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Having an efficient meeting isn’t only about what occurs in the meeting, but what happens beforehand as well. If you have a really efficient process for scheduling your meetings, you’ll find that you have a lot more time available to you. When defining a time for your meeting, a lot of time is often wasted. That’s because you’ll end up emailing back and forth multiple times, or playing phone tag before finding a time.

If you’ve never considered using a meeting scheduling app before, you probably should. They give you the ability to poll your coworkers and clients on when the best time for them is to meet. You can also show your availability to these people so they can book in a time for you to meet without having to call or email you first.

A very popular meeting scheduling app is When2Meet. Lots of people use this to manage their appointment scheduling and day to day meetings.

However, there are more up to date apps out there. If you are interested in the When2Meet alternatives, keep reading for a list of the best apps out there.

Pick up the best When2meet alternative from this list


Amelia is an online scheduler that will definitely exceed your expectations. It is a feature-packed plugin that works well with WordPress and has many happy customers to attest to this.

By using Amelia, you can perform all sorts of appointment-related tasks, easily customize the booking process, and even manage appointments for different business locations.

And all those under only one license, no add-ons needed, unlike other similar plugins you’d find in this list.

For those who own business chains, Amelia is the perfect match because it is able to centralize all the data in one place. Amelia is one of the best scheduling apps you can use, regardless of your business’ size, and it is exceptionally user-friendly with a clean, modern interface.

Amelia also has an Events Calendar module integrated within its features.

This means that you can automate your Event bookings as well. To be more precise, it means that you will be able to schedule a single day, a multi-day, and also recurring events with Amelia.

To test things for yourself, I’d suggest checking out the demos and see how things look on the front end as well as in the back-end.


Trafft is a great option to use because it’s not just a scheduling tool. Trafft is a professional service business management software, a professional tool, and a digital business partner that covers different aspects of running a business.

It’s the kind of app that small and medium business owners, administrators, managers, and key staff in the service industry are using to take their processes and businesses to the next level.

How does it do that? Well, Trafft is a combination of an online no-code platform and human service from a team of service business automation experts. While that’s a mouthful, we can make it simple by saying that it provides all the necessary tools to organize schedules, accept bookings and payments, send reminders and integrate with other tools.

Trafft differentiates from typical apps and tools that automate smaller tasks like online bookings or personal schedules, and are usually hard to configure and maintain, and support is hard to get.

The Trafft app and its team do that by providing support for the complete workflow cycle of a service business, and has an extremely intuitive interface and UX.

What does that mean practically for you? You would not need to waste time on repetitive tasks like calling clients and confirming or rescheduling, and you won’t even need to hire additional people to do that.

It also comes with all the features that you need to get started, such as:

Boomerang Calendar

Boomerang Calendar is another great When2Meet alternative. It’s a browser extension for Firefox and Chrome. It syncs with Google Calendar and Gmail to see your schedule. This makes it simple to arrange meeting times with your colleagues and clients.

When you’re arranging a time to meet, you can pull up this calendar to take a look at what times you are free for appointments. Then you can send this calendar to your workmates to show them when you have free time.


ScheduleOnce is a comprehensive option for your appointment scheduling requirements. It is focused on the financial services industry. If you work in this industry, you’ll find it useful to have this software as it’s tailored to the specific requirements of your job.

ScheduleOnce features widgets that you can embed on your website for ease of use. Users find this system very intuitive and easy to figure out. It supports different time zones, including changes for daylight savings.

Pick A Meeting

If you just want a simple software that will help you schedule meetings and that’s it – Pick A Meeting is for you.

Rather than going back and forth time and time again over email trying to arrange a meeting time, you can use Pick A Meeting. It analyzes your calendars to find the time that everyone is free. This takes all the admin work off your shoulders, saving you a lot of time.

This is a convenient software to choose because it doesn’t matter if you and the others you’re meeting with have different email domains. It can still get your calendar information to determine a common availability. You can even use this one on your mobile device.


Sales teams love using Appointlet because it has CRM features. This helps you keep track of client information and interactions to provide a seamless customer service experience. It has web conference integrations to make it easy to contact clients no matter where they live. Every single step of the booking process is made easy with Appointlet. You can create a custom URL to send to people from your account. Then they can click the unique link to get online and see your availability.

One of the best things about Appointlet is that it has a great customer support team. There is also a great deal of information online, including videos and blogs. These can help you maximize your use of all this product’s features.


With Calendly you can show clients and colleagues alike your availability. Then they can book in a meeting with you at the time that suits them the best. If you get many meeting requests as part of your job, this software could save you a ton of time. That’s what makes it a great When2Meet alternative.

Calendly has an easy to use design. You can set up your time preferences and create a customized URL to share with others.

Connect Calendly to your calendar to experience its full functionality. It syncs with iCal, Outlook, Google Calendar, and Microsoft Office 365.


If you’ve always dreamed of having an assistant, Assistant.to is here to be your perfect virtual assistant. Go straight from Google Calendar to choose your available time slots and use Assistant.to to share those slots with others.

When you’re composing an email in Gmail, you’ll be able to choose a meeting length and place to meet. This will be within the email itself and the reader can click on the time that they want to meet. Once everything is agreed upon, the meeting will be added to your calendar. This includes all the details, including length and location.

Currently, Assistant.to does not have the capacity to handle group scheduling.


If you enjoy using AI such as Siri or Alexa, you will likely enjoy using X.ai as your virtual assistant. It features two AI characters called Andrew and Amy Ingram. Once you have set up your X.ai account, these assistants will help you with your emails related to scheduling. Then they will email your clients until an appointment is agreed upon.

The dialogue does remain very personal although it is AI. Visit the X.ai site to see the stories from users who thought that Andrew and Amy were real people. It syncs with Outlook, Google and Office 365.

HubSpot Meetings

If you have a lot of meetings per week, using HubSpot Meetings will save you time spent in meeting scheduling. Let it handle all the administrative tasks for you and avoid the endless rounds of phone tag. Common users are those in business, sales, customer relations, and business owners.

HubSpot will sync with the HubSpot CRM, Google Calendar and Office 365. This means that people can see your current availability.

It can even organize group meetings so you can book time with multiple people at once. Potential clients can even book meetings with whichever sales rep who is free at the right time for them. This can really add a personal touch to your business.


Calendar is a free software that integrates Apple and Google Calendars. It is a successful company that recently took over Timebridge.

With Calendar, you can choose between two options for scheduling meetings. Outbound lets you select your availability, add attendees and email everyone for times that suit them. The app will then select the best time for everyone and set up the meeting.

It’s a When2Meet alternative that functions well with Outlook, Google Calendar, and Apple Calendar as well as many other software.


Appointment bookings are made easy with Bookafy. It will automatically send reminders and confirmations by text on your behalf. It can create and add Skype, Zoom, 24 Sessions or GoToMeeting links for web conferences. It can sync client information to your CRM and your own personal calendar as well. Bookafy offers a branded booking page for each one of your sales reps. They can add a profile picture to this to individualize it.

While Bookafy offers many advanced features, it remains simple to use and manage. It’s very flexible and customers and business people alike love using it.


Doodle is one of the most basic schedulers there are. This makes it incredibly effortless to use. Instead of doing a When2Meet poll, you could try Doodle. Whether you’re looking to make time for a business or personal event, Doodle makes it easy. Book meetings, arrange dinners or set up a client meeting. It’s a scheduling poll tool that shows the results in a visual calendar. You can clearly see who’s free and who’s not, with a tally of available people.

The person who sets up the event poll can then choose the time that was best for everyone and let them know when the event is going to be. It is a polling app designed just for scheduling meeting times.

The race between When2Meet and Doodle is too close to call. It’s up to you which you think is best for your needs.


Setster is a more advanced scheduler, which makes it a little tougher to navigate. It is fantastic for collaboration and is great for working with multiple employees. This calendar tool will support more than one person on one login and offers many options for its customers. There are multiple widget styles for you to choose between.

The focus of Setster is on customizations. It gives a way of remotely managing data and you get to experience a personalized customer booking method. You can also add your own branding, so customers see only your logo when they schedule appointments with you. If you want your customers to have the best possible booking experience, Setster is a great way to do it.


Presdo has a sleek design but many people find it harder to use than other software. The features it offers are in-depth and perhaps that explains the complexity of the software. If you want something that looks fantastic, Presdo is there for you, but you may need to put in a bit more effort.


The free When2meet alternative, WhenAvailable, is great because it works well for setting up meetings with groups. As a When2Meet alternative, it functions really well. If you need to plan a team meeting, group dinner or other group activity, WhenAvailable can help with the scheduling. By using the free account, you can schedule events with up to 20 people. It even lets you schedule an unlimited number of events.

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