7 Best When2meet Alternatives for Efficient Meeting Scheduling
Calendaring & Scheduling Meetings

7 Best When2meet Alternatives for Efficient Meeting Scheduling


Table of Contents

If you've been using When2meet but are eager to try something new, we have good news. There are numerous alternatives to this popular scheduling tool that offer similar features, and then some!

In this comprehensive guide, we'll discuss 7 of the best When2meet alternatives to help you decide which suits your scheduling needs.

7 Top alternatives to When2meet

Here's our list of 7 When2meet alternatives:

  1. Bookafy
  2. Setmore
  3. Zoho Bookings
  4. Doodle
  5. NeedToMeet
  6. SimplyBook.me
  7. YouCanBookMe

1. Bookafy

Bookafy - when2meet alternative
Source: Bookafy

Bookafy is a When2meet alternative that offers a fast and efficient way to book appointments. With Bookafy, you can schedule multiple types of events in over 30 languages.

It offers automatic time zone management to help you reduce scheduling conflicts and ensures a smooth scheduling process.

Key features

  • Integrates with Zoom, Google Meets, Cisco Webex, Teams, Skype, and GoToMeeting
  • Allows you to connect your account with Stripe or Authorize.net to receive payment at booking
  • Provides automated meeting confirmation emails and text reminders
  • Allows 2-way calendar sync with Exchange, Outlook, Apple iCloud, and Google Calendar
  • Lets you set up recurring appointment schedules
  • Offers branding and customization options


  • Free
  • Pro: $9/user/month ($7/user/month billed annually)
  • Pro+: $13/user/month ($11/user/month billed annually)

A 7-day free trial is available.

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2. Setmore

when2meet alternatives Setmore
Source: Setmore

Setmore is an online appointment scheduler that allows you to manage your bookings.

With Setmore, you can create a custom Booking Page where you can showcase your brand and services, as well as allow customers to self-book at their convenience.

Key features

  • Offers 2-way sync Google Calendar and Office 365 Calendar
  • Allows you to send automated and customizable email and text reminders
  • Allows you to take digital, credit, and debit card payments ahead of appointments
  • Lets you book recurring appointments in advance
  • Allows you to request reviews after appointments and publish them on your Booking Page
  • Integrates with social media, video conferencing, payment, CRM, marketing, website booking, and business apps


  • Free
  • Pro: $12/user/month ($5/user/month billed annually)
  • Team: $9/user/month ($5/user/month billed annually)

3. Zoho Bookings

One of the best When2meet alternatives - Zoho Bookings
Source: Zoho Bookings

One of the best When2meet alternatives is Zoho Bookings, an online scheduling tool that simplifies your appointment booking process.

It allows you to customize appointment booking forms with tailored questions and personalize your booking pages to align with their brand.

Key features

  • Integrates with calendars (e.g., Google, Office 365, and Zoho Calendars), meeting tools (e.g., Zoom, Google Meet), and online payment apps (e.g., PayPal and Stripe)
  • Allows you to receive appointments within a set scheduling window to prevent surprises
  • Lets you set allowed time limits for cancellation and rescheduling
  • Allows you to send automatic confirmation, reminder, and cancellation emails
  • Offers appointment reports
  • Provides automatic language and time zone detection so that your customers will see your booking page in their language and time zone


  • Basic: $8/staff/month ($6/staff/month billed annually)
  • Premium: $12/staff/month ($9/staff/month billed annually)

A 15-day free trial is available.

4. Doodle

Doodle when2meet alternative
Source: Doodle

Doodle is another tool that you can use to easily schedule various types of events, from 1:1s to group meetings.

With Doodle, you can create group polls, which allow you to send a set of times to participants and quickly determine the most suitable time for your event.

Key features

  • Provides activity reports so you can automatically see how many meetings your team is booking and for how long
  • Allows you to create customizable Booking Pages
  • Helps you manage as many clients as possible with unlimited Booking Pages
  • Lets you automatically add video conferencing links (e.g., a Zoom or Microsoft Teams link) to every booked event
  • Syncs with Google, Office 365, and Apple iCloud Calendars
  • Sends meeting deadlines and reminders to prevent no-shows


  • Free Forever
  • Pro: $14.95/user/month ($6.95/user/month when billed annually)
  • Team: $19.95/user/month ($8.95/user/month when billed annually)
  • Enterprise: Custom
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5. NeedToMeet

NeedToMeet to schedule meetings and appointments with groups
Source: NeedToMeet

You can create polls on NeedToMeet to schedule meetings and appointments with groups.

This tool also allows you to invite attendees through NeedToMeet or your preferred email platform and then receive email notifications when meeting attendees confirm their availability.

Key features

  • Provides you with an Attendee Link unique to your event
  • Offers a visual calendar interface where you can propose dates and times
  • Provides a Meeting Comments section in every poll that allows the admin and attendees to discuss the meeting or clarify details
  • Helps you easily view and edit all your meetings in one simple dashboard
  • Integrates with your Outlook Calendar
  • Allows you to sync all your mobile, web, and Outlook contacts into your NeedToMeet account


  • Standard: Free
  • Advanced: $12/user/year
  • Premium: $19/user/year

A 14-day free trial is available.

6. SimplyBook.me

When2meet alternative, SimplyBook.me
Source: SimplyBook.me

Another When2meet alternative, SimplyBook.me offers tons of features that will help you manage appointments and provide clients with a seamless booking experience.

One standout feature of this tool is its loyalty system, which allows you to enhance your customer relationships and improve client retention.

Key features

  • Allows you to send tailored reminders before scheduled appointments
  • Lets you create customized intake forms to gather client information during the booking process
  • Allows you to send automatic feedback requests after an appointment and post your reviews to your booking website
  • Helps you accept and track both offline and online payments
  • Provides a Visitor Counter that shows you how many visits your booking website gets, including the "Booking per visit rate"
  • Integrates with 20+ tools, including calendars, analytics tools, and meeting platforms
  • Provides customizable booking website templates


  • Free
  • Basic: $9.90/month ($8.25/month billed annually)
  • Standard: $29.90/month ($24.92/month billed annually)
  • Premium: $59.90/month ($49.92/month billed annually)
  • Premium Plus: $99.90/month ($82.50/month billed annually)
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7. YouCanBookMe

when2meet alternative YouCanBookMe lets your clients book, cancel, and reschedule appointments on your custom booking page 24/7
Source: YouCanBookMe

YouCanBookMe lets your clients book, cancel, and reschedule appointments on your custom booking page 24/7.

With its customization options, this tool provides a completely tailored scheduling experience.

Key features

  • Allows you to offer fixed appointment durations or give your customers a choice
  • Lets you brand and customize appointment notifications
  • Automatically detects time zones so everyone sees the right times
  • Integrates with Google Calendar, Zoom, Stripe, Gmail, Outlook Calendar, and more
  • Provides automatic rebooking so you can immediately book your clients for another appointment in the future
  • Helps you manage your team's availability in one place


  • Free Forever
  • Paid Plan: $12/calendar/month ($10.80/calendar/month billed annually or $9.60/calendar/month billed bi-annually)

A 14-day free trial of the Paid Plan is available.

Use Fireflies.ai to enhance the efficiency of your scheduled meetings

After scheduling your meetings, your next step should be to ensure these events are as productive as possible.

Let's say you and some coworkers are organizing a meeting to brainstorm ideas for a new project.

In these scenarios, it’s important that you properly note down important information and action items so you don't overlook any details.

But the thing is, how can you do so without sacrificing your focus or getting distracted? Well, that’s where Fireflies comes in!

AI notetaker tool for meetings

Fireflies is an intelligent meeting assistant that automatically transcribes, summarizes, analyzes, and stores all your online meetings to ensure nothing gets lost in the cracks.

So, instead of scrambling to take notes (which, to be honest, can be very tedious), you can just relax and let Fireflies do all the heavy lifting for you!

Let’s check out more features of this amazing meeting tool:

  • Lets you schedule meetings directly on Google Calendar and Microsoft Outlook to automatically invite Fred, its AI Notetaker.
  • Accurately records and transcribes your meetings in 60+ languages.
  • Generates customizable meeting summaries to give you complete visibility into your conversations. These summaries contain overviews, time-stamped outlines, action items, and more.
  • Stores all your meetings and transcripts in a central and accessible location for easier future reference. You can also organize and categorize these meetings in public and private Channels.
  • Offers Smart Search to help you review and retrieve key information from your transcripts using AI Filters, Sentiment Filters, and Topic Trackers.
  • Provides actionable meeting insights with Conversation Intelligence.
  • Offers Android and iOS apps to help you transcribe meetings on the go.
  • Integrates with 40+ tools, including video conferencing, productivity, CRM, and collaboration apps to streamline your workflow.
  • Lets you collaborate on critical parts of your meetings with teammates or friends using features like Soundbites, Threads, and Playlists.
  • Provides a GPT-4 powered bot, AskFred, that can answer questions about your meetings, customize notes, and generate post-meeting content like blogs and follow-up emails.
  • Takes your meeting security seriously—Fireflies encrypts all your data at rest and in transit and is SOC 2 Type IIHIPAA, and GDPR compliant.
Supercharge your meeting productivity with Fireflies.ai

Automate your meeting notes, extract valuable insights, and effectively follow up on your action items.

Try Fireflies for free!


These When2meet alternatives are unique in their own right, with each offering diverse features and pricing plans.

Before selecting any of them, consider your needs and budget to see if it's the right fit for you.

And by integrating Fireflies.ai into your workflow and leveraging its powerful features, you can easily make the most out of all your meetings.

Try Fireflies for free