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Scheduling · head to head

Amilia SmartRec vs When2meet

Amilia SmartRec logo

Amilia SmartRec

Scheduling

Registration and activity management for community recreation, with a 1% fee on top of the subscription

From
$99/month
Rated
-
Full reviewWebsite
When2meet logo

When2meet

Scheduling

Find the best time to meet

From
Free
Rated
-
Full reviewWebsite

The short version

  • Only When2meet has a free tier, so it costs nothing to try first.
  • Each has a real cost: Amilia SmartRec the 1% fee on each new invoice item sits on top of both the subscription and card processing, so an organisation invoicing two million dollars pays around twenty thousand a year in a fee that never appears in a plan comparison.; When2meet no calendar synchronization capability
  • They diverge on capability: Amilia SmartRec covers Activity registration, When2meet covers Visual availability grid.
  • Prices and features above were last checked on 31 August 2026.

Where they differ

Only the attributes on which Amilia SmartRec and When2meet actually diverge.

Attributes where Amilia SmartRec and When2meet differ
AttributeAmilia SmartRecWhen2meet
Starting price$99/monthFree
Pricing modelPer month plus 1% of invoiced itemsfree
Free tierNoYes
PlatformsWeb, iOS, AndroidWeb
FoundedUnknown2003

Identical on both: user rating (Not yet rated), category (Scheduling).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in Amilia SmartRec

  • Activity registration
  • Family accounts
  • Memberships
  • Facility booking
  • Point of sale
  • Online store
  • Financial reporting
  • Bilingual interface

Only in When2meet

  • Visual availability grid
  • No account required
  • Drag-to-select availability
  • Group overview
  • Shareable links
  • Web support

What people use each for

The jobs each tool is most often brought in to do.

Amilia SmartRec

  • A municipal recreation department replacing paper and phone registration for seasonal programmesnot When2meet
  • A community centre that needs one family account covering several children across different activitiesnot When2meet
  • A bilingual Canadian organisation required to serve residents in English and Frenchnot When2meet
  • A sports club running leagues, camps and memberships that currently sit in three separate systemsnot When2meet

When2meet

  • Schedulingnot Amilia SmartRec
  • Appointment bookingnot Amilia SmartRec
  • Time trackingnot Amilia SmartRec
  • Resource managementnot Amilia SmartRec
  • Team coordinationnot Amilia SmartRec

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Amilia SmartRec

  • The 1% fee on each new invoice item sits on top of both the subscription and card processing, so an organisation invoicing two million dollars pays around twenty thousand a year in a fee that never appears in a plan comparison.
  • Implementation is charged separately, from $899 on Standard and $2,999 on Advanced, which for a small community organisation is several months of subscription before the system goes live.
  • Parks and facilities management is shallower than a dedicated municipal recreation platform, so departments managing complex field allocation and maintenance schedules will still need another system.
  • Reporting is oriented towards revenue rather than programme utilisation, so recreation managers analysing attendance patterns and capacity end up exporting to spreadsheets.
  • Its strength is in Canada, and US municipalities find fewer local references, fewer integrations with American finance systems and less familiarity with state-specific requirements.

When2meet

  • No calendar synchronization capability
  • No automated reminders to participants
  • No dedicated mobile app, web-only access
  • No integration with calendar systems or other tools
  • Requires manual entry of availability rather than auto-sync from calendar

Pricing, plan by plan

Amilia SmartRec

$99/month
  • Standard$99/month
    • Activity registration and online store
    • Family accounts
    • 1% fee on each new invoice item
  • Advanced$499/month
    • Memberships, facility booking and point of sale
    • Advanced reporting
    • 1% fee on each new invoice item
  • Custom$undefined/year
    • For YMCAs, JCCs and parks and recreation departments
    • Scoped and quoted individually
    • Fee structure negotiated

When2meet

Free
  • FreeFree
    • Unlimited events
    • Visual availability
    • No account needed

Which should you pick?

Choose Amilia SmartRec if

  • You need activity registration.
  • You work on Web, iOS, Android.
  • You also want family accounts.
Amilia SmartRec review

Choose When2meet if

  • You need visual availability grid.
  • You want to start without paying.
  • You also want no account required.
When2meet review

Questions people ask

Is Amilia SmartRec or When2meet better?
Neither clearly leads. Amilia SmartRec starts at $99/month and When2meet at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Amilia SmartRec or When2meet?
When2meet has a free tier; the other does not. Paid plans start at $99/month for Amilia SmartRec and Free for When2meet.
Does Amilia SmartRec or When2meet run on more platforms?
Amilia SmartRec runs on Web, iOS, Android. When2meet runs on Web.
Can I use When2meet for free?
Yes. When2meet has a free tier, so you can try it without paying. Amilia SmartRec starts at $99/month.
What is Amilia SmartRec best used for?
Amilia SmartRec is most often used for a municipal recreation department replacing paper and phone registration for seasonal programmes, a community centre that needs one family account covering several children across different activities, a bilingual canadian organisation required to serve residents in english and french, a sports club running leagues, camps and memberships that currently sit in three separate systems. Of those, a municipal recreation department replacing paper and phone registration for seasonal programmes and a community centre that needs one family account covering several children across different activities are not what When2meet is typically brought in for.
What can Amilia SmartRec do that When2meet cannot?
Amilia SmartRec covers Activity registration, Family accounts, Memberships, Facility booking. When2meet covers Visual availability grid, No account required, Drag-to-select availability, Group overview.

Answered from the vendors’ own pages

Amilia SmartRec: What is the real total cost?

Subscription from $99 or $499 a month, plus roughly 1% on each new invoice item, plus card processing around 2.85% plus $0.30, plus a one-off implementation fee. The percentage fees dominate at any real volume.

When2meet: Is When2meet free to use?

Yes, When2meet is completely free. Anyone can create and participate in availability surveys at no cost. The service is supported by advertising.

Source
Amilia SmartRec: Is the 1% negotiable?

On the Custom tier for larger organisations, the fee structure is part of the negotiation. On the published plans it is not.

When2meet: Do I need to create an account to use When2meet?

No, When2meet requires no login or account creation. You can create scheduling polls and share them instantly.

Source
Amilia SmartRec: Does it work in French?

Yes, throughout. That is a practical requirement for Quebec and many bilingual Canadian public bodies and a genuine reason to choose it there.

When2meet: How does When2meet differ from Doodle or Calendly?

When2meet is a basic polling tool where participants manually mark availability. Unlike Doodle, it has no calendar sync or timezone handling. Unlike Calendly, it does not support direct booking or calendar integrations.

Source
Amilia SmartRec: Can it replace a municipal recreation system?

For registration and memberships, often yes. For parks asset and facility maintenance management, no.

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