WhenMeet.me is a free group scheduling tool for meetings that cross companies, calendars and time zones. It checks live Free/Busy from Google Calendar and Microsoft Outlook, then fills the gaps with a when2meet-style paint grid for Apple iCloud users, Proton users and anyone without a connectable calendar. The result is one shared heat-map of group availability, shown in each person’s own time zone. Pick a slot, confirm with a Google Meet or Microsoft Teams link, and guests can still propose a better time without creating an account.
1.Add everyone who needs to be there
Search by name or paste any email address. Participants can be at different companies and on different calendar providers; the picker autocompletes against your contacts and previous attendees.
2.See the group overlap instantly
WhenMeet.me overlays live Google and Microsoft Free/Busy with hand-marked availability for everyone else, then ranks the next two weeks by participant overlap and time-of-day fit.
3.Book the slot and keep alternates easy
One click writes the event to the host calendar, adds a Google Meet or Microsoft Teams link, and sends ICS invites. Guests can still propose a different time from the shared heat-map.
What you get
Real availability before polling. WhenMeet.me checks live Free/Busy from Google Calendar and Microsoft Outlook first, so the best slots appear immediately instead of waiting for every person to answer a poll.
A fallback for every calendar. Apple iCloud users, Proton users and people with no calendar mark free time by hand at /free. Those painted slots merge into the same heat-map as live calendar data.
One shared group heat-map. Hosts and guests see the same colour-coded overlap for the whole group, not a one-sided booking page. Individual busy details stay private; guests see aggregated free counts only.
Alternates without a new thread. If a proposed slot fails, a guest clicks a better one on the heat-map. The host accepts, moves the calendar event and sends an updated ICS, or declines in one click.
One-click Meet or Teams link. Pick a slot and WhenMeet.me writes the event into the host calendar with a Google Meet or Microsoft Teams conference link attached automatically.
Time zones handled end-to-end. Every participant sees the heat-map in their own local time zone, DST-safe. Slot ranking respects business hours in the requester’s zone; invite emails are formatted in the host’s zone.
Works without sign-ups. Invitees open a shareable link to view the heat-map, suggest times and RSVP without creating an account. Connecting a calendar is optional, not required.
Privacy-first: free/busy only. WhenMeet.me never reads event titles, attendees or notes, and never copies your calendar to its own database. It calls each provider’s freeBusy endpoint on demand and caches the merged result at the edge for 60 seconds.