Softwr

Scheduling · head to head

Picktime vs When2meet

Picktime logo

Picktime

Scheduling

Appointment, class and resource booking with an unusually capable free tier

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: Picktime the Pro plan is cheaper per user than Starter because it is sold in a ten user block, so a business with four or five staff pays more per head than a business with ten and has no tier that fits it well.; When2meet no calendar synchronization capability
  • They diverge on capability: Picktime covers Free tier with three staff, When2meet covers Visual availability grid.
  • Prices and features above were last checked on 31 August 2026.

Where they differ

Only the attributes on which Picktime and When2meet actually diverge.

Attributes where Picktime and When2meet differ
AttributePicktimeWhen2meet
Pricing modelPer user per monthfree
PlatformsWeb, iOS, AndroidWeb
FoundedUnknown2003

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 Picktime

  • Free tier with three staff
  • Resource booking
  • Class and course booking
  • SMS reminders
  • Two way calendar sync
  • Payments
  • Multilingual booking pages
  • Booking approval

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.

Picktime

  • A public library booking study rooms and equipment where there is no budget for scheduling software at allnot When2meet
  • A two person tutoring business that needs a booking page, reminders and card payment for under ten dollars a monthnot When2meet
  • A community centre running classes with capacity limits and a waitlist across two venuesnot When2meet
  • A small salon that wants staff and chair availability booked together rather than assuming every stylist has a stationnot When2meet

When2meet

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

Where each one falls short

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

Picktime

  • The Pro plan is cheaper per user than Starter because it is sold in a ten user block, so a business with four or five staff pays more per head than a business with ten and has no tier that fits it well.
  • SMS is only on paid plans and the free tier is email only, so the no cost option loses the single feature that most reduces no shows.
  • Reporting is limited to basic booking counts and revenue totals, so any business that wants utilisation by resource, staff productivity or cohort retention will be exporting data and analysing it elsewhere.
  • Integrations beyond calendar, payments and Zapier are sparse, with no native connection to mainstream CRM or practice management systems, meaning customer data lives in a second silo that someone reconciles manually.
  • Support is email only with no phone or guaranteed response time, which is acceptable at three dollars a user but a genuine risk if the booking page goes down on a trading day.

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

Picktime

Free
  • FreeFree
    • Three staff members
    • Two locations and three resources
    • Unlimited appointments
  • Starter$3/month
    • Per user, billed annually
    • Three staff and two locations
    • SMS notifications and reminders
  • Pro$2.25/month
    • Per user, billed annually, minimum ten users
    • Unlimited locations
    • Customisable emails

When2meet

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

Which should you pick?

Choose Picktime if

  • You need free tier with three staff.
  • You want to start without paying.
  • You work on Web, iOS, Android.
  • You also want resource booking.
Picktime 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 Picktime or When2meet better?
Neither clearly leads. Picktime 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, Picktime or When2meet?
Picktime starts at Free and When2meet at Free.
Does Picktime or When2meet run on more platforms?
Picktime runs on Web, iOS, Android. When2meet runs on Web.
Can I use Picktime for free?
Both have a free tier, so you can try either at no cost before committing.
What is Picktime best used for?
Picktime is most often used for a public library booking study rooms and equipment where there is no budget for scheduling software at all, a two person tutoring business that needs a booking page, reminders and card payment for under ten dollars a month, a community centre running classes with capacity limits and a waitlist across two venues, a small salon that wants staff and chair availability booked together rather than assuming every stylist has a station. Of those, a public library booking study rooms and equipment where there is no budget for scheduling software at all and a two person tutoring business that needs a booking page, reminders and card payment for under ten dollars a month are not what When2meet is typically brought in for.
What can Picktime do that When2meet cannot?
Picktime covers Free tier with three staff, Resource booking, Class and course booking, SMS reminders. When2meet covers Visual availability grid, No account required, Drag-to-select availability, Group overview.

Answered from the vendors’ own pages

Picktime: Is the free plan actually usable long term?

Yes. It allows three staff, two locations and unlimited appointments permanently. The main limits are no SMS and PayPal only for payments.

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
Picktime: Can it book rooms and equipment?

Yes. Resources are first class objects and can be booked alongside or independently of staff.

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
Picktime: Why does Pro cost less per user than Starter?

Pro is priced for a block of ten users. Below that headcount the per user rate on Starter is what you pay.

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
Picktime: Does it take card payments?

Stripe and Square on paid plans; the free plan supports PayPal only.

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