The Ultimate Guide to When2Meet

When2Meet is an easy online tool for free which makes arranging events for large numbers of participants simple. If you’re on budget but need to get many people to decide on a time and date to meet, When2Meet is a good alternative.

This guide will discuss When2Meet’s features, and the limitations of its features.

What exactly is When2Meet?

The calendar is online and that was designed to assist in coordinating activities for a wide range of individuals. Participants can pick the times and dates that they’re able to join and see others’ availability. This lets the group select a suitable time for everyone.

When2Meet is a great option for:


  • Students
  • Freelancers
  • Small companies

The app is straightforward in its intent and capabilities.

When2Meet offers

When2Meet provides the basic features for scheduling (and not much more). This is why It doesn’t have any advanced functions.

When2Meet offers:

  • Group and event scheduling
  • 1:1 scheduling
  • Multiple duration lengths

What is missing from When2Meet:

Integration with Google Calendar

When2Meet does not connect to other calendars. However, should When2Meet allowed users to connect their calendars with Google’s Calendars it would mean there was no reason for users to need to change their availability. Google will take care of the updating on their own (and users would not have to wait around for everyone else to make changes to their calendars).

Confirmation emails

When someone creates events, they will receive an unique event link to give to other people. This is the only way to gain access to the event’s page and, without it the event is deleted. Confirmation emails might contain the link and permit participants to receive in-real-time announcements regarding the availability of the event.

Repeat availability

Many users would like to have an idea of their friends’ plans for the month ahead. Although When2Meet allows this however, choosing available dates is not efficient. The service isn’t able to let users repeat the availability of a particular day. For example, if a user is available every Thursday between 10am and 2 pm, they will need to select these timeslots for each Thursday in the month.

Mobile optimization

The When2Meet mobile site appears and works the same as the website version, which isn’t the most efficient. Since a mobile’s screen is significantly smaller than a desktop drag and toggle are challenging for mobile users.

Frequently asked questions

How many people are you able to host in an event? When2Meet event?

There don’t seem to be any restrictions as to how many people you can invite using one link.


What is what does “Optional Password” accomplish?

The founder of When2Meet wanted to offer users the choice of privacy. Although users can’t get access to events without an link, the participants of an event are able to alter other participants their availability. Users can secure their own calendars creating a password that locks out other users using identical links.

What are the reasons you might choose to use When2Meet instead of other more advanced calendar applications?

When2Meet isn’t as good in many aspects, particularly in comparison to the more sophisticated calendar platforms. There are however a couple of advantages to using When2Meet over other calendars:

Private is a secure and private web browser that doesn’t require the user to enter any private information, therefore there is no risk. If your aim is to keep information private, When2Meet is a good option. (This could be one of the reasons it hasn’t partnered to Google Calendars, as doing this would eliminate the benefit.)

Simple It is possible to have something to be said about the When2Meet’s ease of use. If you’re looking for a way to manage an event for several individuals without needing to explain a variety of options, When2Meet might be an ideal choice.

Affordable Finally, When2Meet is completely free. It’s a good option in the event that you don’t think you’ll need an online calendar, unless you’re organizing special occasions.

How do I sign into When2Meet?


When2Meet allows users to sign-in by entering the name of the user and a password. This feature, however, isn’t exactly clear.

You can log into When2Meet at multiple occasions and do not have to sign in using the same password. The initial password you choose to use is not going to have any impact on your subsequent experiences.

How do you set up When2Meet?

After a user has entered their email address as well as a password, they’re directed to a webpage with two graphs. One indicates the availability of the individual user and the other that displays the availability of the entire group.

You can alter your personal availability using the easy drag-and-drop method. The whole graph begins as pink and has “Available” dates marked in green. To change the time slots and dates green, one simply drags the mouse across the cells they want to change.

If somebody updates their availability, the group chart updates in real-time. Users can hover over a specific block of time to see the numeric format of the time when everyone is available for a meeting.

When2Meet does not need users to hit an “Save” button prior to leaving. This could be a concern for first-time users with no prior experience using the platform. The site informs users about this feature by putting a note that reads, “Click and drag to toggle, save instantly,” above their personal calendars. But, since the text is so small, it’s easy to miss it.

How to create a If2Meet event


Due to the fact that When2Meet is so simple organizing an event is easy:

1. Visit the When2Meet website.

2. Give your meeting a name. gathering.

3. Pick the days and times that you would like to have your event.

4. Make sure you check the time zone.

5. Click to to create an event.

Pricing at When2Meet

When2Meet is a service that is free. The donations and advertisements help fund the operation.

A more durable option

While When2Meet can be used for basic needs Some of us require an additional calendar software that offers additional features and options. The features of tech magazines include calendar overlays and single-use links as well as smart time zone updates, and limitations on scheduling — but it’s easy and simple to use.

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