All industries · head to head
Calendly vs When2meet
Calendly
All industries
Scheduling automation platform for eliminating back-and-forth
- From
- Free
- Rated
- -
The short version
- Each has a real cost: Calendly the free plan allows one event type and one calendar connection, so it cannot handle different meeting formats; When2meet no calendar synchronization capability
- They diverge on capability: Calendly covers Calendar sync, When2meet covers Visual availability grid.
Where they differ
Only the attributes on which Calendly and When2meet actually diverge.
Identical on both: starting price (Free), free tier (Yes), user rating (Not yet rated).
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 Calendly
- Calendar sync
- Automated scheduling
- Custom availability
- Time zone detection
- Reminder emails
- Buffer time
- Meeting polls
- Embed on website
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.
Calendly
- Sales meetingsnot When2meet
- Interview schedulingnot When2meet
- Customer callsnot When2meet
- Office hoursnot When2meet
- Webinar registrationnot When2meet
When2meet
- Schedulingnot Calendly
- Appointment bookingnot Calendly
- Time trackingnot Calendly
- Resource managementnot Calendly
- Team coordinationnot Calendly
Where each one falls short
Documented limitations, not opinions. Every one is a constraint you would hit in normal use.
Calendly
- The free plan allows one event type and one calendar connection, so it cannot handle different meeting formats
- Automated reminders and multiple calendars need Standard at $10 per seat per month
- Round-robin routing, lead qualification and Salesforce integration require Teams at $16 per seat per month
- SAML single sign-on, audit logs and domain control are Enterprise only, starting at $15,000 a year
- Advertised prices are the annual rates
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
Calendly
Free- FreeFree
- 1 event type
- 1 calendar connection
- Basic confirmation email
- Standard$10/month
- Unlimited event types
- Multiple calendars (up to 6)
- Integrations with HubSpot, Mailchimp, Stripe, PayPal
- Teams$16/month
- All Standard features
- Salesforce integration
- Round-robin meetings
- Enterprise$15000/year
- All Teams features
- Salesforce routing lookup
- Microsoft Dynamics 365
When2meet
Free- FreeFree
- Unlimited events
- Visual availability
- No account needed
Which should you pick?
Choose Calendly if
- You need calendar sync.
- You want to start without paying.
- You work on Web, iOS, Android.
- You also want automated scheduling.
Choose When2meet if
- You need visual availability grid.
- You want to start without paying.
- You also want no account required.
Questions people ask
- Is Calendly or When2meet better?
- Neither clearly leads. Calendly starts at Free and When2meet at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
- Which is cheaper, Calendly or When2meet?
- Calendly starts at Free and When2meet at Free.
- Does Calendly or When2meet run on more platforms?
- Calendly runs on Web, iOS, Android. When2meet runs on Web.
- Can I use Calendly for free?
- Both have a free tier, so you can try either at no cost before committing.
- What is Calendly best used for?
- Calendly is most often used for sales meetings, interview scheduling, customer calls, office hours. Of those, sales meetings and interview scheduling are not what When2meet is typically brought in for.
- What can Calendly do that When2meet cannot?
- Calendly covers Calendar sync, Automated scheduling, Custom availability, Time zone detection. When2meet covers Visual availability grid, No account required, Drag-to-select availability, Group overview.
Answered from the vendors’ own pages
Calendly: Does the free tier include automatic reminders?
No. The free plan only includes a basic confirmation email when someone books. Automated reminder workflows, SMS reminders, and follow-up sequences require the Standard plan ($10/month or higher).
SourceWhen2meet: 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.
SourceCalendly: Can I offer multiple meeting types on the free plan?
Only one event type can be active at a time. You can create multiple event types, but only one booking link works simultaneously. Switching between different meeting lengths requires manually activating another event type.
SourceWhen2meet: 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.
SourceCalendly: Does Calendly work with Apple Calendar and iCloud?
No longer for new users. As of August 20, 2024, new users cannot connect iCloud or Apple Calendar. Existing connections continue to work, but Calendly ended support for new Apple Calendar integrations citing Apple's security changes.
SourceWhen2meet: 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.
SourceCalendly: What platforms can I use Calendly on?
Calendly is available on Web, iOS, and Android. Browser extensions are available for Safari. There are no dedicated Windows or Mac desktop applications.
SourceCalendly: What does the Standard plan ($10/month) add over free?
Unlimited event types, multiple calendar connections (up to 6), integrations with HubSpot, Mailchimp, Salesforce, Stripe, PayPal, Zapier, and webhooks, plus automated reminders and email sequences.
Source