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Software · head to head

Capsule vs When2meet

Capsule logo

Capsule

Software

Visual CRM for small teams

From
$19/month
Rated
-
Full reviewWebsite
When2meet logo

When2meet

Software

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: Capsule the free plan is capped at 2 users, 250 contacts, 5 custom fields and a single pipeline; When2meet no calendar synchronization capability
  • They diverge on capability: Capsule covers Contact management, When2meet covers Visual availability grid.

Where they differ

Only the attributes on which Capsule and When2meet actually diverge.

Attributes where Capsule and When2meet differ
AttributeCapsuleWhen2meet
Starting price$19/monthFree
Pricing modelsubscriptionfree
Free tierNoYes
PlatformsWeb, Ios, AndroidWeb
Founded20082003

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

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 Capsule

  • Contact management
  • Deal tracking
  • Task management
  • Email sync
  • Activity timeline
  • Slack
  • Zapier
  • Google Apps

Only in When2meet

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

Both cover

  • Web support

What people use each for

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

Capsule

  • Simple contact and pipeline CRM for a small teamnot When2meet
  • Tracking deals and follow-up tasksnot When2meet
  • Linking emails and notes to contact recordsnot When2meet
  • Multiple sales pipelines on the paid tiersnot When2meet

When2meet

  • Schedulingnot Capsule
  • Appointment bookingnot Capsule
  • Time trackingnot Capsule
  • Resource managementnot Capsule
  • Team coordinationnot Capsule

Where each one falls short

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

Capsule

  • The free plan is capped at 2 users, 250 contacts, 5 custom fields and a single pipeline
  • Contact ceilings gate every tier, from 30,000 on Starter to 120,000 on Advanced
  • Per-user prices are not shown as figures on the pricing page, only as tier names
  • Ultimate is quote-only

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

Capsule

$19/month
  • Starter$19/month
    • Contact management
    • Task tracking
  • Professional$39/month
    • Everything in Starter
    • Pipeline management
    • Reporting
  • Enterprise$99/month
    • Everything in Professional
    • Custom fields
    • API access

When2meet

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

Which should you pick?

Choose Capsule if

  • You need contact management.
  • You work on Web, Ios, Android.
  • You also want deal tracking.
Capsule 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 Capsule or When2meet better?
Neither clearly leads. Capsule starts at $19/month and When2meet at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Capsule or When2meet?
When2meet has a free tier; the other does not. Paid plans start at $19/month for Capsule and Free for When2meet.
Does Capsule or When2meet run on more platforms?
Capsule 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. Capsule starts at $19/month.
What is Capsule best used for?
Capsule is most often used for simple contact and pipeline crm for a small team, tracking deals and follow-up tasks, linking emails and notes to contact records, multiple sales pipelines on the paid tiers. Of those, simple contact and pipeline crm for a small team and tracking deals and follow-up tasks are not what When2meet is typically brought in for.
What can Capsule do that When2meet cannot?
Capsule covers Contact management, Deal tracking, Task management, Email sync. When2meet covers Visual availability grid, No account required, Drag-to-select availability, Group overview. Both handle Web support.

Answered from the vendors’ own pages

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
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
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
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Related pages

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