Softwr

Scheduling · head to head

Calendly vs When2meet

Calendly logo

Calendly

Scheduling

Scheduling automation platform for eliminating back-and-forth

From
Free
Rated
-
Full reviewWebsite
When2meet logo

When2meet

Scheduling

Find the best time to meet

From
Free
Rated
-
Full reviewWebsite

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.
  • Prices and features above were last checked on 30 August 2026.

Where they differ

Only the attributes on which Calendly and When2meet actually diverge.

Attributes where Calendly and When2meet differ
AttributeCalendlyWhen2meet
Pricing modelUnknownfree
PlatformsWeb, iOS, AndroidWeb
Founded20132003

Identical on both: starting price (Free), free tier (Yes), 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 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.
Calendly 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 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).

Source
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
Calendly: 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.

Source
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
Calendly: 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.

Source
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
Calendly: 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.

Source
Calendly: 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
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