Schedule Team Meetings in Minutes, Not Hours
Stop the endless email chains
WhenToMeet finds the perfect time for your team meeting with calendar-aware scheduling and conflict detection. Free forever, no credit card required.
The Challenge
- ✕Endless email threads trying to find a time that works for everyone
- ✕Team members double-booking because they forgot about calendar conflicts
- ✕No visibility into who's actually available when
- ✕Spending hours on scheduling instead of actual productive work
- ✕Coordinating across different time zones without confusion
How WhenToMeet Helps
Calendar-Aware Scheduling
See everyone's availability in one view. WhenToMeet checks actual calendars, not just guesses, so you avoid conflicts before they happen.
Higher Team Capacity
Add as many people as you need to the meeting poll. Unlimited participants per poll with no per-user fees, completely free.
Conflict Detection
Automatic busy time detection shows when participants are already booked, making it easy to find genuinely available time slots.
Instant Finalization
Once everyone votes, finalize the meeting with one click. The chosen time automatically syncs to all participants' calendars.
Timezone Intelligence
Team spread across multiple time zones? WhenToMeet automatically converts times so everyone sees their local hours.
Key Features
Calendar Integration
Connect Google Calendar, Microsoft 365, or any CalDAV calendar to show your availability automatically.
Anonymous Voting
Team members can vote on their availability without creating an account. Just share the link and they're in.
Shareable Meeting Polls
Generate a unique link for each meeting poll. Share it via email, Slack, Teams, or any communication tool.
Automatic Reminders
Get notified when team members vote and when it's time to finalize the meeting.
Buffer Time Protection
Automatically add buffer time before and after meetings to prevent back-to-back scheduling fatigue.
Get Started in 3 Steps
Create your meeting poll
Add possible time slots for your team meeting. WhenToMeet suggests times based on typical work hours and detects conflicts from connected calendars.
Share with your team
Send the unique poll link to all team members via email, Slack, or your preferred tool. They can vote on their availability in seconds—no account required.
Finalize and sync
Review responses to see which time works for the most people. Finalize the meeting with one click, and the event automatically adds to everyone's calendar.
Best Practices for Team Meeting Scheduling
- ✓Propose 3-5 time slots to give flexibility without overwhelming participants
- ✓Enable calendar overlay so team members can see their existing commitments while voting
- ✓Set a deadline for responses to keep momentum and avoid scheduling delays
- ✓Use the 'Finalize' feature to automatically add the chosen time to everyone's calendar
- ✓Consider time zone differences when proposing meeting times for distributed teams
Frequently Asked Questions
Do team members need to create an account to vote?+−
No, team members can vote on their availability without creating an account. Only the meeting organizer needs to sign up, and it's completely free.
How does calendar integration work?+−
Connect your Google Calendar, Microsoft 365, or CalDAV calendar. WhenToMeet will show your busy times so you can avoid suggesting slots when you're already booked. Your actual event details remain private.
Can I reschedule after finalizing the meeting?+−
Yes! If plans change, you can create a new poll or manually update the calendar event. All participants will see the updated time in their calendars.
Is WhenToMeet really free for team meetings?+−
Absolutely. Group event polls are free forever with unlimited participants, polls, and time slots. You can run regular team meetings at no cost. Pro features like advanced calendar integrations and booking pages are optional upgrades.
What if my team is in different time zones?+−
WhenToMeet automatically detects each participant's time zone and displays all proposed times in their local hours. This eliminates confusion and makes international team coordination effortless.
How many people can participate in a team meeting poll?+−
Group scheduling is completely free with unlimited polls, participants, and time slots. Whether you're scheduling for a small team of 3 or a company-wide meeting with 100+ people, WhenToMeet handles groups of any size at no cost.
Can I sync the finalized meeting to multiple calendars?+−
Yes, with a Pro subscription you can connect multiple calendars (like both your work and personal calendar) and the meeting will sync to all of them.
How is this different from just sending a meeting invite?+−
Traditional meeting invites assume you already know a time that works. WhenToMeet helps you find that time first by showing everyone's availability and letting participants vote on options, avoiding the 'decline and propose new time' back-and-forth.