Planning group meetings can be frustrating when everyone has different schedules. When2meet makes this process simple and efficient by allowing participants to find the best time that works for everyone. In this guide, you’ll learn how to use When2meet step-by-step to schedule meetings without the usual back-and-forth emails or messages.
What is When2meet?
When2meet is a free online scheduling tool that helps groups quickly determine the best meeting times. It doesn’t require participants to create accounts or log in, making it one of the most convenient tools for event planning, classes, team meetings, or social gatherings.
Step-by-Step Guide: How to Use When2meet
1. Visit the Website
Start by visiting When 2 meet. You’ll see a simple interface where you can begin creating your event immediately.
2. Create a New Event
Click on “Create a New Event”. You’ll be asked to fill out basic details such as:
- Event Name – Give your meeting or gathering a clear title.
- Date Range – Select the days you’re considering for the event.
- Time Zone – Choose the correct time zone for accurate scheduling.
Once filled, click “Create Event” to generate your scheduling page.
3. Share the Event Link
After creating the event, When2meet provides you with a unique link. Copy this link and share it with your participants via email, chat, or social media.
4. Participants Select Their Availability
Each participant will open the link and:
- Enter their name (no registration needed).
- Select the times they’re available by clicking and dragging across the green time slots.
- Their availability is automatically added to the group calendar.
5. Find the Best Meeting Time
As participants mark their availability, the When2meet grid updates in real-time. The darker green areas show when most participants are available, helping you instantly identify the perfect time for everyone.
6. Confirm and Schedule
Once you find the most suitable time slot, you can confirm it with the group and finalize the meeting details.
Why Use When2meet?
- ✅ No Sign-Up Required – Participants can join instantly without creating an account.
- 🕒 Real-Time Updates – See everyone’s availability as it’s added.
- 💻 Easy to Use – Minimal setup and straightforward interface.
- 📅 Perfect for Any Group Size – Works well for small teams or large organizations.
Final Thoughts
Using When2meet is one of the easiest ways to coordinate meetings and events efficiently. Whether you’re planning a team discussion, class project, or virtual event, this tool simplifies the process of finding the perfect time that works for everyone.