Top Drie When2Meet Alternatieven om Groepsplanning te Versnellen

Today, scheduling software is expected to offer features like automatic calendar syncing, mobile-friendly interfaces, booking pages, automated reminders, and integrations with platforms like Google Calendar, Zoom, Outlook, and Slack. When2Meet lacks in this department, and that’s why many users actively look for alternatives that can help them avail of all the latest features. Even though When2Meet works fine, modern alternatives are far more reliable, and with their automatic sync features, they outperform When2Meet by a huge margin.

Since you’re looking for When2Meet alternatives, we’ve narrowed down our search to only include options that have a resemblance to the features and utility of When2Meet, but with better features and performance. We’ve compared the best When2Meet alternative options available today and ranked them in terms of their ease of use, calendar integrations, automations, team scheduling features, mobile experience, pricing transparency, and overall value for users.

So, check out our recommendations below and get ready to migrate to a newer and less frustrating group scheduling platform that works for you rather than against you.

TL;DR: Best When2Meet alternatives

Quick recommendation: If you want a simple When2Meet alternative that has similar polling features to find a common meeting time, you can go for Rallly or Doodle. Both of these options are free to use and get the job done. However, if you want to avail of features like automatic event scheduling based on common availability, automatic calendar sync, and automatic reminders, you should go for Cal.com.

How we evaluated the best When2Meet alternatives

Finding an alternative to When2Meet meant understanding where the platform excels and finding its missing features. We did a deep dive into When2Meet and noticed that the platform primarily focuses on simple availability polls to make group scheduling easier. While that’s a noble goal, When2Meet felt dated with its features and UI. That’s when we found that there are many core features that are missing with When2Meet.

So, to ensure the alternatives we recommend do not have the same caveats, here’s a complete list of the features that are not necessarily strong with When2Meet. These features should be available and reliable in their alternatives.

• Calendar integrations: When2Meet does not allow calendar integrations natively. So, you have no way to import your availability. Each person has to manually enter their availability. This manual update is time-consuming and becomes similar to sending emails back and forth. Additionally, manual updates increase the risk of double bookings. This is why you must look for a real-time calendar sync that automatically updates your schedule on all connected calendars and devices in a When2Meet alternative.

• Scheduling automation: The platform you’re trying to replace does not offer automated bookings, reminders, or confirmations. It doesn’t even support recurring scheduling, booking, or routing workflows. This is why you must make sure the alternative you choose has these features as well as intelligent scheduling capabilities. This helps reduce the time you spend coordinating meetings and helps you be more productive at work.

• Ease of use: When2Meet is known to be dated both with its features and UI. A new addition to your workflow that causes friction will lead to a low adoption rate from your team. This is why it is crucial that you choose an alternative that has a clean and intuitive interface that makes creating, sharing, and booking meetings much faster.

• Group scheduling: When2Meet is designed primarily for basic availability polls. It does not have any support for advanced team scheduling. Without team scheduling features, it becomes very difficult to coordinate team activities and meetings. That’s why for group scheduling, you need features like round-robin scheduling, collective availability, routing forms, and team booking pages. So, make sure the scheduling software of your choice has these features.

• Customizations and integrations: Customizability helps you personalize the booking experience for your team and clients. This also helps you optimize your booking flow to seamlessly integrate it into your existing workflow. Without integration capabilities, organizations cannot use workflow tools together, and that’s where When2Meet lacks. So, make sure you choose an alternative that allows native integrations with workflow apps and customization options for both the booking flow and booking pages.

• Mobile experience: Newer When2Meet alternatives have better mobile compatibility and user experience. When2Meet is very difficult to use on the smaller screens of smartphones, so it becomes practically useless for people using mobile devices. This is why you should choose a fully responsive scheduling app that can help you with easy scheduling from any device.

• Pricing and long-term value: When2Meet is free to use, but it comes with severely limited functionality. Today, there are better alternatives with a similar free-to-use pricing structure, but better features. However, today’s tools also have premium tiers with access to premium features that are suitable for teams and enterprises.

When2Meet at a glance

The primary USP of When2Meet was that it allowed users to select a time for a common group event without asking all participants to sign up and create new accounts. So, it essentially helped people optimize their group scheduling activities with a poll. However, that’s where the benefits of When2Meet end. When it was first launched, it met user expectations perfectly. However, as time passed, users now expect a lot more from their scheduling software. Today, it is expected that scheduling software will sync your events to your calendar automatically, it is expected that the software will book the event instantly without manual input, and even send reminders when required. All these features are not available on When2Meet.

What When2Meet does well

• Free to use software: There are no paywalls when you use When2Meet, which is a pro that’s hard to beat even today. The free plan makes it suitable for students and informal groups to use the software as and when required, with no strings attached.

• Simple polls: No complicated setup process, you can just create and share availability polls in minutes.

• No account required for participants: Anyone can participate with or without an account. This makes it easier for teams and groups to mark their availability seamlessly.

• Easy to use: Even though the interface is dated by today’s standards, When2Meet is still easy to use for first-time users.

Where When2Meet falls short

As a scheduling platform, When2Meet falls short in several departments. Here’s a list of all the features that users come to expect from a platform like When2Meet but don’t get.

• No automatic calendar synchronization

• No workflow automation

• No support for recurring meetings

• No customizable booking experience

• No integration possible with productivity or video conferencing tools

• No automated booking and reminders

• No mobile-friendly design

• No team scheduling capabilities

The list, unfortunately, goes on. This goes to show how a platform hasn’t adapted to the current market requirements, and that’s the reason users are actively trying to replace it.

Why are people moving beyond When2Meet?

To help you understand the frustrations from a user’s perspective, here’s a detailed look at the shortcomings of When2Meet and how it affects an average user. You must understand that users do not like switching workflow apps meaninglessly; any new application added to the workflow means new challenges in learning it and incorporating it into the workflow. So, professionals do not take it lightly when they’re forced to migrate from one platform to another. Why are professionals being forced out of When2Meet? Here are the top reasons.

• No Calendar sync: When2Meet does not integrate with your calendars natively. This means your availability is not automatically updated on the platform if you get a meeting booking from elsewhere. This gives rise to a high chance of double bookings.

• Manual availability updates: Since there are no automatic calendar syncing options, you have to continuously update your availability every time your schedule changes manually. This becomes an awful lot like messaging your group back-and-forth to set up a meeting time.

• No automation options: When the users have chosen a time for their meeting, that’s where the functionality of When2Meet stops. It doesn’t automatically confirm the meeting time to all participants, it doesn’t send out reminders, set up recurring meetings, or send follow-up emails. All these tasks have to be done manually. This adds up to a lot of workload on the person arranging the meeting.

• No booking workflow: When2Meet does not complete the scheduling process. It doesn't even support appointment booking. There are no booking pages available on the platform, which makes it clunky for users to use it for a long time.

• Poor mobile experience: There are no native mobile applications or support for When2Meet. So, when users use the mobile version of the software, it is just the desktop page presented on a mobile screen. This is bad for mobile users and makes it very hard to operate on a tiny screen.

• Limited integrations: Integrations are one of the most important parts of modern scheduling software. However, When2Meet does not have any support for integration options for calendars, CRM platforms, communication tools, or productivity apps. This makes it hard to use for professionals and businesses.

Comparing the top three When2Meet alternatives

1. Cal.com: Best overall When2Meet alternative

Cal.com is the scheduling software that does more than just collect the availability of a group. In fact, with Cal.com, not only can you collect the group’s availability, but you can then see the available slots marked for you when everyone is available. When you choose any of the available slots, Cal.com can automatically set up an event that shows up on everyone’s calendar. Before the event, Cal.com can automatically send you and others reminders about the events, including any pertinent information or files that you have selected to be shared with everyone before the meeting. Lastly, Cal.com can also send follow-up emails automatically and even set up recurring events without manual intervention. 

All these features of Cal.com are made possible by its incredible feature depth, customizability, and integration capabilities. Here’s a brief look at the key features of Cal.com that make it stand out.

Key benefits

• Real-time calendar sync: Cal.com connects with Google Calendar, Outlook, Apple Calendar, and other calendar apps automatically. Not only that, it offers two-way sync with calendars. This means anything you update on Cal.com is automatically reflected on your calendar, but anything you update on your calendar is also automatically reflected on your Cal.com availability.

• Automated booking: Cal.com does not require polls to find a common available time slot. All you have to do is put in all the members you want to add to your event in a group event, and automatically, the available timeslots will show up from each user’s published availability schedules. This reduces the hassle of booking a common time.

• Team features: When2Meet and even its alternatives lack team features like round-robin scheduling, collective events, routing forms, and shared availability. Cal.com not only has these features, but it also ensures these features work without manual intervention once set up.

• Automation capabilities: Cal.com supports workflow automation like no other When2Meet alternative. As mentioned, you can use most of Cal.com’s features in an automated manner, once you set up the predefined rules and guidelines for the platform. From sending reminders to setting up recurring meetings, Cal.com can automate your entire booking workflow, and you don’t even need to keep checking up on it every day.

• Highly customizable: Unlike many scheduling platforms and When2Meet alternatives, Cal.com actually allows immense customization options for users. From allowing you to create completely branded booking pages to letting you customize and create new event types, tailor booking experiences, customize routing forms, and even routing logic.

• Extensive integrations: Cal.com integrates with over 3,000 workplace apps seamlessly. It is made possible by its API-first infrastructure, as well as its support for webhook connections, SDKs, and middleware. These integrations make it easy for the software to integrate with your existing workflow.

Best for

Cal.com is an obvious choice for businesses and teams given its features and capabilities. Here’s a list of all the use cases where Cal.com excels.

• Businesses managing client appointments

• Sales and customer success teams

• Healthcare and professional service providers

• Consultants and freelancers

• Educators hosting office hours

• Agencies coordinating client meetings

• Remote and distributed teams

• Anyone who wants to automate scheduling

Pricing

Cal.com has a very generous free tier that’s free forever for individuals. It supports unlimited meeting bookings and unlimited event types, along with a one-click Calendly import option to help users migrate from Calendly. The paid tiers of Cal.com start from $12/user per month.

When2Meet vs Cal.com

2. Doodle: Best When2Meet alternative for simple scheduling polls

Doodle is a simple but effective alternative to When2Meet. It follows the basic idea of When2Meet and takes it a step further with more features and calendar integrations. It modernized the format popularized by When2Meet and brought in a cleaner interface with modern styling, and also improved mobile-friendly design. Today, Doodle is commonly used by users who organize group events regularly. The use cases also extend to committee meetings, workshops, or social gatherings where participants need to vote on the most convenient time.

Key features

• Modern scheduling polls: Doodle lets you create meeting polls quickly and allows participants to vote for the time that works for them. It doesn’t require a complete data entry of everyone’s availability; it just allows users to vote on available times. The results are also easy to track and help organizers quickly identify the most popular options.

• Calendar integrations: Doodle offers basic calendar integrations with Google Calendar and Outlook. This makes it more modern and useful compared to When2Meet. The calendar integration in Doodle allows organizers to see prior engagements of the invitees when making a poll to prevent scheduling conflicts.

• Mobile-friendliness: Doodle supports desktops, smartphones, and tablets; its responsive design definitely helps it rank as a proper When2Meet alternative.

• Automatic notifications: Since Doodle supports calendar integrations, when the event time is finally decided, participants automatically receive email notifications about the finalized time. Apart from that, participants also receive email invitations when they’ve been invited to a poll.

Pros

• Easy-to-use interface

• Mobile-friendly design

• Basic calendar integration

• Automatic email notifications

Cons

• The free plan has limited features

• Doesn’t replace manual scheduling

• No workflow automations

• Limited team scheduling features

• Advanced features require a paid plan

Pricing

Doodle has a free plan that’s free to use for individuals. However, the free plan is not robust like Cal.com; it has several limitations. The paid plans start at $11/user per month.

Best for

Doodle is a good choice for casual group-based scheduling. It works well for event organizers, clubs, and community groups.

3. Rallly: Best free and open-source When2Meet alternative

If you’re looking for an open-source, lightweight scheduling tool to replace When2Meet, Rallly is a great option. It is a relatively new entry to the market, compared to the other options, but it is fully free to use and has a robust free tier like Cal.com. The software has a clean interface and a better user experience than When2Meet. It can create polls to find a suitable time for meetings; however, not having calendar integrations is certainly a negative point for Rallly. Overall, if you are a privacy-conscious user and have the hardware resources to self-host a lightweight scheduling software, Rallly is a good alternative for When2Meet.

Key features

• Simple polls: Rallly does not complicate scheduling; it takes the idea from When2Meet, just like Doodle, and makes it suited to today’s user requirements. From shareable poll links to users being able to vote without creating an account, all these features make Rallly stand out.

• Privacy-friendly: Rallly can be used by voters without creating an account. This makes it easy to use for privacy-conscious users as it doesn’t collect unnecessary user data or track user behavior. This is why it is commonly used by nonprofits and other agencies.

• Open source: The platform is fully open-source and available on GitHub. It can also be self-hosted by individuals who have the required hardware. The open source nature also lets users know exactly what’s in the code and ensures their data safety before using Rallly.

• Modern interface: In one of the best improvements made on the When2Meet idea, Rallly has a modern and minimal interface that’s easy to use and understand, even for people without scheduling software experience.

Pros

• Free to use and open source

• Has a clean and modern interface

• Excellent mobile experience

• No accounts required for voting

Cons

• No calendar integrations

• No automation features

• Not suited for businesses and teams

• Limited customization options

• Limited workflow automation options

Pricing

Rallly is mostly free-to-use; however, if you’re a power user, they have a pro tier plan that’s priced at $7 per month.

Best for

Given its open-source codebase and self-hosting capability, Rallly is great for engineers and developers who can get around the code and require only very basic scheduling.

Which alternative should you choose?

Why Cal.com wins overall

Cal.com is the only When2Meet alternative that actually functions as an end-to-end scheduling software. It offers incredible feature-depth and automation support that makes scheduling easier and less time-consuming both for users and attendants. The integration options ensure that your data is automatically updated across systems, ensuring all systems work together harmoniously. 

Additionally, Cal.com’s powerful workflow automation features ensure that once your routing rules and integrations are set up, you don’t need to keep checking up on them anymore. It simply works automatically as and when required, which makes it an invaluable addition to any workflow, be it for an individual with limited scheduling requirements or an enterprise with robust scheduling needs. 

If you’re ready to replace manual scheduling, check out Cal.com today and feel free to get started for free.

Frequently asked questions

1. Is there a better alternative to When2Meet?

Yes, there are many better alternatives to When2Meet, and the one you choose depends on your requirements. If you are a student or an educator and you have only very simple scheduling requirements, you can choose Rallly. If you’re a freelancer or an individual with casual scheduling requirements, you can choose Doodle. If you’re a business or an enterprise with proper client scheduling and team-based scheduling requirements, choose Cal.com.

2. Does When2Meet integrate with Google Calendar?

No, unfortunately, When2Meet does not integrate with Google Calendar or any calendar app for that matter. This is one of the leading cons of using When2Meet, as the software requires you to set up the events manually and then send invites to all attendees. Additionally, users must also manually enter their availability into When2Meet, which makes the user experience clunky.

3. What is the best free When2Meet alternative?

Rallly is the best totally free and open-source When2Meet alternative. However, it has serious limitations when it comes to integrations, customization options, and team scheduling. That’s why you can also choose the free tier of Cal.com as a better free When2Meet alternative.

4. Which scheduling app is best for teams?

Cal.com is hands down the best scheduling app for teams. It offers highly useful features like round-robin scheduling, routing forms, team analytics, CRM integration, and custom routing logic to help teams optimize their scheduling flow and improve productivity in the office.

5. Can I replace Doodle with Cal.com?

Yes, you can replace Doodle with Cal.com; in fact, it is one of the best ways for you to upgrade your scheduling capabilities without straining your budget. Cal.com has incredible integration capabilities, which allow you to seamlessly integrate it into your existing workflow without any disturbances. Additionally, Cal.com is highly customizable and even supports white-labeling. These features make it one of, if not the best, way to replace Doodle because it removes all of Doodle’s limitations.

6. Which tool is best for recurring meetings?

Cal.com is the best tool for recurring meetings since it is one of the When2Meet alternative software that actually supports recurring meetings. With Cal.com, you can automate booking recurring meetings once a time slot has been booked. The booking information for every meeting will be automatically added to every attendee's calendar, and accordingly, their Cal.com availability will be updated to reduce any risk of double bookings.