When2Meet vs. WhenIsGood? Which One is Better? [2024]

Both When2Meet and WhenIsGood are popular scheduling tools you can trust.

As remote work and decentralized teams continue to grow, the need for efficient scheduling tools has become paramount.

These scheduling tools have empowered businesses and entrepreneurs by streamlining the coordination of meetings and events, saving valuable time and resources.

They facilitate efficient communication and collaboration among team members, leading to improved productivity and decision-making.

Additionally, by offering flexibility and convenience in scheduling, these tools enhance customer satisfaction and enable businesses to better meet the needs of their clients and stakeholders.

The main difference is that When2Meet prioritizes simplicity and ease of use, offering a straightforward scheduling experience, while WhenIsGood provides advanced features like calendar integration and customizable event grids, catering to users with more complex scheduling needs.

When2Meet vs. WhenIsGood at a Glance

This is a table that summarizes the core features of these scheduling tools:

Key FeaturesWhen2MeetWhenIsGood
User-Friendly Interface✔️✔️
Advanced Scheduling✔️
Mobile App Support
Customization Options✔️
Real-Time Updates✔️✔️
Calendar Integration✔️

What is When2Meet, How Does it Work?

When2Meet is a straightforward scheduling tool designed to simplify the process of finding the best meeting times.

Users create a grid of time slots corresponding to their availability and then invite participants to mark their own availability within that grid.

Once all responses are collected, When2Meet aggregates the data to identify the most suitable meeting times based on the participants’ availability.

When2Meet Pros:

  • Simple and intuitive interface.
  • Real-time updates.
  • Free to use with no limitations.
  • No need for participants to create an account.
  • Easily shareable meeting links.

When2Meet Cons:

  • Lacks advanced scheduling features.
  • No mobile app support.
  • Limited customization options.
  • Not suitable for complex scheduling needs.

What is WhenIsGood? How Does it Work?

WhenIsGood offers advanced scheduling capabilities and customization options for users with more complex scheduling requirements. It allows users to create customizable event grids, integrate with their calendars, and adjust for different time zones.

WhenIsGood Pros:

  • Advanced scheduling capabilities.
  • Calendar integration.
  • Customizable event grids.
  • Time zone support.
  • Option to send event invitations.
  • Flexible and user-friendly interface.

WhenIsGood Cons:

  • No dedicated mobile app.
  • Learning curve for new users.
  • Free version may have limitations.
  • Limited support for recurring events.

When2Meet vs WhenisGood: Detailed Side-by-Side comparison

While When2Meet excels in simplicity and real-time updates, WhenisGood offers more advanced features for users with complex scheduling needs.

Let’s explore the core features of both platforms:

1. User-Friendly Interface:

When2Meet boasts a simple and intuitive interface that makes it easy for users to create and share event grids. The layout is clean and straightforward, with clear instructions guiding users through the scheduling process.

On the other hand, WhenIsGood also offers a user-friendly interface but with more customization options, which may result in a slightly steeper learning curve for new users.

Verdict: When2Meet wins in terms of simplicity and ease of use, making it ideal for users who prioritize a straightforward scheduling experience.

2. Advanced Scheduling:

WhenIsGood takes the lead in this category with its advanced scheduling capabilities. Users can create highly customizable event grids, adjust for different time zones, and integrate with their calendars for seamless scheduling.

When2Meet, while effective for basic scheduling needs, lacks the advanced features offered by WhenisGood.

Verdict: WhenIsGood emerges as the winner for users with complex scheduling requirements who need more flexibility and customization options.

3. Mobile App Support:

Neither When2Meet nor WhenisGood offer dedicated mobile apps, which may be a drawback for users who prefer scheduling on the go.

However, both platforms are accessible via mobile web browsers, allowing users to access their accounts and manage schedules from their smartphones or tablets.

Verdict: It’s a tie in this category as both tools lack dedicated mobile apps, but provide accessibility through mobile web browsers.

4. Customization Options:

WhenIsGood shines in terms of customization options, allowing users to tailor event grids to their specific needs. From adjusting time slots to color-coding responses,

WhenisGood offers a range of customization features not available in When2Meet, which has more limited options for customization.

Verdict: WhenIsGood wins for users who require extensive customization to suit their unique scheduling preferences.

5. Real-Time Updates:

Both When2Meet and WhenisGood provide real-time updates as participants submit their availability.

Changes are reflected instantly on the event grids, allowing organizers to quickly identify the best meeting times based on participant responses.

Verdict: It’s a tie in this category as both tools offer real-time updates, ensuring organizers have the most up-to-date information at their fingertips.

6. Calendar Integration:

WhenisGood takes the lead with its calendar integration feature, allowing users to sync their schedules with external calendar applications such as Google Calendar or Outlook.

This integration streamlines the scheduling process by automatically checking for conflicts and suggesting available time slots based on existing commitments.

Verdict: WhenIsGood wins for users who rely heavily on calendar management and integration for scheduling purposes.

7. Cost:

Both When2Meet and WhenIsGood offer free versions with no cost to use.

However, WhenIsGood may have premium plans available for users who require additional features or advanced functionality.

Verdict: It’s a tie in this category as both tools offer free versions, making them accessible to users with varying budget constraints.

When2Meet Use Case Examples:

  1. University Course Scheduling: In a large university, professors need to schedule office hours that accommodate the diverse schedules of their students. Using When2Meet, a professor creates a grid of available time slots and shares it with their students. Students then indicate their availability, allowing the professor to quickly identify the best times for office hours without the need for back-and-forth emails. This efficient scheduling process ensures that students can access support when needed, leading to improved academic performance and student satisfaction.
  2. Volunteer Coordination for Nonprofit Events: A nonprofit organization is planning a fundraising event and needs to coordinate volunteer schedules for various tasks such as setup, registration, and cleanup. By utilizing When2Meet, the event coordinator creates a schedule grid and shares it with potential volunteers. Volunteers mark their availability, allowing the coordinator to efficiently assign tasks based on their availability. This streamlined approach ensures that the event runs smoothly with adequate volunteer support, maximizing fundraising efforts for the nonprofit.

WhenisGood Use Case Examples:

  1. Business Meeting Scheduling for Global Teams: A multinational corporation has teams located across different time zones and needs to schedule a critical business meeting involving key stakeholders. WhenIsGood allows the meeting organizer to create a customizable event grid that adjusts for different time zones. Participants mark their availability, and WhenIsGood automatically identifies the best meeting times that accommodate the schedules of all participants. This ensures that the meeting can proceed with maximum attendance and participation, facilitating efficient decision-making and collaboration across global teams.
  2. Consultation Scheduling for Healthcare Professionals: A busy medical practice needs to schedule consultations for patients with various healthcare providers, including doctors, nurses, and specialists. WhenIsGood’s calendar integration feature allows the practice to sync provider schedules with the WhenIsGood platform. Patients can then use WhenIsGood to view available appointment slots and schedule consultations at their convenience. This seamless scheduling process reduces administrative burden for the practice staff and improves patient satisfaction by offering flexibility in appointment booking.

When2Meet vs. WhenIsGood Pricing at a Glance:

Pricing ComparisonWhen2MeetWhenIsGood
Free VersionYes, with no limitationsYes, with basic features
Premium PlansNot availablePossibly available
Additional FeaturesN/AAdvanced functionality may
be available at a cost
Pricing TransparencyFree for all featuresFree for basic features;
Premium plans may have
additional costs
ScalabilityN/APremium plans may offer
scalability options
Payment OptionsN/APossibly credit card or
other payment methods

Factors to Consider When Choosing Between When2Meet and WhenIsGood

  1. Complexity of Scheduling Needs: Consider the complexity of your scheduling requirements. If you need advanced features like calendar integration, time zone support, and customizable event grids, WhenIsGood may be more suitable. However, if you prefer a simpler, no-frills approach to scheduling without the need for advanced features, When2Meet could be the better option.
  2. User Interface and Ease of Use: Evaluate the user interface and ease of use of each tool. When2Meet offers a straightforward and intuitive interface, making it ideal for users who prioritize simplicity. On the other hand, WhenIsGood may have a more feature-rich interface with additional customization options, which could result in a slightly steeper learning curve for new users.
  3. Integration with Existing Tools: Consider whether you need integration with other tools or applications. WhenIsGood offers calendar integration, allowing users to sync their schedules with external calendar applications such as Google Calendar or Outlook. If seamless integration with your existing tools is important, WhenIsGood may be the better choice. However, if integration is not a priority for you, When2Meet’s standalone functionality may suffice.
  4. Cost and Pricing Structure: Evaluate the cost and pricing structure of each tool. When2Meet typically offers a free version with no cost to use, making it accessible to users with varying budget constraints. On the other hand, WhenIsGood may have premium plans available for users who require additional features or advanced functionality. Consider your budget and the specific features you need when comparing the pricing options of each tool.
  5. Customer Support and Reliability: Consider the level of customer support and reliability provided by each tool. Both When2Meet and WhenIsGood typically offer customer support options, including email support or help documentation. However, the responsiveness and effectiveness of their support teams may vary. Additionally, consider factors such as uptime and reliability when evaluating the overall performance of each tool. Choose a tool that offers reliable performance and responsive customer support to ensure a smooth scheduling experience.


Let’s answer common questions about When2Meet and WhenIsGood:

Is there a limit to the number of participants I can invite to a meeting using When2Meet or WhenIsGood?

Both When2Meet and WhenIsGood typically do not have a limit on the number of participants you can invite to a meeting. However, it’s always a good idea to check the specific limitations outlined by each tool, especially for their free versions.

Can I schedule recurring events with When2Meet or WhenIsGood?

When2Meet generally does not support recurring events, while WhenIsGood may offer some support for recurring events depending on the specific features available in their platform. It’s advisable to review the capabilities of each tool to determine which best suits your recurring scheduling needs.

Are there any privacy concerns with When2Meet or WhenIsGood?

Both When2Meet and WhenIsGood prioritize user privacy and data security. They typically do not share user data with third parties and employ encryption protocols to safeguard sensitive information.

However, it’s recommended to review their privacy policies for detailed information on how they handle user data.

Can I integrate When2Meet or WhenIsGood with my existing calendar applications?

While WhenIsGood generally offers calendar integration features, allowing users to sync their schedules with external calendar applications such as Google Calendar or Outlook, When2Meet may not provide this functionality.

It’s essential to check the integration options available for each tool to ensure compatibility with your preferred calendar applications.

Do When2Meet and WhenIsGood offer customer support?

Both When2Meet and WhenIsGood typically provide customer support options, including email support or help documentation.

However, the level of support may vary depending on the tool’s pricing tier or subscription plan. Users can usually access support resources directly from the tool’s website or platform.

Is When2Meet better than WhenIsGood: Takeaway

Ultimately, the choice between When2Meet and WhenIsGood depends on your specific scheduling requirements.

If simplicity and ease of use are paramount, When2Meet is the way to go.

However, for more advanced scheduling needs, WhenIsGood offers the necessary features and customization options.