WhenMeet.me is a free, collaborative group scheduling tool for meetings that cross companies, calendars and time zones. It compares everyone’s schedules in one place: it checks live Free/Busy from Google Calendar and Microsoft Outlook, includes busy times from added public iCloud calendars, then fills the gaps with a when2meet-style paint grid for people without a connected 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 link (Google host) or Microsoft Teams link (Teams-enabled Microsoft 365 work/school host), and guests can still propose a better time without creating an account. Every user also gets a personal booking link (whenmeet.me/@you) that is ready the first time you open Booking links after connecting a calendar — no signup, no setup, reminder emails included — plus team links where everyone, or anyone, from the team must be free, each teammate inside their own working hours.
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 combines live Google and Microsoft Free/Busy, added public iCloud feeds and hand-marked availability, 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 link (Google) or a Microsoft Teams link (Teams-enabled Microsoft 365 work or school accounts), 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. Add a published iCloud calendar in Settings to include its busy times. For calendars you do not publish, Proton and other unsupported calendars, or no calendar at all, mark free time by hand at /free. A host sees times marked through their personal link; the email owner can share them with everyone after confirming by email.
One shared group heat-map. Hosts and guests see the same colour-coded overlap for the whole group, not just one side’s open slots. 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 link (Google) or a Microsoft Teams link (Teams-enabled Microsoft 365 work or school accounts) 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 and suggest times without creating an account, and accept the calendar invitation from their own email. Connecting a calendar is optional, not required.
A booking link with no setup form. Connect Google or Microsoft, open Booking links once, and whenmeet.me/@you works: a 30-minute meeting, Mon–Fri 9–5 in your time zone, a Google Meet link on bookings from a Google calendar (Microsoft 365 work or school hosts with Teams enabled get a Teams link instead; personal Microsoft accounts get none), reminder emails 24 h and 1 h before. No signup form, no event types to configure — change the nickname if you like. Visitors book with just a name and email.
Booking pages that see both calendars. A visitor who connects their own calendar sees only the times that suit both of you, and can bring a colleague from another company — their availability is checked too. Everyone else simply picks a time.
Team links: everyone, or anyone. One link for a recruiting call where two people from your company always attend (“everyone must be free”), or for a sales team where whoever is free takes it, in turn (“anyone”). Each teammate’s own working hours apply, so nobody in another time zone gets booked at night, and the link can have its own address like whenmeet.me/@acme-sales. Teammates join from an email with one calendar connect.
CRM, Slack and webhooks. Bookings land in your CRM — HubSpot contacts and meetings, Salesforce contacts or leads with an event (once its customer install package ships; external Salesforce orgs can’t connect yet), Pipedrive people with a meeting activity (paste your API token, no app) — post to a Slack channel, or hit a signed webhook for Zapier, Make or n8n. Moving from Calendly takes one pasted token to import your one-on-one event types; personal HubSpot Meetings links import too, with anything that doesn’t carry over flagged for review.
Privacy-first calendar availability. Google and Microsoft availability use Free/Busy requests. For a public iCloud feed, WhenMeet.me downloads calendar data temporarily to calculate busy intervals; only those intervals are retained for availability, and the feed link and event details are not shown in your account.
Limits and defaults at a glance
Free plan: unlimited meetings, up to 50 participants each and 2 integrations (calendars, CRM, Slack or webhooks). Pro is a one-time $99 lifetime upgrade for unlimited integrations — see pricing.
Guests: invitees open a shared link and never need an account.
Ranking window: slots in the next two weeks are ranked by participant overlap and time-of-day fit.
Calendar reach: availability is read no more than 60 days ahead.
Booking-link defaults: 30-minute meetings, Monday–Friday 9–5 in your time zone, reminder emails 24 hours and 1 hour before.
Retention: meetings and bookings are deleted automatically 30 days after they end; details are in the privacy policy.
What WhenMeet.me does not do
It does not host video calls: a confirmed meeting gets a Google Meet link (Google hosts) or a Microsoft Teams link (Teams-enabled Microsoft 365 work or school hosts).
It does not write meeting notes or summaries.
It does not take payments or run routing forms. If you need those, compare Calendly or Cal.com before choosing.
It does not show anyone your event titles, descriptions, locations or attendees: Google and Microsoft are read through Free/Busy requests, and guests see only aggregated “N of M free” counts.