When2Meet has been a go-to scheduling tool for finding common availability among groups for years. Students use it to coordinate study sessions, clubs rely on it for meeting planning, and teams depend on it for finding time that works for everyone.

But if you're frustrated with When2Meet's outdated interface, complete lack of mobile experience, or limited calendar integrations, you're not alone. Many users are actively searching for When2Meet alternatives that offer modern features like automatic calendar sync, mobile-friendly interfaces, and workflow automation.

In this guide, we'll show you 3 top alternatives to When2Meet that will upgrade your group scheduling experience. Get ready for sleek interfaces, smart automation, and features that actually work on your phone.

Why You Might Need a When2Meet Alternative

When2Meet is a scheduling tool that helps you find the best time for a group to meet. 

It works for basic scheduling polls, but it has several limitations that drive users to seek better solutions. Some of the top limitations include:

Lack of Calendar Integrations 

When2Meet doesn't connect to Google Calendar, Outlook, or any calendar system. You manually enter your availability instead of pulling it automatically, which wastes time and creates errors when your calendar changes.

No Automation or Smart Availability

You fill out polls repeatedly for every meeting. There's no way to set recurring availability, save preferences, or automate the scheduling process once you've found a time.

Poor UX on Mobile 

The interface was clearly designed for desktop screens years ago. Using When2Meet on your phone requires constant zooming, tapping tiny cells, and fighting with a layout that doesn't adapt to smaller screens.

Limited Use Cases Beyond Simple Polls 

When2Meet handles time polls and nothing more. You’ll quickly outgrow its capabilities if you need advanced scheduling features like:

•  Appointment booking

• Recurring meetings

• Professional scheduling workflows

• And more

For teams, businesses, or anyone tired of clunky experiences, modern When2Meet alternatives deliver the calendar scheduling functionality you actually need.

Best When2Meet Alternatives at a Glance

We tested the top scheduling tools and narrowed them down to the 3 best options. Here they are at a glance:

1. Cal.com: Best Overall When2Meet Alternative

Cal.com is the most flexible online scheduling tool that completely replaces When2Meet while adding professional features you didn't know you needed. Unlike simple poll tools, Cal.com works as a complete calendar scheduling solution for individuals, teams, and businesses.

Key Features

• Unlimited bookings: Take as many appointments as you need, even on the free plan. There are no artificial caps that force expensive upgrades as your business grows.

• Smart routing: Cal.com’s routing forms collect customer information andautomatically  direct clients to the right team member. 

• Workflow automation: Easily automate confirmations, reminders, and follow-ups. Customize every message to match your brand voice and reduce no-shows without manual work.

• Calendar sync: Fully integrates with Google Calendar, Outlook, Apple Calendar, and more. This makes double booking impossible. Changes sync instantly across all platforms.

• Automated reminders: Cut down no shows, boost attendance, and ensure optimal use of your time.  

• Team scheduling: Distribute tasks evenly across your team using the round-robin feature. Alternatively, let clients choose their preferred person.

• Customizable booking pages: Fully branded booking pages with your logo, colors, and messaging to create a polished, professional experience

• Time-based rules: Add buffers between appointments to avoid overlapping or to give yourself breathing space.

• Multi-location support: Manage bookings across multiple locations from a single dashboard. Each can have its own calendars and booking rules for smoother coordination.

• Multi-language support: Cal.com detects time zones and browser languages, making it ideal for multi-time-zone/multi-language meetings.

Use Cases

Cal.com is a versatile scheduling tool that has many use cases. It works for:

• Teams coordinating internal meetings

• Friends or students organizing a meetup

• Businesses managing appointments

• Educators coordinating office hours

• And more

It basically works for anyone who schedules meetings regularly

Why Cal.com Is Better Than When2Meet

Cal.com replaces manual polls with intelligent automation. Instead of asking people to fill out grids every time, you share a custom booking link that shows real-time availability pulled from your calendar. Meetings get booked in seconds rather than days of back-and-forth.

I use Cal.com to schedule and manage meetings efficiently, and it really helps me share my availability with others. What I like most about Cal.com is how simple and flexible the scheduling experience is. The interface is very clean, so it's easy to create different event types, set my availability, and share a single link instead of going back and forth to fix a time. — G2 user.

The mobile experience actually works. Cal.com's responsive design means scheduling on your phone is as easy and intuitive. You don’t struggle with tiny buttons or awkward interfaces.

Cal.com’s calendar integration means your availability updates automatically. When you change your calendar, your booking page updates instantly. You don’t have to rely on outdated polls that show times you're no longer free.

Pricing: Free plan with unlimited bookings. Paid plans start at $15/month.

2. Doodle: Best When2Meet Alternative for Simple Group Polls

Doodle is the closest functional replacement to When2Meet with a significantly better user experience (UX). If you love the time poll concept but want a modern interface and basic calendar sync, Doodle delivers exactly that.

Key Features

• Group polls and time voting: Create polls with multiple time slots and let participants vote on availability. See at a glance which times work for most people.

• Calendar sync: Integrates with your calendar to show existing commitments while polling. Prevents double-bookings and speeds up the process.

• Email notifications: Automatic notifications alert participants of new polls and final times, keeping everyone informed without manual follow-ups.

• Ease of use: Clean, modern, and easy-to-use interface that also works well on mobile. 

Limitations Compared to Cal.com

Doodle excels at polls. However, it doesn't offer automated booking, team scheduling, or advanced workflows. You still have to coordinate through polls rather than direct calendar booking. For one-time group decisions, Doodle works great. For recurring scheduling or professional use cases, Cal.com's automation saves more time.

Best For

Doodle is best for quick group decisions when you need a meeting poll scheduler, but don't need full scheduling automation. Perfect for occasional team lunches, social events, or committee meetings.

Pricing: Free plan available. Paid plans start at $6.95/month for additional features.

Rallly: Best Free and Open-Source When2Meet Alternative

Rallly is a lightweight, modern alternative to When2Meet. As a free, open-source scheduling website, it provides simple polling functionality without tracking or monetizing your data.

Key Features

• Privacy-friendly: No user tracking, data selling, or account setup required for participants. Share poll links and collect availability without surveillance.

• Simple scheduling polls: The interface is clean and minimal, focusing solely on finding common availability. No feature bloat or confusing options that get in the way of coordinating a time.

• Clean interface: Rallly's modern design makes When2Meet look ancient by comparison. The mobile experience actually works, and the interface adapts well to different screen sizes.

• Open source: Like Cal.com, Rallly is open source. You can review the code, self-host if desired, or contribute improvements to the project.

Limitations

Rallly handles polls well but lacks essential scheduling features like calendar integration, automated booking, or custom workflows. You coordinate through polls like When2Meet, instead of offering direct scheduling on a calendar

Best For

Rallly is best for casual groups and communities that want a free scheduling tool without privacy concerns. Perfect for volunteer organizations, study groups, or friend gatherings where simplicity matters more than automation.

Pricing: Completely free and open source.

How to Choose the Right When2Meet Alternative

To choose the right When2Meet alternative for your needs, ask yourself these questions:

Do you need calendar integrations? If yes, choose Cal.com for full automation or Doodle for basic sync. When2Meet and Rallly don't offer calendar integration.

Are you scheduling groups or teams? For one-time group polls, Doodle or Rallly work fine. For team scheduling, recurring meetings, and professional workflows, Cal.com is the only real option.

Do you want automation or just polling? If you're happy with polls and don't mind manual coordination, Doodle and Rallly upgrade the When2Meet experience. If you wish to eliminate polls with automated booking, Cal.com is the answer.

Do you need mobile support? All 3 alternatives work well on mobile, unlike When2Meet. Cal.com offers the most polished mobile experience with full feature parity.

What's your budget? Rallly is 100% free. Cal.com offers a generous free plan with unlimited bookings. Doodle's free plan is more limited. For professional use, Cal.com's paid plans ($15/month) deliver the best value.

Best When2Meet Alternatives: Final Verdict

Cal.com is the best overall alternative to When2Meet for anyone who schedules meetings regularly or needs professional functionality. It replaces manual polls with intelligent automation, syncs with your calendar, and offers features that scale from solo use to enterprise teams. This, and more, make it the smart upgrade.

Best When2Meet Alternatives: Your FAQs Answered

What is the best alternative to When2Meet for group scheduling?

Cal.com is the best When2Meet alternative for group scheduling because it offers automated booking, calendar integration, and team coordination features that eliminate manual polls entirely. For simpler needs, Doodle provides modern polling with basic calendar sync.

Why should I switch from When2Meet to a modern scheduling tool?

Modern scheduling tools like Cal.com offer calendar integration (no more manual availability entry), mobile-friendly interfaces, automated booking, and professional features. You save time, reduce scheduling errors, and create better experiences for everyone involved.

Is Cal.com better than When2Meet for scheduling meetings?

Yes. Cal.com is better than When2Meet for several reasons. It replaces manual polls with automated booking that pulls availability from your calendar in real time. You share a booking link instead of a poll, and meetings get scheduled in seconds rather than days of coordination. The interface works on mobile, syncs with calendars, and offers professional features that When2Meet lacks entirely.

Are there free When2Meet alternatives with calendar integration?

Yes. Cal.com offers a free plan with unlimited bookings and full calendar integration with Google Calendar, Outlook, and iCloud. Rallly is free but doesn't include calendar integration. Doodle has a free plan with basic calendar sync but limited features.

Which When2Meet alternative works best for teams and recurring meetings?

Cal.com is the best When2Meet alternative built for teams and recurring meetings. It offers team scheduling, round-robin distribution, collective availability, recurring booking options, and workflow automation.