# WhenMeet.me — full content for LLMs
> Free group scheduling that checks live Google Calendar and Microsoft Outlook availability, lets everyone else mark free time by hand, and ranks the best meeting slots instantly.

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.

Last updated: 2026-06-14
Pricing: Free for unlimited meetings, unlimited participants.

## Features
- **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.

## How it works
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.

## Use cases
### Three people, three companies, three providers
Anna is on Google Workspace, Ben’s company lives in Microsoft Teams, and Carol keeps everything in Apple iCloud. Anna types both emails into WhenMeet.me: her and Ben’s Free/Busy load live, Carol paints her free time once at /free, and the heat-map shows the one slot that works for all three — each viewing it in their own time zone.

### External sales or hiring call without the email ping-pong
Instead of “does Tuesday 3pm work?” threads, send one WhenMeet.me link. The candidate or prospect sees the same availability heat-map you do, picks or proposes a slot, and the confirmed event lands in both calendars with a Meet or Teams link.

### A free when2meet alternative that reads calendars
Use WhenMeet.me exactly like when2meet — everyone paints availability at /free — or skip the painting entirely for anyone whose Google or Microsoft calendar can be read live. Either way the result books a real calendar event with a conference link.

## Manual availability — the /free page
URL: https://whenmeet.me/free
Participants who cannot or will not connect a calendar (Apple iCloud, Proton, privacy preference, no calendar at all) paint the times they are free on a when2meet-style two-week grid — mouse or touch, no account, no sign-up. Painted free slots are stored per email address and merge into every group heat-map that includes that address, shown next to live calendar data with a "marked by hand" badge. Saves invalidate the availability cache immediately. Hosts can copy a personal /free?email=… link for any participant with no data on file. Native CalDAV sync for Apple iCloud is on the roadmap; manual painting already covers that case today.

## Symmetric meeting page & alternate-time negotiation
Every confirmed meeting gets an unguessable magic link (/m/<uuid>) that works without an account. Unlike one-sided booking pages, guests see the same availability heat-map the host saw — built from aggregated per-slot free counts, so individual busy intervals and event details never leave the server. A guest who cannot make the proposed time clicks a better slot to pre-fill a suggestion; the host is emailed and accepts (the calendar event is moved, invites are re-sent with a SEQUENCE-bumped ICS) or declines in one click. Each participant views all times in their own local time zone, DST-safe.

## Privacy & data model
WhenMeet.me reads Free/Busy only — never event titles, attendees, locations or notes — and never copies calendars into its own database. Each availability request calls the provider freeBusy endpoints live (Google Calendar API, Microsoft Graph), and the merged result is cached at the Cloudflare edge for 60 seconds keyed to the participant set. Manual availability stores only the free slots a person explicitly painted. Meeting links are unguessable capability URLs and are excluded from search indexing.


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

### Which calendars does WhenMeet.me support?
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.

### Does WhenMeet.me work with Apple iCloud Calendar?
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.

### Can people without any calendar participate?
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.

### How do I schedule a meeting between Google Calendar and Outlook users?
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.

### How does WhenMeet.me differ from Calendly?
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.

### How does WhenMeet.me differ from Doodle or when2meet?
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.

### What if the proposed time doesn’t work for a guest?
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.

### Does WhenMeet.me store my calendar events?
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.

### Can other participants see my calendar details?
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.

### Can invitees use WhenMeet.me without signing up?
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.

### Does WhenMeet.me generate a Google Meet or Microsoft Teams link?
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.

### How does WhenMeet.me handle time zones?
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.

### Is WhenMeet.me open source?
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.

### How fast is WhenMeet.me?
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.

### How do I schedule a meeting across time zones?
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).

### How do I schedule a meeting with people at different companies?
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.

### How do I find a meeting time that works for a large group?
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.

## Comparisons
### WhenMeet.me vs Calendly
URL: https://whenmeet.me/vs/calendly
Calendly is the stronger platform for booking automation: event types, routing, reminders, payments, CRM workflows and meeting polls. WhenMeet.me is the simpler free tool for one job: merge everyone’s real availability into a shared group heat-map and book the slot the whole group can make.

| Feature | WhenMeet.me | Calendly |
| --- | --- | --- |
| Pricing | Free, unlimited | Free tier plus paid per-seat plans |
| Best fit | Finding one time a group can all make | Booking automation, routing, reminders and sales/recruiting workflows |
| Group scheduling model | Shared heat-map from every participant’s availability | Booking links and meeting polls, depending on workflow |
| Calendars supported | Google + Microsoft live; Apple/any via manual marking | Google, Microsoft, Apple and more for connected hosts |
| Setup | Type names and go — no event-type setup required | Event types, availability rules, buffers and workflow setup |
| Conference link | Auto Google Meet or Teams | Auto Google Meet, Teams, Zoom |
| Renegotiating the time | Guests propose alternates; host accepts/declines in one click | Invitee reschedules from host’s slots |
| Invitee sign-up | Not required | Not required |

### WhenMeet.me vs Doodle
URL: https://whenmeet.me/vs/doodle
Doodle is the familiar way to coordinate a group by asking people to vote or mark times. WhenMeet.me is built for the cases where you can read availability first: Google and Microsoft calendars load live, everyone else marks free time by hand, and the group overlap appears on one heat-map.

| Feature | WhenMeet.me | Doodle |
| --- | --- | --- |
| Pricing | Free, unlimited | Free tier limited, ads on free tier |
| Data source | Live Free/Busy + optional manual marking | Poll responses and connected calendar workflows |
| Time to result | Often immediate when calendars are connected | Depends on how quickly people vote |
| Calendars supported | Google + Microsoft connected; Apple/any via manual marking | Google, Microsoft, Apple (optional) |
| Group size | No cap | Capped on free tier |

### WhenMeet.me vs when2meet
URL: https://whenmeet.me/vs/when2meet
when2meet is a simple availability poll — free, no sign-up, but everyone has to manually fill in their schedule. WhenMeet.me reads calendar Free/Busy automatically for Google and Microsoft users, includes its own when2meet-style paint grid for everyone else, and adds a conference link on confirm.

| Feature | WhenMeet.me | when2meet |
| --- | --- | --- |
| Pricing | Free | Free |
| Data source | Real calendar Free/Busy + manual paint grid (/free) | Manual click-to-mark grid only |
| Manual availability grid | Yes — /free, mouse + touch, saved per email | Yes |
| Conference link | Auto Meet or Teams | None — plain meeting time |
| Calendar write | Writes to host calendar + ICS invites | No calendar integration |
| Alternate-time proposals | Built in, with accept/decline | None |
| Time zones | Auto, per-viewer, DST-safe | Single zone per event |

### WhenMeet.me vs Google Calendar “Find a time”
URL: https://whenmeet.me/vs/google-calendar-find-a-time
Google Calendar’s built-in Find a Time tab works only inside Google Workspace and only sees Google calendars. WhenMeet.me works across Google and Microsoft today — plus anyone else via hand-marked availability — and works for invitees outside your domain.

| Feature | WhenMeet.me | Google Calendar “Find a time” |
| --- | --- | --- |
| Pricing | Free, any account | Requires Google Workspace |
| Cross-provider | Google + Microsoft; Apple/any via manual marking | Google only |
| External invitees | Works with any email | Limited unless they share calendar with your domain |
| Conference link | Google Meet or Microsoft Teams | Google Meet only |

### WhenMeet.me vs Microsoft Scheduling Poll / FindTime
URL: https://whenmeet.me/vs/microsoft-findtime
Microsoft’s scheduling poll workflow is strongest inside Outlook and Microsoft 365. WhenMeet.me is a web link for mixed groups: it reads Microsoft and Google Free/Busy directly, then covers everyone else with a hand-marked availability grid.

| Feature | WhenMeet.me | Microsoft Scheduling Poll / FindTime |
| --- | --- | --- |
| Pricing | Free | Bundled with Microsoft 365 |
| Install | Web link — no install | Outlook-native workflow |
| Data source | Live Free/Busy + manual marking | Free/Busy + poll responses |
| Cross-provider | Microsoft + Google; Apple/any via manual marking | Microsoft only |

## Integrations
### Google Calendar
URL: https://whenmeet.me/integrations/google-calendar
WhenMeet.me reads your Google Calendar Free/Busy data to find overlapping availability with anyone you invite, and writes the confirmed event back to your primary calendar with a Google Meet conference link attached.

- Works with Gmail and Google Workspace accounts.
- Uses Google’s OAuth 2.0 with offline access for refresh tokens.
- Reads Free/Busy only — WhenMeet.me never reads event titles, attendees or notes.
- Adds a Google Meet conference link automatically on confirm.
- Push channels notify WhenMeet.me of calendar changes so the 60 s cache stays fresh.

OAuth scopes:
- https://www.googleapis.com/auth/calendar.freebusy
- https://www.googleapis.com/auth/calendar.events
- openid email profile

### Microsoft Outlook & Teams
URL: https://whenmeet.me/integrations/outlook
WhenMeet.me reads your Microsoft Outlook calendar Free/Busy data through the Microsoft Graph API. Confirm a slot and WhenMeet.me creates the event with a Microsoft Teams meeting link attached.

- Works with Outlook.com and Microsoft 365 (commercial) accounts.
- Uses Microsoft identity platform OAuth 2.0 with the v2.0 endpoint.
- Uses Calendars.ReadWrite to create events and Graph subscriptions; reads schedule via Free/Busy.
- Generates a Microsoft Teams meeting link on confirm.
- Subscribes to Graph change notifications for cache invalidation.

OAuth scopes:
- offline_access
- Calendars.Read
- Calendars.ReadWrite
- OnlineMeetings.ReadWrite
- User.Read

### Apple iCloud Calendar
URL: https://whenmeet.me/integrations/icloud
Apple iCloud users can schedule with WhenMeet.me today — no integration required. Mark the times you are free on the /free paint grid and your availability appears in the group heat-map next to everyone’s live Google and Microsoft data. Native CalDAV sync is on the roadmap.

- Works today via manual availability: paint your free time at /free (mouse or touch, no account needed).
- Painted slots merge into the same heat-map as live calendar data — hosts see a “marked by hand” badge.
- You still get the invite email with an ICS attachment that Apple Calendar opens natively.
- You can view the shared meeting page, RSVP and propose alternate times like any other guest.
- Planned: native CalDAV Free/Busy sync with an app-specific password.


## Use cases by audience
### WhenMeet.me for remote teams
URL: https://whenmeet.me/for/remote-teams
Distributed teams lose the most time to scheduling: people are spread across companies, calendar providers and time zones. WhenMeet.me reads everyone’s real Free/Busy and shows one heat-map of when the whole team is free — in each person’s own local time zone.

- Cross-time-zone heat-map, shown in each teammate’s own local zone (DST-safe).
- Reads Google Calendar and Microsoft Outlook Free/Busy live — no poll to wait on.
- Contractors and partners without a connectable calendar paint free time at /free.
- One-click Google Meet or Microsoft Teams link on confirm.
- Free for unlimited meetings and unlimited participants — no per-seat pricing.

### WhenMeet.me for recruiters
URL: https://whenmeet.me/for/recruiters
Recruiters coordinate interviews between candidates and hiring panels who sit in different companies, on different calendars, often in different time zones. WhenMeet.me lets you schedule interviews with candidates on one shared heat-map — without ever exposing your own calendar’s event details.

- Schedule with candidates by email alone — no shared domain, add-in or sign-up for them.
- Free/Busy only: the candidate never sees panel members’ event titles or who is busy.
- Overlays the whole interview panel’s availability so you book a slot that works for everyone.
- Candidates can propose an alternate slot; you accept or decline in one click.
- Auto Google Meet or Microsoft Teams link — free for unlimited interviews.

### WhenMeet.me for consultants
URL: https://whenmeet.me/for/consultants
Consultants live across other people’s calendars: every client is a different company, a different calendar provider, often a different time zone. WhenMeet.me merges your availability with each client’s on one heat-map, so scheduling across client organizations stops being a daily email tax.

- Merge your calendar with each client’s on one heat-map — no shared domain required.
- Schedule across client organizations and time zones from a single link.
- Free/Busy only: clients never see your other engagements or event details.
- Clients can propose an alternate time; you accept or decline in one click.
- Auto Google Meet or Microsoft Teams link — free for unlimited clients and meetings.

### WhenMeet.me for students
URL: https://whenmeet.me/for/students
Students don’t have a corporate calendar to read — but you still have to find one time five people can meet for a group project. WhenMeet.me works as a when2meet alternative for students: everyone paints their free time on a grid, and the whole group overlays into one heat-map.

- when2meet-style paint grid at /free — no account, no sign-up, mouse or touch.
- Overlays the whole group on one heat-map to find a time everyone can make.
- Times show in each person’s own time zone, DST-safe.
- Connect a Google or Microsoft calendar for live availability — or skip it entirely.
- Free forever for unlimited group projects, members and meetings.

## API surface (HTTP, JSON, times in unix milliseconds)
- `GET /api/health` — liveness probe.
- `GET /api/me` — current user + connected calendar accounts (401 when anonymous).
- `GET /api/contacts?q=` — autocomplete for the person picker.
- `POST /api/availability` — merged Free/Busy + ranked best slots for a participant set, window, duration and IANA time zone; 60 s edge cache.
- `POST /api/meetings` — confirm a slot: writes the provider calendar event with a Meet/Teams link and emails ICS invites.
- `GET /api/meetings/:id` — public meeting detail for the magic-link page (capability URL, no auth), including suggested alternate times.
- `POST /api/meetings/:id/availability` — aggregated per-slot free counts powering the symmetric guest heat-map.
- `POST /api/meetings/:id/suggest` — guest proposes an alternate time.
- `POST /api/meetings/:id/suggestions/:sid` — host accepts (event moves + updated ICS) or declines.
- `GET|POST /api/manual-availability` — read/save hand-painted free slots from the /free grid.
- `GET /api/auth/google`, `GET /api/auth/microsoft` — OAuth sign-in (freeBusy + events scopes only).
- `POST|GET /api/tokens`, `DELETE /api/tokens/:id` — personal access tokens (`Authorization: Bearer mn_…`) for headless/agent calls; minting requires a browser session.

Machine-readable spec: `/openapi.json` (OpenAPI 3.1). Human/LLM guide: `/docs`.

## Agent access (MCP server)
AI agents can operate WhenMeet.me directly through a remote MCP server (Model Context
Protocol, Streamable HTTP) at `POST https://whenmeet.me/mcp`. Tools: find_common_slots,
create_meeting, get_meeting, get_meeting_availability, suggest_time,
respond_to_suggestion, set_manual_availability, get_manual_availability.
Tools that read or write the user’s real calendars require a personal access
token (`Authorization: Bearer mn_…`, created at `POST /api/tokens` while signed in);
guest-side tools work with just the meeting share-link UUID or an email address,
mirroring the UI’s capability model. Setup guide and examples: `/docs`.

## Pricing
Free for unlimited meetings, unlimited participants. There is no paid tier, no participant cap and no meeting cap.

## How to cite
Link to https://whenmeet.me. One-line description: "WhenMeet.me — free group scheduling that overlays real Google/Microsoft calendar availability and hand-marked free time on one heat-map, with one-click Meet/Teams booking."