10 Best When2Meet Alternatives for Easy Scheduling in 2025

You’re trying to plan a meeting. At first, it seems simple. You just need to find a time that works for everyone. 

But then the back and forth begins. 

‘I’m free Monday morning!’ 

‘Can’t do Monday, what about Tuesday?’

‘Tuesday’s bad for me, maybe Thursday?’

Before you know it, you’re drowning, and the meeting still isn’t scheduled.

When2Meet has been a popular choice for quickly checking availability, but it has limitations. If you’re looking for popular calendars with better integrations, automated scheduling, or a more seamless experience, you’ve got plenty of options. 

In this blog post, we’ll explore some of the best When2Meet alternatives to help you schedule events without the chaos.

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When2Meet Alternatives at a Glance

Let’s look at a quick comparison of the best When2Meet alternatives:

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What is When2Meet? 

When2Meet is a no-sign-up, simple scheduling tool that helps teams find a mutual time to meet. Instead of endless back-and-forth messages, it lets many users mark their common availability on a shared grid. This daily planner app is lightweight, easy to use, and doesn’t require anyone to create an account.

After each person inputs their availability, this survey-based tool dynamically updates to highlight overlapping free periods. 

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Limitations of When2Meet

While When2Meet is a simple software useful for quickly gathering availability, it lacks a few more features that might be deal-breakers depending on what you need:

• No calendar integration: You can’t sync it with your Google, Outlook, or iCloud calendars. This means you need to check and update your current availability manually
• No automated reminders: Once a time is chosen, it’s up to you to remember it. There are no follow-up alerts or emails related to events 
• Outdated interface: The design is functional but feels a bit clunky and dated, especially compared to modern scheduling tools
• No timezone support: If you’re coordinating across different time zones, you’ll need to convert times manually
  Lacks customization: You can’t add your branding, customize the poll design, or collect extra information from participants with When2Meet 
• Limited collaboration features: When2Meet has no built-in chat, file sharing, or comment system, so any discussion around scheduling has to happen elsewhere

These limitations make When2Meet better suited for quick, informal scheduling rather than more professional or recurring use cases.

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The Best When2Meet Alternatives to Use

If you’re looking for scheduling tools that offer more features, integrations, or a smoother user experience than When2Meet, here are some top alternatives worth exploring:

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How we review software at ClickUp

Our editorial team follows a transparent, research-backed, and vendor-neutral process, so you can trust that our recommendations are based on real product value.

Here’s a detailed rundown of how we review software at ClickUp.

1. ClickUp (Best all-in-one project management tool with calendar and meetings)

Try ClickUp Calendar

ClickUp, the everything app for work, brings scheduling, teams, and time management together, making it a powerful alternative to When2Meet.

For instance, ClickUp Calendar is a full-fledged scheduling hub built for collaboration. One of its most unique advantages is the ability to create, edit, and manage events directly within the ClickUp workspace. 

Use this tool to configure working hours, block time to boost productivity, or set up multiple calendars for different teams or roles. This video shows you how!

You can also invite guests (even if they’re not part of your workspace) and set custom recurrence rules.

ClickUp Calendar connects your schedule with your actual work. This task scheduling software can attach docs, tasks, subtasks, and even notes directly to events.

💡 Pro Tip: Use Calendar Glance to view upcoming events from anywhere in your Workspace!

When you need to join a scheduled meeting, you can do so directly from within ClickUp—no app-switching or tab-hopping required.

If ClickUp Calendar helps you schedule smarter, ClickUp Meetings takes it a step further by turning your meetings into action.

This meeting management software automatically generates meeting agendas, tracks talking points, assigns action items in real time, and links everything directly to tasks or docs. 

Plus, if you missed a meeting, you can ask ClickUp Brain questions like ‘What did we decide about the launch timeline?’ and get instant answers without digging through the entire document.

While ClickUp Calendar and Meetings keeps your schedule organized, ClickUp Calendar View acts as a fully interactive task management solution.

It comes with customizable time frames, including day, four-day, week, and month views, and is perfect for getting a bird’s-eye view of upcoming deadlines, shifting timelines, and prioritizing what needs to be done (without ever leaving the workspace).

If you’ve already streamlined your meetings and scheduling, use ClickUp Employee Schedule Template to get a clear, organized way to assign shifts, track availability, and prevent conflicts. 

It lets you organize work and match tasks to each team member’s availability, helping you avoid burnout and improve team communication.

Get free template

Additionally, you can even add Custom Fields like hourly rates, roles, and shift managers to stay on top of workforce planning. And when it comes to how you view your schedule, you’re in charge—switch between Weekly Schedule, Employee Capacity, or Status Board to get the exact insights you need.

ClickUp best features 

• Use ClickUp AI Notetaker to automatically join your meetings, transcribe conversations, summarize decisions, and highlight follow-ups
• Create custom scheduling forms using ClickUp Forms to collect availability or preferred meeting times, automatically converting responses into tasks for follow-up
• Track actual time spent on tasks using ClickUp Time Tracking or integrations like Toggl and Harvest, helping you evaluate how work aligns with scheduled plans
• Automate recurring administrative tasks such as reminders, task assignments, or follow-ups for rescheduled or amended meetings with ClickUp Automations
• Build a centralized view of all upcoming meetings, team availability, and scheduling conflicts using ClickUp Dashboards
• Collaborate on meeting agendas or notes directly within the same platform using ClickUp Docs
• Integrate your Google and Outlook calendars with ClickUp Calendar to have an all-in-one view of all your tasks, meetings, and commitments

ClickUp limitations 

• Although this is the best meeting scheduling app, the number of key features can be overwhelming for first-time users 

ClickUp pricing

ClickUp ratings and reviews 

• G2: 4.7/5 (10,500+ reviews)
• Capterra: 4.6/5 (4,500+ reviews)

What are real-life users saying about ClickUp?

Here’s a G2 review:

🌟Bonus: Talk to Text in ClickUp (via Brain MAX) makes it easy to create a new calendar event using your voice instead of typing.

• Simply press and hold the Talk to Text shortcut key (like fn or your custom key), speak your event details (for example, “Schedule a meeting with the marketing team next Monday at 10 am”), and release the key
• Your speech is instantly converted to text using AI and pasted into the event creation field or the Brain Assistant’s prompt bar
• ClickUp AI then interprets your spoken instructions and can create the calendar event for you, filling in the title, date, time, attendees, and other details—all hands-free

2. Calendly (Best for automating meeting scheduling with shareable links)

Calendly is a scheduling tool that helps manage availability and reduce calendar clutter. For more control over who books time with you, Calendly offers hidden event types that help you create invite-only links to keep certain 1:1 and group meetings private. 

When coordinating with several people, Calendly’s meeting polls make it easier to find a time that works for everyone—invitees vote on preferred slots, and you choose the final time based on group availability.

Calendly best features 

• Customize notifications by setting reminders, choosing lead times, and selecting delivery methods like email or desktop alerts
• Integrate payment processing to collect fees from customers during the scheduling flow
• Coordinate team meetings by pooling members’ availability, allowing invitees to book a time that works for everyone
• Capture notes and recap meetings with the Calendly Notetaker

Calendly limitations 

• At times, the calendar settings may change without your involvement, resulting in confusion 
• The different types of rules associated with scheduling can be a bit confusing 

Calendly pricing

• Free
• Standard: $12/seat/month 
• Teams: $20/seat/month 
• Enterprise: Starts at $15k/year 

Calendly ratings and reviews 

• G2: 4.7/5 (2200+ reviews)
• Capterra: 4.7/5 (3900+ reviews) 

What are real-life users saying about Calendly?

Here’s a G2 review:

3. Google Calendar (Best for easy scheduling within the Google ecosystem)

Google Calendar is a scheduling tool built into Google Workspace to manage appointments for multiple people.

With it, you can use the Focus Time feature (available for eligible work or school accounts) to carve out distraction-free blocks in your day by muting notifications and marking yourself unavailable. Event Color Coding lets you pick colors for work meetings, personal plans, and shared calendars.

Since this calendar app is seamlessly integrated with Google Meet, every scheduled meeting also automatically gets a video call link. Plus, Google’s Gemini AI assistant can now suggest ideal meeting times for you based on your calendar and email information.

Google Calendar best features 

• Set up ‘Out of Office’ replies to automatically decline meeting invites during your time off
• Share entire calendars with team members with specific view or edit permissions
• Create shareable, public booking pages for appointment schedules
• Track meeting hours with ‘Time Insights’ to see how much of your schedule is spent in meetings
• Manage your to-dos and reminders directly within your calendar for streamlined task management

Google Calendar limitations 

• Some say Google Calendar’s task management lacks advanced features like recurring task dependencies or prioritization
• Advanced features like payment collection and automatic reminders require a paid Google Workspace subscription

Google Calendar pricing 

• Free for personal use with a Google account
• Part of the paid plans for Google Workspace

Google Calendar ratings and reviews 

• G2: Not enough reviews 
• Capterra: 4.8/5 (3700+ reviews) 

What are real-life users saying about Google Calendar? 

Here’s a Capterra review:

4. Doodle (Best for finding common meeting times using polls)

Doodle simplifies group scheduling by letting users propose meeting times and poll participants (invitees don’t need to log in). Once a slot is picked, Doodle locks it in with an automatic confirmation. 

You can also add buffer times between meetings to prevent burnout and adjust for time zones automatically before participants even vote. For admins or executive assistants, the option to book on behalf of others makes scheduling for someone else just as seamless.

You can integrate it with a wide range of calendars (Google, Outlook, O365) and video conferencing tools (Zoom, Microsoft Teams).

Doodle best features 

• Track scheduling with a dashboard that centralizes upcoming meetings, poll responses, and pending invites
• Create group polls to find the optimal meeting time for multiple participants
• Add customized questions in bookings to gather important client information before a meeting
• Simplify scheduling with a branded booking page that lets people see your available times and book instantly

Doodle limitations 

• The free version is very limited; core features like sending reminders or setting poll deadlines require a paid plan
• The interface can be cumbersome for setting up multiple events or 1:1 meetings
• Some users report that notifications don’t reliably show when a poll or survey is completed

Doodle pricing 

• Free
• Pro: $14.95/user/month
• Team: $19.95/user/month, paid annually 
• Enterprise: Custom pricing

Doodle ratings and reviews 

• G2: 4.4/5 (2000+ reviews) 
• Capterra: 4.6/5 (1800+ reviews) 

What are real-life users saying about Doodle?

Here’s a G2 review:

5. Microsoft Outlook Calendar (Best for cross-time zone scheduling within Microsoft ecosystems)

Microsoft Outlook Calendar simplifies team coordination by letting you view multiple time zones side-by-side. It’s especially handy when scheduling across regions.

It integrates natively with the Microsoft 365 ecosystem, including Outlook calendars and Microsoft Teams for virtual meetings. You can attach files directly from OneDrive and launch Teams meetings without leaving the calendar view.

Outlook also uses smart filtering to reduce notification clutter, making it easier to spot priority invites without the noise.

Microsoft Outlook Calendar best features 

• View multiple calendars at once by overlaying them to spot scheduling conflicts easily
• Find the best meeting time by analyzing everyone’s availability using ‘Scheduling Assistant’
• Turn an email conversation into a calendar event instantly by using the ‘Reply with a meeting’ feature 
• Share emails and their attachments from Outlook directly into a Teams chat or channel to schedule a follow-up

Microsoft Outlook Calendar limitations 

• Some users say search can lag when inboxes are filled with automated emails, slowing down quick lookups
• It is most effective when used within the paid Microsoft 365 environment; the free, standalone version is limiting

Microsoft Outlook Calendar pricing 

• Free account for personal use (integrated within Microsoft Outlook)
• Part of the paid plans for Microsoft 365

Microsoft Outlook Calendar ratings and reviews 

• G2: 4.5/5 (3200+ reviews) 
• Capterra: 4.5/5 (2100+ reviews)

6. Acuity Scheduling (Best for service businesses with complex booking needs)

Acuity Scheduling, now part of Squarespace, offers a robust platform designed to simplify how businesses manage their appointments and interact with clients.

It lets your clients view real-time availability and book sessions directly through a customizable online portal. In addition to availability per appointment type, you can control how far ahead clients can book or how late they can cancel/reschedule.

The platform also supports automated email and SMS reminders, client intake forms, and integrated payment processing through Stripe, Square, or PayPal for a smooth user experience.

Acuity Scheduling best features

• Sync availability across multiple calendars (Google, Outlook, iCloud, Exchange, Office 365) to prevent double-booking
• Offer unlimited services and appointments through a customizable, branded booking page
• Create custom intake forms to gather necessary client information before appointments
• Manage multiple staff members and locations, each with distinct availability and time zones

Acuity Scheduling limitations 

• Does not offer a free plan, although it provides a 7-day free trial
• Some users mention that the user interface, while functional, can sometimes feel less intuitive or slightly dated compared to Acuity Scheduling’s competitors

Acuity Scheduling pricing 

• Free trial
• Starter: $20/month
• Standard: $34/month
• Premium: $61/month
• Enterprise: Custom pricing

Acuity Scheduling ratings and reviews 

• G2: 4.7/5 (400+ reviews)
• Capterra: 4.8/5 (5,700+ reviews)

💡Pro Tip: Set up AI Agents in ClickUp to automatically create, update, or remind you about calendar events and tasks based on triggers (like due dates, new assignments, or changes in your schedule). This reduces manual effort.

Agents can also answer scheduling-related questions in chat channels (e.g., “What meetings do I have today?”), post updates, or even take action—like rescheduling events or notifying team members—based on your instructions.

7. HubSpot Meetings (Best for integrating scheduling into your CRM workflow)

HubSpot Meetings lets sales teams generate meeting links for different scenarios, such as one-on-one meetings, group sessions, or round robin events.

This online meeting tool’s embedded personal calendar widget allows you to place a booking form directly on your website, enabling clients to schedule meetings without navigating away. 

Additionally, automatic meeting outcomes ensure that follow-ups happen effortlessly by logging meeting results and triggering workflows, reducing manual data entry and keeping sales and support teams aligned.

HubSpot Meetings best features 

• Customize scheduling pages with specific time intervals, buffer times, and varied appointment lengths
• Adjust automatically for time zone differences, displaying available meeting times in the contact’s local time zone
• Automate the sales process by logging meetings in HubSpot CRM, triggering follow-up tasks, and updating deal stages without manual input

HubSpot Meetings limitations 

• This meeting scheduling app offers fewer options for the booking page design and lacks extensive customization options
• The tool is part of a large, complex CRM ecosystem, which can be overwhelming for users who only need a simple scheduler

HubSpot Meetings pricing 

• Free Plan
• Sales Hub Starter: $20 per user/month
• Sales Hub Professional: $100 per user/month
• Sales Hub Enterprise: $150 per user/month 

🔖 Note: HubSpot Meetings is part of HubSpot Sales Hub, and its pricing is tied to that product.

HubSpot Meetings ratings and reviews 

• G2: 4.4/5 (12200+ reviews) 
• Capterra: 4.5/5 (400+ reviews) 

8. Bookafy (Best for automating bookings, payments, and reminders)

Bookafy makes scheduling easy and efficient, whether you’re managing a small team or a large business.

With skill-based and round-robin routing, appointments get assigned to the right team member based on their expertise or evenly distributed to keep workloads balanced. 

You can also set limits for meetings, so no one gets overbooked or overwhelmed. Plus, you can set lead times before business appointments, giving your team enough time to prepare and avoiding last-minute rushes.

Bookafy best features 

• Schedule up to two automatic reminders before a meeting and request reviews after the session to improve client engagement
• Integrate Bookafy with your systems using APIs and webhooks to automate workflows
• Sync two-way with Google, Outlook, Exchange, and iCloud calendars
• Embed a booking widget directly into any website as an iframe or a pop-up
• Add custom branding elements like logos, colors, email templates, and a domain (custom URL) to create a personal touch 

Bookafy limitations 

• Unlike AI calendar apps that can save time, Bookafy doesn’t optimize scheduling automatically based on user habits or workload. This means you need to rely purely on manual approval for time slot selection

Bookafy pricing 

• Free plan
• Pro plan: $9 per user/month
• Pro+ plan: $13 per user/month

Bookafy ratings and reviews 

• G2: Not enough reviews
• Capterra: 4.7/5 (130+ reviews) 

What are real-life users saying about Bookafy?

Here’s a Capterra review:

9. Setmore (Best for letting clients book appointments online)

Setmore gives you control over your availability with public and private booking options—let anyone book freely or approve appointments manually.

For teams, staff logins with role-based access ensure everyone manages their own schedule without interfering with company-wide settings.

Plus, you can let clients schedule events straight from Instagram, Facebook, or your website, so they can lock in a time without complications. And with Shoutout Pages automatically showcasing client reviews, new customers get instant social proof right before the booking process. 

Setmore best features 

• Personalize SMS reminders with client names, appointment details, and custom messages to keep bookings on track
• Manage staff schedules and a digital customer list (rolodex) from one dashboard
• Analyze booking traffic by linking Google Analytics to your scheduling page and tracking visitor behavior
• Guide clients after booking with a Callback URL, directing them to a thank-you page, feedback form, or any custom link for further engagement
• Accept online payments for services

Setmore limitations 

• This appointment booking tool doesn’t allow setting up specific services on specific days or times 
• Some users say there’s no option to receive partial payment upfront

Setmore pricing 

• Free
• Pro: $12/user/month 

Setmore ratings and reviews 

• G2: 4.5/5 (260+ reviews) 
• Capterra: 4.6/5 (900+ reviews) 

What are real-life users saying about Setmore?

Here’s a G2 review:

10. Zoho Bookings (Best for secure video meetings with built-in scheduling)

With Zoho Bookings’ self-service portal, clients can book, reschedule, or cancel meetings independently.

For businesses offering multiple services or operating across locations, separate booking pages can be set up for each staff member, service, or site to keep scheduling organized.

The platform also includes resource booking, which centralizes the management of rooms and equipment to prevent double-booking. On the backend, custom workflows and automation take care of reminders, CRM updates, and invoicing, reducing the need for manual follow-ups.

Zoho Bookings best features 

• Set specific availability for different meeting types, including special hours or blocking out unavailability
• Customize booking pages with white-labeling and use a custom domain
• Integrate seamlessly with the Zoho One suite, including Zoho CRM and Zoho Meetings
• Allow multiple clients to book the same session by setting a total number of available seats
• Collect key details from clients at the time of booking with custom fields, so you have all the information you need before the appointment

Zoho Bookings limitations 

• Zoho’s interface can feel cluttered and less intuitive than competitors ‘ 

Zoho Bookings pricing 

• Free plan
• Basic plan: $6 per user/month
• Premium plan: $9 per user/month 

Zoho Bookings ratings and reviews 

• G2: Not enough reviews
• Capterra: 4.5/5 (40+ reviews) 

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Manage Your Time and Tasks With ClickUp

Finding the right scheduling tool can make or break your productivity. While When2Meet is great for quick participant availability polling, you need an ideal solution to streamline online meetings, manage tasks, and stay organized. 

ClickUp stands out as the best alternative, offering advanced features, such as a built-in calendar, AI-powered scheduling, seamless meeting management, and robust task tracking, all under one roof.

With your meetings, notes, tasks, team conversations, and data all in one Converged AI Workspace, ClickUp cuts work sprawl and streamlines your workday.

Ready to simplify your scheduling and boost your productivity? 

Sign up on ClickUp for free.

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