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Software · head to head

OmniFocus 3 vs When2meet

OmniFocus 3 logo

OmniFocus 3

Software

Professional task management for complex workflows

From
$39.99/year
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: OmniFocus 3 apple platforms only apart from the web client: macOS 14, iOS or iPadOS 17, watchOS 10 or visionOS 2 and newer are required, with no Windows or Android app; When2meet no calendar synchronization capability
  • They diverge on capability: OmniFocus 3 covers GTD-based task organization, When2meet covers Visual availability grid.

Where they differ

Only the attributes on which OmniFocus 3 and When2meet actually diverge.

Attributes where OmniFocus 3 and When2meet differ
AttributeOmniFocus 3When2meet
Starting price$39.99/yearFree
Pricing modelsubscriptionfree
Free tierNoYes
PlatformsMacOS, IOS, IPadOS, WebWeb
Founded19932003

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 OmniFocus 3

  • GTD-based task organization
  • Projects and subprojects
  • Contexts and tags
  • Custom perspectives
  • Automation
  • Quick entry
  • Sync across devices
  • Deferred and due dates

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.

OmniFocus 3

  • Getting Things Done style task and project management on Apple devicesnot When2meet
  • Capturing tasks with contexts, defer dates and review cyclesnot When2meet
  • Syncing a personal task database across Mac, iPhone, iPad and Watchnot When2meet

When2meet

  • Schedulingnot OmniFocus 3
  • Appointment bookingnot OmniFocus 3
  • Time trackingnot OmniFocus 3
  • Resource managementnot OmniFocus 3
  • Team coordinationnot OmniFocus 3

Where each one falls short

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

OmniFocus 3

  • Apple platforms only apart from the web client: macOS 14, iOS or iPadOS 17, watchOS 10 or visionOS 2 and newer are required, with no Windows or Android app
  • Web access is not included with a perpetual licence and costs an extra $4.99 per month or $49.99 per year
  • The Pro perpetual licence costs $149.99 against $74.99 for Standard
  • Future major upgrades are a paid discount rather than free for perpetual licence holders
  • The $99.99 per year subscription is the only option that bundles Pro plus web access

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

OmniFocus 3

$39.99/year
  • Standard$39.99/year
    • Mac and iOS apps
    • Cloud sync
    • Core features
  • Pro$99.99/year
    • Everything in Standard
    • Advanced automation
    • Perspective management

When2meet

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

Which should you pick?

Choose OmniFocus 3 if

  • You need gtd-based task organization.
  • You work on MacOS, IOS, IPadOS, Web.
  • You also want projects and subprojects.
OmniFocus 3 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 OmniFocus 3 or When2meet better?
Neither clearly leads. OmniFocus 3 starts at $39.99/year and When2meet at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, OmniFocus 3 or When2meet?
When2meet has a free tier; the other does not. Paid plans start at $39.99/year for OmniFocus 3 and Free for When2meet.
Does OmniFocus 3 or When2meet run on more platforms?
OmniFocus 3 runs on MacOS, IOS, IPadOS, Web. When2meet runs on Web.
Can I use When2meet for free?
Yes. When2meet has a free tier, so you can try it without paying. OmniFocus 3 starts at $39.99/year.
What is OmniFocus 3 best used for?
OmniFocus 3 is most often used for getting things done style task and project management on apple devices, capturing tasks with contexts, defer dates and review cycles, syncing a personal task database across mac, iphone, ipad and watch. Of those, getting things done style task and project management on apple devices and capturing tasks with contexts, defer dates and review cycles are not what When2meet is typically brought in for.
What can OmniFocus 3 do that When2meet cannot?
OmniFocus 3 covers GTD-based task organization, Projects and subprojects, Contexts and tags, Custom perspectives. When2meet covers Visual availability grid, No account required, Drag-to-select availability, Group overview.

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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