Schedule Group Activities Without the Coordination Headache
Get your group together, without the back-and-forth
WhenToMeet helps you schedule group activities—sports games, club meetings, outings, volunteer events, and more. Poll your group's availability and find times that actually work for everyone. Free forever.
The Challenge
- ✕Trying to coordinate schedules for 10+ people across texts, emails, and DMs
- ✕Activities getting cancelled because too few people could make the chosen time
- ✕Club or team members with shifting schedules making it impossible to set recurring times
- ✕One person always stuck doing the scheduling work for the entire group
- ✕No easy way to see everyone's availability in one place
How WhenToMeet Helps
Maximize Participation
Poll the whole group to find times with the highest attendance. More people means better activities and more fun.
Visual Availability Grid
See everyone's availability overlaid in one view. The best times are obvious at a glance—no spreadsheets needed.
Flexible Scheduling
Schedule activities of any length—1-hour pickup games, 3-hour outings, or full-day trips. Customize time slots to match your needs.
Works on Any Device
Group members respond from their phone, tablet, or computer. No special apps to install—just a browser.
Cross-Timezone Support
Members in different locations see times in their own time zone, making it easy to coordinate activities across regions.
Key Features
Calendar Integration
Connect calendars to automatically show busy times when voting, so members don't accidentally commit to times they're unavailable.
No Signups Required
Group members can vote without creating accounts. Share the link and they're in—perfect for casual groups and clubs.
Easy Link Sharing
Share your poll via any channel—group chat, email list, Discord server, Facebook group, or club newsletter.
Response Tracking
See who has voted and send reminders to those who haven't, ensuring you get input from the whole group.
Buffer Time
Add buffer time for travel, setup, or cooldown between activities to keep the schedule realistic.
Get Started in 3 Steps
Create your activity poll
Set up potential dates and times for your group activity. Name it, describe the activity, and propose multiple time slots to choose from.
Share with the group
Send the poll link to your group via chat, email, or social media. Members mark when they're available—no accounts needed.
Lock in the best time
Review the results to see which time has the most availability overlap. Finalize the activity and everyone gets it on their calendar.
Tips for Scheduling Group Activities
- ✓Offer at least 4-5 time slots to maximize the chance of finding high-overlap times
- ✓Set a response deadline so planning doesn't drag on—2-3 days is usually enough
- ✓For recurring activities, re-poll monthly or quarterly as people's schedules change
- ✓Include both weekday and weekend options to accommodate different work schedules
- ✓For large groups, aim for maximum attendance rather than waiting for 100% availability
- ✓Mention the activity type and expected duration in the poll title so people can plan accordingly
Frequently Asked Questions
What kinds of group activities can I schedule with this?+−
Anything! Sports games, book clubs, hiking trips, volunteer events, game nights, potlucks, study groups, band practice, fitness classes—any activity that involves coordinating multiple people's schedules.
Do group members need accounts?+−
No. Members can vote on times by simply clicking the poll link—no account creation or app download required.
How many people can participate in a poll?+−
There's no limit. Whether your group has 5 people or 50, WhenToMeet handles it. The visual grid scales to show everyone's availability clearly.
Can I schedule recurring group activities?+−
You can create new polls whenever you need to schedule an activity. For groups with changing schedules, re-polling regularly ensures you always find the best time.
Is this free for groups?+−
Yes! Group scheduling is completely free with unlimited polls, participants, and time slots. No hidden fees or per-user costs.
Can I see who voted for which times?+−
Yes, you can view individual responses to understand each member's availability and make informed scheduling decisions.