Frequently asked questions

Yes. WhenMeet.me is free for unlimited meetings, unlimited participants, and unlimited calendar connections. There is no paid tier.

Connected calendars: Google Calendar (Gmail and Google Workspace) and Microsoft Outlook (Outlook.com and Microsoft 365). Everyone else — including Apple iCloud users — can mark their free time by hand on the /free paint grid and it shows up in the group heat-map exactly like live calendar data. You can mix all of these in one meeting.

Yes, without any integration: iCloud users open the /free page and paint the times they are free; those slots feed straight into the group heat-map next to everyone’s live Google and Microsoft data. Native CalDAV sync for iCloud is on the roadmap.

Yes. Anyone with an email address can mark their availability by hand at /free — no account, no sign-up, no calendar required. Hosts can copy a personal “mark when you’re free” link for any participant who has no data on file.

Type both email addresses into WhenMeet.me. It reads Free/Busy live from Google Calendar and Microsoft Outlook in parallel, overlays them on one heat-map, and one click books the slot with a Google Meet or Microsoft Teams link. No add-ins or shared domains required.

Calendly is strongest as a booking and automation platform: event types, routing, reminders, payments and links people use to book time with a host. WhenMeet.me is narrower: it merges the host’s availability with every invitee’s availability and ranks the slots that work for the entire group, with the same heat-map visible to guests.

Doodle and when2meet are useful when you want people to mark or vote on times. WhenMeet.me starts with live calendar Free/Busy for Google and Microsoft users, so the heat-map can appear immediately. For participants without a connectable calendar, it includes its own when2meet-style paint grid at /free.

The guest clicks a better slot on the shared heat-map and proposes it. The host gets an email, then accepts or declines in one click. Accepting moves the calendar event and re-sends updated invites (with a SEQUENCE-bumped ICS) automatically.

No. WhenMeet.me reads Free/Busy only — never event titles, attendees, locations or notes — and never copies your calendar to its database. Each scheduling request calls the provider’s freeBusy endpoint live, and the merged availability is cached at the edge for 60 seconds keyed to the participant set.

No. Other participants only ever see aggregated free/busy blocks on the heat-map. The shared meeting page returns per-slot free counts; individual busy intervals and event details never leave the server.

Yes. The shared invite page works without an account: invitees can view the heat-map, suggest a different time and RSVP. Connecting a calendar (optional) adds live availability matching; marking free time by hand at /free works for everyone else.

Yes. When you confirm a slot, WhenMeet.me writes the event to the host’s calendar with a Google Meet link (if Google) or a Microsoft Teams link (if Microsoft) attached. Choose the conference type from the confirm bar before booking.

Each participant sees the heat-map in their own browser time zone, DST-safe. Slot ranking respects business hours in the requester’s IANA zone. The confirmed event is written to the host calendar and translated automatically for everyone else; invite emails show times in the host’s zone.

The reference implementation is a rewrite-from-scratch take on the When scheduling project and runs entirely on Cloudflare Workers, D1 and KV. The source is in the project repository.

Availability requests are served from the Cloudflare edge with a 60-second KV cache. Cold requests fan out to provider Free/Busy endpoints in parallel and typically return in under 400 ms for a six-person meeting.

Type every participant’s email — they can be anywhere in the world. WhenMeet.me reads each person’s real calendar Free/Busy and shows everyone the same heat-map in their own local time zone, DST-safe, so nobody has to do mental time-zone math. Slot ranking respects business hours in each person’s zone, so it won’t suggest a “great” time that lands at 3 a.m. for half the group. This matters more every year: nearly a third of meetings now span multiple time zones, up 35% since 2021 (Microsoft Work Trend Index, 2025).

Just paste their email addresses — there is no shared domain, add-in or admin setup required. One participant can be on Google Workspace, another on Microsoft 365, and a third on Apple iCloud or no calendar at all; WhenMeet.me reads Google and Microsoft Free/Busy live and lets everyone else mark their free time by hand at /free. All of it merges into a single cross-organization heat-map, then one click books the event with a Google Meet or Microsoft Teams link.

Add everyone to the meeting and WhenMeet.me overlays the whole group’s availability into one heat-map, ranking the slots in the next two weeks by how many people are free and by time-of-day preference. There is no participant cap and no poll to wait on — the answer appears immediately from real calendar data, with hand-marked availability filling in for anyone without a connected calendar. It’s built for the case a one-to-one booking page handles worst: many people, multiple companies, multiple calendars.