10 Best When2Meet Alternatives for Finding the Right Meeting Time
Explore 10 alternatives to When2Meet that replace time polling with professional booking pages, automated workflows, and team-friendly features.
When2Meet has been a go-to for finding a time that works for everyone. Its simple grid interface, no-login setup, and quick availability polling make it easy for casual groups to coordinate meetings or events. But as your scheduling needs expand—whether you're organizing recurring sessions, booking client appointments, or coordinating teams—When2Meet’s limited features can quickly become a roadblock.
If you’re looking for more polished scheduling links, automated reminders, payment options, or a better user experience for group coordination, several tools offer stronger and more flexible workflows. Below, we’ve gathered 10 of the best alternatives to When2Meet so you can find the right tool for your needs, starting with a powerful option built for appointment- and service-based business models.
Top When2Meet alternatives
Acuity Scheduling
Calendly
Setmore
SavvyCal
Zoho Bookings
YouCanBookMe
SimplyMeet.me
Bookafy
Appointlet
Doodle
1. Acuity Scheduling
Pricing starts at: $16 per month with a 7-day free trial
Acuity Scheduling is a complete appointment booking system that’s flexible enough for most businesses with scheduling needs. From appointments and classes to virtual consultations and recurring sessions, Acuity makes it easy for your clients to book and pay online. Behind the scenes, automated scheduling, secure payments, and client communication tools help you stay focused, grow revenue, and reduce administrative work. Acuity is built to make the most of your time, however you like to spend it with clients.
Acuity vs. When2Meet
While When2Meet focuses exclusively on availability polling, Acuity offers end-to-end scheduling for both solo professionals and teams running businesses. Instead of voting on a time, clients can view your real-time availability to book appointments themselves, complete forms, pay in advance, and receive automated notifications that prevent no-shows—all through a branded booking page that looks (and works) like you.
Key features:
Customizable booking pages you can share as a link or embed on your website
One-on-one and group/class scheduling
Client intake forms and profiles to collect details once and keep everything organized
Automated confirmations, reminders, and follow-ups so nothing slips through the cracks
Smart staff scheduling with pooled availability and round-robin assignment
Calendar syncing and schedule optimization to avoid conflicts and double-booking
Online payments, deposits, tips, invoicing, and in-person checkout
Optional revenue tools like packages, subscriptions, gift certificates, coupons, and add-ons
Pros of Acuity:
Easy to set up and use
Flexible enough for virtual, in-person, mobile, or hybrid services
Highly customizable when you need more control over availability, payments, and branding
Plans that support solo providers, growing teams, and larger organizations
Embeds seamlessly into Squarespace or any website
Integrates with popular tools for video conferencing, calendars, marketing, and more workflows
Acuity Scheduling plans
Starter: Core features, unlimited appointment types, payment processing, reminders
Standard: More bookable calendars, SMS reminders, packages, subscriptions, and gift certificates
Premium: Up to 36 bookable calendars, HIPAA compliance, custom API/CSS, and support for multiple time zones
Enterprise: Dedicated account manager, unlimited calendars and scheduling pages, centralized user management, a custom BAA, and additional APIs
Compare all Acuity plans at a glance and dive deeper into Acuity's key features.
2. Calendly
Pricing starts at: $10 per month, or limited free plan
Calendly is a popular meeting scheduler for individuals and teams, offering shareable booking links, automated availability rules, and calendar integrations. With a user-friendly interface, Calendly is commonly used by sales, marketing, recruiting, and customer success teams who need to efficiently book and manage meetings.
Calendly vs. When2Meet
Calendly replaces availability polling with direct scheduling, but it also offers meeting polls on paid plans. It’s more polished and feature-rich than When2Meet, especially for individuals and teams who need calendar syncing, booking pages, reminders, and video conferencing options.
Key features
Booking links for 1:1, group, and collective events
Meeting polls on paid tiers
Calendar syncing
Automated reminders and buffer controls
Custom branding on booking pages
Robust third-party integrations
3. Setmore
Pricing starts at: $5 per user/month, or limited free plan
Setmore is a client-facing scheduling app for service providers and storefront teams across industries like beauty, education, and trade services. It supports appointment and staff management through online scheduling, automated reminders, payments, and more tools, to help businesses create better client experiences.
Setmore vs. When2Meet
While When2Meet helps groups choose a time, Setmore allows clients or participants to directly book appointments, classes, or sessions. It’s a more comprehensive scheduling solution suited for small businesses that need a public booking page, flexible payment options, and client tools like reminders or reviews.
Key features
Custom booking page and website plugins
Multi-staff and group class scheduling
Online and in-person payments
Automated email/SMS reminders
Video meeting links
4. SavvyCal
Pricing starts at: $12 per user/month
SavvyCal is a convenient and collaborative scheduling tool that blends availability personalization with polished booking links and optional availability polling. While primarily built to optimize meeting scheduling, SavvyCal now offers a new appointment solution for in-house teams and agencies who build custom solutions.
SavvyCal vs. When2Meet
SavvyCal offers a more modern and customizable approach to scheduling. Instead of a static grid like When2Meet, participants can overlay their calendars to find mutual availability or choose from curated time slots.
Key features
Calendar overlay for mutual availability
Branding and custom domains
Time blocking, buffers, and more controls
Polls and team scheduling with collective, round robin, and group modes
Third-party integrations for calendars, payments, and automations
5. Zoho Bookings
Pricing starts at: $6 per user/month or limited free plan
Zoho Bookings is an intuitive appointment scheduling software that provides appointment scheduling, team management tools, and business automation. As part of the Zoho ecosystem, it’s built to minimize the back-and-forth communications and repetitive tasks that come with scheduling clients.
Zoho Bookings vs. When2Meet
Zoho Bookings goes beyond polling by letting clients directly select available time slots. It integrates with Zoho CRM and other Zoho tools, making it appealing for businesses already using the suite. Zoho Bookings is much more complex compared to When2Meet, but can offer more value for sales and service-oriented businesses who need a scheduling solution built to scale.
Key features
Branded booking pages
AI-assisted setup
Automatizza conferme e promemoria
Payments through major providers
Multi-staff, location, and resource support
Integration with Zoho CRM, Mail, and more
6. YouCanBookMe
Pricing starts at: $7 per month or limited free plan
YouCanBookMe is a scheduling solution that helps small businesses save time, attract clients, and grow. It offers online scheduling functionality for individuals and teams, with complete customization to turn your booking page into an extension of your brand.
YouCanBookMe vs. When2Meet
Unlike When2Meet’s grid polling format, YouCanBookMe focuses on booking confirmed meeting or appointment times, with more control over things like form fields, styling, and notifications. If you’re running a small business, YouCanBookMe can help you make a better impression with an on-brand booking experience that When2Meet can’t deliver.
Key features
Branded, embeddable booking pages and personalized links
Flexible schedule and availability settings
Automatic time zone adjustments
Custom booking forms
Automated email and SMS notifications
Stripe integration for paid appointments
7. SimpleMeet.me
Pricing starts at: $9.99 per user/month, or limited free plan
SimplyMeet.me is a meeting scheduling app for managing appointments and fostering meaningful connections. Geared towards freelancers and professionals in sales, marketing, human resources, and education, SimplyMeet.me keeps users efficient and client-oriented by allowing clients to self-book.
SimpleMeet.me vs. When2Meet
SimplyMeet.me’s meeting scheduler is a strong alternative to When2Meet for users who prefer an intuitive booking experience without ads or complexity. Where When2Meet is a compact, minimal service for quick availability surveys, Simplymeet.me allows users to customize meeting types, control availability, and boost productivity with a simple and professional way to book and manage client meetings.
Key features
Custom booking pages
Group bookings, poll meetings, and routing forms
Reverse calendar sync
Conferme, promemoria e comunicazioni successive automatizzati
Integrations to take payments, schedule video conferences, and more
Admin mobile app
8. Bookafy
Pricing starts at: $7 per user/month, or limited free plan
Bookafy is online appointment scheduling software for sales teams and service businesses. With easy setup, smart lead routing, and calendar sync, Bookafy offers a simple UI to automate workflows and improve customer experiences.
Bookafy vs. When2Meet
Bookafy is ideal for users who want to transition from availability polling to confirmed bookings, especially with support for sales automation. As a When2Meet alternative, it has more appointment workflow tools for sales teams, support teams, wellness clinics, and more, who need to do more than just find time. If you’re trying to improve your sales process and ensure customers are speaking to the right people, it might be a fit for you.
Key features
Simple booking page or mini-website
1:1, group event, or multi-user appointments
Calendar syncing and booking logic
Email and SMS notifications
Accept payments online with Stripe or Auth.net.
Staff assignment tools (skill-based, round robin)
9. Appointlet
Pricing starts at: $9 per member/month or limited free plan
Appointlet offers simple scheduling for client-obsessed professionals across recruiting & HR, sales & marketing, customer success, property management, legal & financial, education, health & wellness, and retail services. Take appointments and schedule meetings with people outside of your organization, evenly distribute meetings fairly across team members, and stay on brand throughout the process.
Appointlet vs. When2Meet
Appointlet removes the need for back-and-forth polling by allowing clients to directly book into your availability. It’s an alternative to When2Meet’s limited service for those who still want to keep things simple but get more control. Share a link or book online, accept and decline meeting requests professionally, and save time with automations. Appointlet also offers multi-user support, so you can host meetings with multiple attendees, co-host meetings, or allow clients to choose who to meet.
Key features
Shareable links and website booking
Brand customization and booking rules
Intake forms and meeting instructions
Manually confirm bookings, cancel and reschedule events
Automated invites, reminders, and rooms
Group and team scheduling (pooled availability, round robin, collaborative hosting)
Integrations for web conferencing, CRM, payment collection, and more
10. Doodle
Pricing starts at: $6.95 per user/month or limited free plan
Doodle is an online meeting scheduling tool that makes it easy to meet one-on-one, find time with the whole team, or create sign-ups for workshops, webinars, or events. Catering to professionals in sales, HR/talent, support, marketing, and operations/IT across industries, Doodle helps you set your availability and share it in a single link to book any kind of meeting.
Doodle vs. When2Meet
While Doodle was originally known for group coordination like When2Meet, it now offers more options for both individual and group scheduling in a modern interface, including meeting polls, sign-ups sheets, and booking pages with link-sharing for 1:1s. If you want to keep things simple but need to do more than send a time survey, Doodle is a When2Meet alternative worth considering.
Key features
Group meeting polls and sign-up sheets
Calendar syncing, invites, and reminders
1:1 meetings and booking pages
Automatic video links
Payment collection via Stripe
How to choose the right scheduling software
Finding the best When2Meet alternative depends on what you're trying to accomplish:
Do you need simple availability polling, or do you want confirmed bookings?
Are you coordinating casual groups, or running a business?
Do you need reminders, intake forms, or automated workflows?
Will participants need to pay for bookings, classes, or sessions?
Do you want a branded booking experience?
Do you need multi-staff or multi-location scheduling?
Will your scheduling needs grow over time?
If you're looking for a tool that helps you move beyond basic availability grids and into real scheduling workflows, Acuity Scheduling is a powerful choice that supports both simple and complex booking needs across industries.
Learn more about how Acuity works and start a free trial to see how easy it is to manage your time with the right scheduling software.
