WhenToMeetWhenToMeet

Getting Started

WhenToMeet helps you find a time to meet without the back‑and‑forth. You can create event polls for groups (no account required) and, if you want, set up personal booking links so others can book time with you directly. Optional Google Calendar sync adds temporary "[HOLD]" overlays to avoid double‑booking and automatically cleans them up when a time is finalized.

What you can do in 60 seconds

  • Create a group poll and share a link so people mark availability
  • Finalize a time and send a calendar invite or download an ICS
  • Optionally connect Google Calendar to see conflicts and auto‑add events
  • Set up a personal booking link for one‑to‑one scheduling
  • Add to home screen for app-like access on mobile and desktop

Quick start A: Create a group event poll (no account needed)

  1. Go to /events/new.
  2. Enter a title and description (Markdown supported). Add proposed time slots.
  3. Share the event link with your participants.
  4. Participants mark availability (no login required). Optionally sign in to enable calendar sync.
  5. Finalize the best time. When finalized:
    • Participants with calendar sync get the confirmed event added
    • Temporary "[HOLD]" overlays (if enabled) are removed
    • You can download an .ics file for anyone to import

Tips

  • You can allow either "Everyone" or "Organizer only" to view results when creating the event.
  • Use clear slot labels and a descriptive title to avoid confusion.

Related docs: Event creation URLs, Markdown support, Time zones

  1. Sign in at /login.
  2. Set your username (for your public page) in Settings → Profile, or see Username settings.
  3. Connect Google Calendar in Settings → Calendar Connections, or see Calendar connection.
  4. Define your availability at /en/bookings/availability or see Setting availability.
  5. Create a bookable event at /en/bookings/manage (e.g., "30‑minute meeting").
  6. Share your public page: /en/me/<your-username> so others can book.

Tips

  • Use buffer times, advance notice, and max advance windows (see Advanced availability).
  • You can keep a default event and optionally create additional events for different durations.

Related docs: Personal booking page, Booking management, Multi‑calendar

Google Calendar sync and "[HOLD]" overlays (optional)

Connecting Google Calendar is optional but useful.

What happens when enabled

  • When you mark yourself available in a poll, temporary "[HOLD]" events are created on your calendar for those slots (to help avoid double‑booking).
  • When the organizer finalizes a time, all related holds are removed and a single confirmed event is added to your calendar.
  • For booking links, confirmed bookings are added automatically according to your availability and preferences.

Privacy and scopes

Add to home screen

For the best mobile and desktop experience, add WhenToMeet to your home screen:

  • Mobile: Use your browser's "Add to Home Screen" option
  • Desktop: Install as a web app from your browser's address bar
  • Benefits: Quick access, app-like interface, and faster loading

See our complete guide: Add to home screen

Pricing and availability

  • We offer a generous free tier with paid plans for advanced features. See /en/pricing for current details.
  • Group event polling remains free for all users.

Frequently asked questions

  • Do I need an account to vote in a poll? No. Anyone with the link can mark availability.
  • Do I need Google Calendar? No. Calendar sync is optional.
  • What about time zones? We auto‑adjust for each participant’s local time. See Time zones.
  • How do I manage bookings? Use /en/bookings/manage. See Booking management.
  • Where can I change my availability later? /en/bookings/availability.
  • How do I handle multiple calendars/accounts? See Multi‑calendar.

Troubleshooting

  • Calendar not connected or permissions expired → Reconnect in Settings → Calendar Connections. See Calendar connection and Calendar access & privacy.
  • Bookings not showing in the calendar → Confirm you connected the correct account and selected the output calendar in Settings.
  • People see the wrong times → Ask them to check their device time zone; see Time zones.

Next steps

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