Coordinate Workshops Without the Scheduling Hassle
Find times that work for all workshop participants
WhenToMeet makes workshop coordination simple. See participant availability, avoid conflicts, and schedule interactive sessions that everyone can attend—free forever.
The Challenge
- ✕Finding a time when all participants can attend the workshop
- ✕Coordinating across distributed teams in different time zones
- ✕Rescheduling when key participants have conflicts
- ✕Managing multiple workshop sessions or breakout groups
- ✕Getting timely responses from busy participants
How WhenToMeet Helps
Group Availability
See when the most participants are available. WhenToMeet highlights which time slots work best for the group.
Calendar-Aware
Participants can overlay their calendars while voting, so they avoid proposing times when they're already booked.
Time Zone Handling
Workshop participants in different countries? Everyone sees times in their local zone automatically.
Quick Setup
Create workshop polls in under a minute. No complex forms—just add time slots and share the link.
Flexible Duration
Schedule workshops of any length, from quick 1-hour sessions to full-day intensive workshops.
Key Features
Calendar Integration
Connect Google Calendar, Microsoft 365, or CalDAV to show participant availability automatically.
No Account Required
Workshop participants can vote on times without creating an account—just click and select.
Easy Sharing
Generate a unique poll link and share via email, Slack, Teams, or any communication tool your team uses.
Response Notifications
Get notified when participants vote, so you know when you have enough responses to finalize the workshop time.
Get Started in 3 Steps
Create workshop poll
Propose 3-5 potential workshop times. Add the workshop topic and any relevant details participants need to know.
Participants vote
Share the poll link with all workshop participants. They vote on their availability in seconds, with calendar overlay to avoid conflicts.
Finalize and confirm
Review participant responses to see which time works for the most people. Finalize the workshop and the event syncs to everyone's calendar.
Best Practices for Workshop Coordination
- ✓Propose workshop times at least 2 weeks in advance to accommodate participant schedules
- ✓Offer 3-5 time slot options to maximize the chance someone can attend
- ✓Set a response deadline to create urgency and ensure timely replies
- ✓For multi-session workshops, consider scheduling all sessions upfront to maintain consistency
- ✓Consider time zones if you have remote or international participants
Frequently Asked Questions
Can I schedule a series of workshop sessions at once?+−
Yes! Create multiple polls (one for each session) to coordinate your workshop series.
What if not everyone can make the same time?+−
WhenToMeet shows you which time slot works for the most participants. You can then decide whether to proceed with that time or offer a recording for those who can't attend.
Can I see who voted for which time?+−
Yes, you can see participant responses and who selected each time slot, helping you make informed scheduling decisions.
How do I handle last-minute workshop changes?+−
If you need to reschedule, create a new poll with alternative times. The quick voting process means you can reschedule within hours.
Is there a limit to workshop duration?+−
No. Schedule workshops of any length, from 30-minute quick training sessions to full-day intensive workshops.
Can I use this for both in-person and virtual workshops?+−
Absolutely. WhenToMeet works for any workshop format. The location details can be added when finalizing the event.