When2Meet is a widely used scheduling tool that simplifies the process of finding a mutually convenient time for group meetings. While it’s a reliable option for many, there are situations where its features might not fully meet the needs of every user or group. Exploring When2Meet alternatives becomes essential for those seeking enhanced functionality, a more intuitive user experience, or better integration with other tools. Whether it’s for organizing large events, coordinating with remote teams, or scheduling personal appointments, discovering the right scheduling solution can make collaboration and planning significantly more efficient. This blog aims to highlight effective When2Meet alternatives, offering a range of options to accommodate diverse scheduling needs.
| Tools | Key Features | Best For | Pricing |
|---|---|---|---|
| Doodle | Poll-based scheduling, calendar sync (Google, Outlook, iCal), customizable branding, time zone adjustments, recurring events | Group events, team meetings, personalized branding | Free basic plan; Premium plans from $6.95/month |
| Calendly | Personalized scheduling links, Google Calendar/Outlook/Zoom integration, automatic time zone detection, customizable meeting types, reminders | Professional use, flexible meeting types | Free basic plan; Premium plans from $8/month |
| Microsoft FindTime | Integrated with Microsoft 365, automatic calendar syncing, suggests optimal meeting times, corporate environment-friendly | Microsoft 365 users, corporate meetings | Free (Requires Microsoft 365 subscription) |
| Google Calendar | Easy event creation, Google Meet integration, “Find a Time” feature, cross-platform integration, shared calendars | Personal/professional use, Google ecosystem | Free |
| TimeZone Converter | Converts multiple time zones, helps with international team coordination, no registration required | International teams, time zone coordination | Free |
| Meetup | Event creation and promotion, Zoom/Google Calendar integration, automatic reminders, group coordination | Large events, hybrid/virtual events | Free for basic use; Paid plans start at $9.99/month |
| Rally | Poll-based scheduling, no account required, simple interface, ideal for small group and casual meetings | Casual events, informal group scheduling | Free |
| Zoho Bookings | Customizable booking pages, Google/Zoho calendar integration, automated reminders, online payment options, multi-user support | Appointment booking, team scheduling | Free for basic plan; Paid plans from $8/month |
| SurveyMonkey | Customizable surveys, real-time results, group input for scheduling, multiple question types | Focus groups, team feedback, casual events | Free for basic plan; Paid plans from $25/month |
| SimplyMeet.me | Easy-to-use interface, Google/Outlook calendar integration, customizable booking, automatic timezone detection | Personal/business scheduling, simplicity | Free for basic plan; Paid plans from $5/month |
What is When2Meet?
When2Meet is a popular online scheduling tool designed to help groups find the most convenient time to meet. It allows users to create a scheduling poll where participants can mark their available time slots, making it easier to coordinate meetings without the need for endless back-and-forth communication. The tool does not require users to create an account, making it quick and convenient to use. When2Meet is particularly useful for scheduling group events, work meetings, or social gatherings, as it streamlines the process of finding common availability among multiple participants. Its simple interface and functionality have made it a go-to solution for many.
Why Look for When2Meet Alternatives?
Limitations of When2Meet:
- Lack of Calendar Integration: When2Meet does not offer direct integration with popular calendar apps like Google Calendar or Outlook, making it harder to sync events seamlessly.
- Limited Customization: The platform offers few customization options for branding or adjusting the interface to match personal or corporate preferences.
- No Automatic Time Zone Detection: Users need to manually select time zones, which can be inconvenient for international meetings.
- Basic User Interface: The interface can feel clunky, especially for large groups or complex event scheduling.
- Limited Support for Recurring Events: When2Meet doesn’t handle recurring meetings or events very well, limiting its utility for regular team meetings.
Benefits of Exploring Other Options:
- Enhanced User Experience: Alternatives like Calendly or Doodle offer more polished, user-friendly interfaces, making scheduling faster and more intuitive.
- Additional Features: Many alternatives provide advanced features like automatic calendar syncing, time zone detection, and integration with video conferencing tools (Zoom, Google Meet).
- Greater Customization: Tools such as Doodle and Calendly offer customizable branding, personalized scheduling links, and the ability to set different meeting types.
- Better Support for Recurring Events: Platforms like Microsoft FindTime and Google Calendar handle recurring events more efficiently.
- Advanced Integrations: Alternatives often integrate with a wider range of apps, such as CRM systems, project management tools, and communication platforms, which are essential for business users.
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Top When2Meet Alternatives
1. Doodle
Doodle is one of the most popular scheduling tools, offering a robust set of features that enhance collaboration. With Doodle, users can easily create polls to find the best time for meetings, while also allowing for personalized branding, calendar integration (Google, Outlook, iCal), and automatic time zone adjustments. It’s particularly beneficial for organizing group events or large team meetings. Doodle also allows users to schedule one-on-one meetings, and recurring events, and even collect availability for complex scheduling needs.
Key Features:
- Poll-based scheduling for group events
- Calendar sync with Google, Outlook, iCal
- Customizable branding options
- Time zone adjustments
2. Calendly
Calendly is another widely used scheduling tool that simplifies the meeting booking process. It provides a smooth user experience with a clean interface, automated reminders, and the ability to set personalized availability. Calendly integrates seamlessly with Google Calendar, Outlook, and Zoom, making it an excellent choice for professional use. With its flexibility in handling various meeting types, such as one-on-one, group meetings, or round-robin scheduling, Calendly is ideal for both personal and business use.
Key Features:
- Personalized scheduling links
- Integration with Google Calendar, Outlook, Zoom
- Automatic time zone detection
- Customizable meeting types and availability
3. Microsoft FindTime
Microsoft FindTime A solution specifically designed for Microsoft 365 users, FindTime allows users to easily propose multiple meeting times and then automatically schedule the most convenient time based on feedback. It’s integrated into Outlook and uses participants’ calendars to suggest available time slots. For businesses already using Microsoft 365 tools, FindTime is a natural and efficient choice for coordinating team meetings.
Key Features:
- Integrated with Outlook and Microsoft 365
- Automatic calendar syncing
- Suggests the best meeting times based on availability
- Works well for corporate environments
4. Google Calendar
Google Calendar’s scheduling features make it an excellent alternative for those who want simplicity and easy integration. With Google Calendar, users can schedule meetings directly from the calendar interface, share event details, and sync with other Google apps. For quick scheduling, Google Calendar’s “Find a Time” feature lets you find mutually available time slots within your team’s calendar, making it a convenient option for personal and professional scheduling.
Key Features:
- Easy event creation and sharing
- Syncs with Google Meet for video conferencing
- “Find a Time” feature to locate mutual availability
- Cross-platform integration
5. TimeZone
TimeZone Converter by timeanddate.com For users who need to coordinate across multiple time zones, the TimeZone Converter by Timeanddate.com is an excellent tool. While not a full scheduling tool, it helps users find suitable meeting times by converting time zones and showing the differences. It is especially helpful for international teams or scheduling with people from different parts of the world.
Key Features:
- Converts multiple time zones
- Helps plan meetings with international teams
- Simple and free to use
- No registration required
6. Meetup
Meetup If you’re organizing larger events or group meetups, Meetup is an excellent tool for scheduling and promoting events. It allows users to create events, coordinate with group members, and send automatic reminders. Meetup also integrates with other platforms like Zoom and Google Calendar, which makes it perfect for virtual or hybrid events.
Key Features:
- Ideal for larger group events or meetups
- Automatic reminders and notifications
- Integration with Zoom and Google Calendar
- Event promotion and management
7. Rally
Rally is a simple and intuitive tool for scheduling events with a group. It allows users to create polls to find the best time for a meeting and send invites to participants. Rally doesn’t require an account to use, making it highly accessible. While it’s a more basic option compared to others, its simplicity and ease of use make it ideal for casual or small group meetings.
Key Features:
- Poll-based event scheduling
- No account is required for participants
- Simple interface for quick scheduling
- Great for small groups and informal events
8. Zoho Bookings
Zoho Bookings is a comprehensive online appointment scheduling tool that caters to businesses, teams, and individuals who need an efficient way to manage and automate appointment bookings. It is part of the Zoho suite of applications, designed to help streamline workflows. With Zoho Bookings, users can set up a custom booking page where clients or employees can schedule appointments based on real-time availability. The platform integrates seamlessly with Google and Zoho calendars, automating reminders and minimizing the chance of missed appointments.
Key Features:
- Customizable booking pages
- Integration with Google and Zoho calendars
- Automated reminders for appointments
- Accepts online payments for services
- Multi-user support for team scheduling
9. SurveyMonkey
SurveyMonkey is primarily known as a survey tool, but it can also be used for scheduling group events or meetings. By utilizing its polling feature, users can propose multiple time options for a meeting and allow participants to vote on the times that work best for them. This tool is ideal for scenarios where scheduling depends on group consensus, such as team meetings, focus groups, or casual events. While not a dedicated scheduling tool, SurveyMonkey’s flexibility and user-friendly design make it a popular choice for gathering input and coordinating group availability
Key Features:
- Customizable survey and poll creation
- Easy scheduling with group input
- Ability to collect feedback and opinions
- Supports multiple question types
- Real-time results and analytics
10. SimplyMeet.me
SimplyMeet.me is a straightforward online scheduling tool designed to make booking meetings and appointments as simple as possible. It allows users to create personalized scheduling pages that show their availability, allowing others to pick the most convenient time slot. Whether for personal use or business purposes, SimplyMeet.me eliminates the need for back-and-forth emails and the confusion of finding a suitable time for all participants.
Key Features:
- Easy-to-use interface for scheduling
- Integration with Google and Outlook calendars
- Customizable booking options
- Automatic timezone detection
- Straightforward meeting coordination
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How to Choose the Best When2Meet Alternative
Consider Your Needs:
When selecting a When2Meet alternative, it’s important to first assess your specific needs. Consider the size of your group, as some tools are better suited for small teams, while others can handle large groups seamlessly. Also, think about the features you require—whether it’s time zone detection, recurring event scheduling, or automatic calendar syncing. Additionally, factor in your budget; some alternatives may offer robust features at a higher price point, while others provide a more basic service for free.
Test Usability:
Before committing to a paid plan, it’s wise to test usability by trying out the free versions or trials of the alternatives. This will allow you to get a feel for the interface, ease of use, and whether the tool matches your expectations. Some tools may have a steep learning curve, while others provide a more intuitive experience right out of the box. Ensuring the platform is user-friendly will save time and reduce frustration.
Integration Requirements:
Another key factor is integration with other apps you regularly use. Look for tools that can sync with your calendar apps (like Google Calendar, Outlook, or Apple Calendar) and integrate with platforms you rely on for work, such as Zoom, Slack, or CRM systems. Seamless integrations will help streamline your scheduling process and improve overall productivity. Ensure the tool can work smoothly with your existing workflow before making a final choice.
