Coordinate Training Sessions That Actually Work for Everyone
Stop losing employees to scheduling conflicts
WhenToMeet helps trainers and HR teams find training times when employees can actually attend. Calendar-aware scheduling shows real availability, not guesses, with generous free-tier limits.
The Challenge
- ✕Low attendance because training conflicts with employee schedules
- ✕Coordinating availability across multiple departments and teams
- ✕Rescheduling training sessions when key participants can't attend
- ✕Managing multi-session training programs with consistent attendance
- ✕Finding times that work across different office locations and time zones
How WhenToMeet Helps
Maximize Training Attendance
See when the most employees are available before scheduling. WhenToMeet highlights time slots that work for the majority of participants.
Respect Employee Calendars
Participants can overlay their work calendars while voting, ensuring training doesn't conflict with critical meetings or deadlines.
Multi-Session Training Series
Schedule multiple training sessions with consistent times. Perfect for onboarding programs, certification courses, and ongoing development.
Cross-Location Coordination
Training participants in different offices or time zones? Everyone sees times in their local zone automatically.
Quick Finalization
Once employees vote, finalize the training session with one click. The event automatically syncs to all participants' calendars.
Key Features
Calendar Integration
Connect employee calendars to see actual availability and avoid scheduling training during busy periods or conflicting meetings.
No Account Required
Training participants can vote on times without creating an account—just share the link and they're in.
Easy Distribution
Generate poll links and share via email, Slack, Teams, or your learning management system for instant coordination.
Attendance Reminders
Get notified when employees vote and send automatic reminders as the training date approaches.
Buffer Time Protection
Add buffer time before training sessions so participants have time to wrap up work and prepare mentally for learning.
Get Started in 3 Steps
Create training poll
Add potential training times based on typical work hours. WhenToMeet suggests times that avoid common meeting blocks and shows conflicts from connected calendars.
Employees vote on availability
Share the poll link with all training participants. They can see their calendar overlay and vote on available times in seconds—no account required.
Finalize and confirm
Review responses to see which time works for the most employees. Finalize the training session, and the event automatically adds to everyone's calendar with meeting details.
Best Practices for Training Session Coordination
- ✓Schedule training polls 2-3 weeks in advance to accommodate employee schedules
- ✓Avoid Monday mornings and Friday afternoons when possible—mid-week tends to have better attendance
- ✓For multi-session training, consider scheduling all sessions upfront to maintain consistency and maximize repeat attendance
- ✓Set a response deadline to create urgency and ensure you can finalize the schedule in time
- ✓Consider time zones and office locations when proposing training times for distributed teams
- ✓Enable calendar overlay so employees can avoid proposing times when they have critical deadlines
- ✓For mandatory training, aim for times that work for at least 80% of required participants
Frequently Asked Questions
Can I schedule a multi-week training program at once?+−
Yes! Create separate polls for each session to coordinate the entire training series with consistent times.
What if not all employees can make the same time?+−
WhenToMeet shows you which time works for the most participants. You can then decide whether to proceed with that time or offer multiple sessions to accommodate different schedules.
Do employees need to create an account to vote?+−
No, employees can vote on their availability without creating an account. Only the training coordinator needs to sign up, and it's completely free.
Can I see who hasn't responded yet?+−
Yes, you can see which participants have voted and send reminders to those who haven't responded yet.
How do I handle different time zones for remote employees?+−
WhenToMeet automatically detects each participant's time zone and displays all proposed times in their local hours, making distributed training coordination effortless.
Can I sync training sessions to our learning management system?+−
WhenToMeet syncs training times to calendar systems (Google Calendar, Microsoft 365, etc.). You can then integrate those calendars with your LMS or manually add the finalized times.
Is there a limit to how many training participants I can have?+−
Group scheduling is completely free with unlimited polls, participants, and time slots. Whether you're training 5 new hires or running company-wide certification programs with 100+ employees, WhenToMeet handles groups of any size at no cost.
What if I need to reschedule a training session?+−
Simply create a new poll with alternative times. The quick voting process means you can reschedule within hours and update everyone's calendars automatically.