WhenMeet.me is a free availability poll that answers itself wherever it can. It reads live Google Calendar and Microsoft Outlook Free/Busy for participants who have connected their calendar, lets everyone else paint their free times on a two-week grid with no account, and ranks the slots that work for the whole group on one shared heat-map.
Start a poll — free Mark when you’re free
An availability poll — also called a scheduling survey, calendar poll or meeting time poll — asks a group when each person is free so you can pick one time everyone can make. The classic version is a grid or a list of date options: you send a link, every participant fills it in, and you wait until enough people have answered to see the overlap.
That works, but it makes every person copy their calendar into a form by hand, and the answer is only as good as the slowest and most out-of-date response. A calendar-aware availability poll fills in the answer automatically for anyone whose calendar it can read, and only asks the rest.
Every participant in a WhenMeet.me meeting falls into one of three states, shown as a label under their name in the picker:
WhenMeet.me merges calendar and hand-marked availability into one heat-map for the next two weeks and ranks slots by how many people are free and by time-of-day fit. People drag across the times they are free at /free. Times saved through a host’s personal link appear for that host only; the email owner can share them with everyone after confirming by email. Without a host’s link or a signed-in account, a save waits for email confirmation before anyone sees it. If you have used when2meet before, see the WhenMeet.me vs when2meet comparison for the details.
| Feature | WhenMeet.me | Doodle | Rallly | when2meet |
|---|---|---|---|---|
| Price | Free; no paid tier | Free plan; Pro USD 11 per seat/month billed annually; Team $16 per user/month billed annually or $21 monthly (2–5 seats) | Free Hobby plan; paid Pro plan | Free |
| Free plan limits | Unlimited meetings, up to 50 participants each | One Group Poll; unlimited Group Polls on Pro | Unlimited polls, up to 50 participants each | None stated |
| How availability is collected | Live Google/Microsoft Free/Busy for connected participants; paint grid at /free for everyone else | Participants respond to a Group Poll; calendars can be connected | Participants respond to a poll | Every participant paints a grid by hand; no calendar connection on its site |
| Account to create | Host signs in with Google or Microsoft to book | — | No login required | None |
| Ads | None | On the Free plan; paid plans promise “No ads for organizers or participants” | — | Ad-supported |
| Ends in a booked meeting | Calendar event, Meet or Teams link, ICS invites | Calendar sync; Zoom, Teams and Webex integrations on Pro | — | No — you book it yourself |
| Poll retention | Kept until you delete it or ask us to | — | Free: deleted once all dates have passed and there has been no activity for 30 days; Pro: indefinite | — |
| Reminders / deadlines | Booking reminder emails; no poll deadlines | Pro: deadlines, reminders, hide participants | — | — |
| Open source | No (hosted service) | — | Yes — self-host with Docker | — |
“—” means the vendor pages we cite don’t cover it. Competitor facts from Doodle plans and pricing, Doodle Team plan pricing, Rallly pricing, when2meet.com, when2meet About, Calendly pricing. Prices checked 8 October 2026; may change.
WhenMeet.me is the better pick when the group spans companies and calendar providers, some people can be read live, and you want the poll to end in a booked meeting with a conference link — for free.
An availability poll asks a group when each person is free so the organizer can pick one meeting time everyone can make. Classic polls collect answers by hand; a calendar-aware poll like WhenMeet.me reads connected calendars and only asks the people it cannot read.
Yes. WhenMeet.me is free for unlimited meetings with up to 50 participants each. There is no paid tier and no ads.
No. Participants paint their free time at /free with just their email address (someone whose email already has a connected calendar is asked to sign in instead), and can open the meeting page and propose another time without an account. The host signs in with Google or Microsoft to read live calendars and book.
Google Calendar (Gmail and Google Workspace) and Microsoft Outlook (Outlook.com and Microsoft 365) provide live availability. A participant can also add a public iCloud feed to their WhenMeet.me account. People who do not publish a calendar, use Proton or have no calendar can paint availability by hand at /free.
No. Google and Microsoft availability uses Free/Busy requests. Public iCloud feed data is parsed temporarily and only busy intervals are retained. Guests see aggregated free counts per slot, not individual busy blocks or event details.
The scheduling picker covers the next two weeks, and the /free grid is a two-week grid. For dates further out, a date-option poll such as Doodle, Rallly or when2meet is the better fit.