Connect calendars in order of priority: work calendar first, then personal, then side projects. This helps WhenToMeet suggest times that respect your most important commitments
- ✓Use calendar-specific color coding in WhenToMeet settings to quickly identify which calendar has conflicts
- ✓Set 'working hours' in your work calendar and 'personal hours' in your personal calendar—WhenToMeet respects both when suggesting times
- ✓For client meetings, connect both work and personal calendars to avoid proposing times during personal commitments like doctor appointments
- ✓Review all connected calendars before creating polls to ensure sync is working and availability is accurate
- ✓Use the 'add to specific calendar' feature when finalizing—put work meetings in work calendar, personal events in personal calendar for clean organization
Frequently Asked Questions
How many calendars can I connect to WhenToMeet?+−
There's no limit. Connect your work Google Calendar, personal Gmail calendar, Microsoft 365 Outlook, Apple iCloud Calendar, and any CalDAV-compatible calendars. WhenToMeet syncs them all to show unified availability.
Will my coworkers see my personal calendar events?+−
No. WhenToMeet only shows your busy/free status, never event details. When you propose meeting times, others see that you're busy but not which calendar the commitment is on or what the event is.
What calendar services does WhenToMeet support?+−
WhenToMeet integrates with Google Calendar (personal and Workspace), Microsoft 365 (Outlook/Exchange), Apple iCloud Calendar, and any calendar supporting CalDAV protocol (Fastmail, ProtonMail, etc.).
Can I choose which calendar receives a scheduled event?+−
Yes! When you finalize a meeting, you can select which connected calendar should receive the event. Add work meetings to your work calendar, personal appointments to your personal calendar, all from one interface.
What happens if I have a conflict in one calendar?+−
When creating a poll, WhenToMeet checks all connected calendars. If a proposed time conflicts with any calendar event (work, personal, or side project), you'll see a conflict warning before sharing the poll.
Do participants need to connect multiple calendars too?+−
Participants can connect as many or as few calendars as they want. If someone connects their calendars, they'll see their own schedule when voting. If they don't connect any, they can still vote manually.
How does calendar sync stay up-to-date?+−
WhenToMeet syncs with your calendars in real-time. When you add, remove, or change events in any connected calendar, your availability updates automatically within minutes.
Is this secure with multiple calendars connected?+−
Yes. WhenToMeet uses OAuth 2.0 for each calendar connection and only requests read access to availability (busy/free status). Event details remain private. Each calendar connection is encrypted and stored securely.