Plain answers about how WhenMeet.me works, what calendars it connects to, how booking links and team links work, and how it differs from Doodle, when2meet or Calendly.
Yes. The Free plan covers unlimited meetings (up to 50 participants each), every feature and 2 integrations (calendars, CRM, Slack or webhooks). Pro is a one-time $99 lifetime upgrade for unlimited integrations — no subscription.
Google Calendar (Gmail and Google Workspace) and Microsoft Outlook (Outlook.com and Microsoft 365) provide live Free/Busy. You can also add a public iCloud calendar as a read-only busy-time feed in Settings → Calendars. People without a connected account or a published iCloud calendar can mark free time by hand at /free. Painted and connected availability can be mixed in one meeting.
Yes. Sign in to WhenMeet.me with Google or Microsoft, publish an iCloud calendar in Apple Calendar, then add its public link in Settings → Calendars. WhenMeet checks the read-only feed for busy times about every 15 minutes. If you do not want to publish a calendar, you can still mark free time at /free.
Yes. Anyone with an email address can mark free time at /free — no account, sign-up or calendar required. Times saved through a host’s personal link appear for that host only. The email owner can choose to share them with everyone and confirm by email. Without that link or a signed-in account, a save waits for email confirmation before anyone sees it.
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 link (Google) or a Microsoft Teams link (Teams-enabled Microsoft 365 work or school accounts). No add-ins or shared domains required.
Calendly is the more complete booking-automation platform: routing forms, payments, multi-step Automations (formerly Workflows) with SMS reminders, and a large integration catalogue. WhenMeet.me covers the everyday core on its Free plan (2 integrations; Pro lifetime $99 for unlimited) — a personal booking link that is ready the first time you open Booking links after connecting your calendar, team links, reminder emails, HubSpot, Pipedrive, Slack and webhooks (Salesforce is built, but external orgs can’t connect until its customer install package ships), Calendly import for one-on-one event types — and adds what one-sided booking pages lack: a visitor who connects their calendar sees only times that suit both sides, can bring a third person from another company, and whole groups can find a time on one shared heat-map. Reminder emails are built in; it has no payments, routing forms or SMS reminders yet.
Yes. Connect Google Calendar or Microsoft Outlook and your link at whenmeet.me/@your-name is live immediately: a 30-minute meeting, Mon–Fri 9:00–17:00 in your time zone, with a Google Meet link added to bookings from a Google calendar (Microsoft 365 work or school hosts with Teams enabled get a Teams link instead; personal Microsoft accounts get none) and reminder emails 24 h and 1 h before. There is no signup form and nothing to configure first; change the nickname, hours or add more link types on one page (/links). People who book you never need an account — a name and email are enough — and they can cancel or reschedule from the link in their confirmation or reminder email.
Yes — WhenMeet.me calls them link types. They are what other tools call event types (Calendly, Cal.com), scheduling links (SavvyCal), booking pages or appointment schedules (Google Calendar) and scheduling pages (HubSpot Meetings). You can create as many as you like on every plan — the Free plan limits integrations, not links. Each link type has its own address, whenmeet.me/@you/<slug>, with its own title, duration, weekly hours, buffers, minimum notice, custom questions and reminder emails. A link type can also be a team link shared by several people, with everyone attending or bookings going to whoever is free.
Yes — team links. Choose “everyone must be free” (for example a recruiting call where two people from your company always attend) or “anyone from the team” (bookings go to whoever is free, in turn). Each teammate is checked against their own working hours and time zone, and a team link can have its own address such as whenmeet.me/@acme-sales. Teammates are invited by email and join with one calendar connect; visitors only ever see names and open times, never anyone’s calendar or email address.
Yes. Paste a Calendly personal access token and WhenMeet.me imports your active one-on-one event types — names, durations, questions and weekly hours; settings Calendly’s API doesn’t expose (such as minimum notice and buffers) get WhenMeet defaults and are flagged for review. HubSpot users connect HubSpot and import their personal meeting links; weekly hours follow your WhenMeet.me profile, and the preview lists what to check. Group, round-robin and collective types are listed so you can recreate them as team links. Bookings can then create HubSpot contacts and meetings, Salesforce contacts or leads with an event, or Pipedrive people with a meeting activity, notify a Slack channel, or go to a signed webhook for Zapier, Make or n8n for everything else.
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.
For Google and Microsoft, WhenMeet.me requests Free/Busy without downloading event details. A public iCloud feed includes calendar event data, which WhenMeet downloads temporarily and parses to calculate busy intervals. We retain only busy intervals for availability, never show the feed link or event details in your account, and cache merged availability at the edge for 60 seconds.
No event details are ever shared. Signed-in users who look up your email see only your free/busy status — never titles, descriptions, locations or attendees — and you can see who looked and block them in Settings → Privacy. The shared meeting page gives guests only per-slot free counts, not individual busy intervals. Public iCloud feed data is parsed temporarily and discarded after calculating busy time.
Yes. The shared invite page works without an account: invitees can view the heat-map and suggest a different time; they accept or decline the calendar invitation (with ICS) from their own email or calendar app. 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 a Teams-enabled Microsoft 365 work or school account; personal Microsoft accounts can’t create Teams links) 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 each participant’s own IANA zone when WhenMeet.me knows it (from their account), otherwise in the requester’s zone. The confirmed event is written to the host calendar; the attached calendar invitation shows in each recipient’s local time, while the invite email text shows 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 code is not public; WhenMeet.me is offered as a free hosted service.
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 (when known, otherwise the organiser’s), 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. WhenMeet.me reads Google and Microsoft Free/Busy live, can include a participant’s published iCloud feed when they have added it to their account, and lets anyone else mark free time at /free. All of it merges into one cross-organization heat-map, then one click books the event with a Google Meet link (Google host) or Microsoft Teams link (Teams-enabled Microsoft 365 work/school host).
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. Up to 50 people per meeting 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.