What is When2Meet?
When2Meet is an appointment booking tool designed to simplify scheduling for professionals and their clients. It handles the back-and-forth of finding a mutually suitable time by allowing clients to view available slots and book directly, eliminating email chains and calendar conflicts. The tool works across different time zones, tracks confirmations, and can send reminders to reduce no-shows. It's aimed at consultants, therapists, coaches, small business owners, and anyone who spends time coordinating meetings. The intelligent scheduling features adapt to your availability patterns and help you protect focus time by setting specific booking windows.
Key Features
Availability calendar
Set your open hours and block times when you're unavailable
Client booking
Clients select their preferred slot without needing to contact you back and forth
Time zone handling
Automatically adjusts for client and professional across different regions
Reminders and notifications
Sends automated confirmations and reminders to reduce missed appointments
Integration capabilities
Connects with calendar tools and email systems to keep everything synchronised
Custom booking pages
Create branded scheduling links to share with clients or embed on your website
Pros & Cons
Advantages
- Free version covers basic needs for solo practitioners and small teams
- Reduces scheduling friction significantly; clients book instantly rather than negotiating times
- Works well across time zones without manual adjustment
- Simple setup with minimal learning curve
Limitations
- Free tier may have limited integrations or customisation options compared to paid plans
- Relies on clients having internet access to book; not ideal for phone-only or in-person-first businesses
Use Cases
Therapists and counsellors managing multiple client appointments each week
Freelance consultants scheduling discovery calls with potential clients
Small gym or fitness coaches booking personal training sessions
Tutors or educators arranging one-to-one lessons
Business consultants and accountants coordinating client meetings across regions