This complete guide will teach you how to use When2Meet, the most simple web-based tool available to schedule your group’s events.
If you’re trying to plan plans that require at least two persons in your daily life, it could be difficult to find the right time that is convenient for everyone. However, if you add an uninvolved group in the mix and need to organize an event or a meeting that could be an absolute catastrophe.
To address this issue, there are many calendars to help you plan events, such as Google Calendar. If your calendars are somewhat difficult to master of, then When2Meet is the best option for you.
Table of Contents
What is When2Meet and Is it Right for You?
When2Meet is a basic web-based calendar for polling which you can use to organize meetings and events for large numbers of individuals. It has a simple interface that cuts out any bells or whistles which could hinder you from trying different calendars.
You can choose specific dates, times and days that are suitable for your needs for the event, and invite others to join in the same way. When you’ve created an event on specific dates, the participants can choose their dates only. This allows you to reach an agreement on a date that is convenient for everyone on the dates you want.
When2Meet provides basic polling capabilities just to help you plan an event. It allows you to poll events in a 1:1 manner or with an entire group, but that’s it. This calendar isn’t like other calendars which allow you to add an area for meetings within the calendar event itself. It’s merely a space for coming to a consensus.
Although its simplicity is the main reason for some but it could be the reason it’s not the best choice for you.
If you’re a student trying to choose the best time for your group project, freelancers, or a small group The calendar will work for your needs perfectly. However, if you’re looking for more advanced features, such as Google Calendar integration, repeat dates and availability, email confirmations that include information about the event and other information. You’ll find none of these in When2Meet and it’s better to choose a different service.
Using When2Meet
The use of When2Meet for coordinating an event is a double task. The first step is to organize the event and invite participants. After that, everyone will enter their time slots as a vote on pills – and you’ll be able to choose a time that is suitable for everyone.
Create a When2Meet Event
To begin, visit When2Meet.com.
Enter the name of your event in the “New Event Name” field.
Then, you must choose then the date(s) in the calendar. The calendar begins from the current week, so it may look different from the typical calendar you view. It is possible to move the calendar upwards and downwards to see the weeks prior and following. Click on the month on left, and then scroll up and down.
The week can also begin on the Sunday. If you’d rather begin your week on a the Monday of your week, then you are able to move the calendar to either left or right by placing the cursor over the days of the week at the top.
Then, choose the dates for the event that you think will work best for you. You can select a single date or as many as you’d like. Select the dates individually to select them , or drag the cursor over your calendar in order to choose dates that are in the same time. The dates you choose are highlighted with green.
It’s possible to scroll the calendar down to pick any of the open dates for the coming months. From what I can see, there is no limit to the amount of time you can look or the number of dates you can choose. Be sure to select the dates with care as they are not editable once you’ve created the event. It’s necessary to start by creating a new event. If you choose a date in error then drag or click them to remove them.
Instead of specifying dates, you may also choose the ‘Days of the Week’ view in the menu dropdown. This is useful when you are planning an ongoing meeting every week on the exact day, and you want to identify the most suitable day for your group.
After you’ve selected the dates/days you want to select, then choose the time period that works. You can choose specific times available at the following step. In this step, you’ll be able to define an exact time frame, such as 9 am to 5:15 pm in which you can schedule the event. Choose the start and finish time in the drop-down menus under “No earlier than” and No Later Than’.
If you select the option ‘Specific Dates’ you will also be able to select your time zone, and all other participants can choose their own. This feature won’t be accessible in the ‘Days of the Week’ view as it requires all participants to be in the same time zone.
After all the parameters have been set, click ‘Create Event’.
Invite Participants to the Event
When you’ve created the event, it will create an unique link to the event. This link will be required whenever you need to check out the details So make sure you save it.
You can choose to start by sending invitations to other participants, and then decide on the times you’ll be available, or you can do it in the reverse order. It doesn’t matter as it will update any modifications that you have made to your time availability in real-time.
For sending an invite, you can select the option to email them for sending an email via the mail application of your system or the Facebook message option or copy the URL and then send it via another method.
Send the link to others, and ask for them to indicate their availability for the event.
Signing in to the Event
After the event has been created and you’ve sent invitations The next steps are identical for all. It doesn’t matter if initiated the event or you were invited.
Follow the link to the page for the event. After that, to record your availability for the event you’ll have to sign in. It isn’t a matter of whether you’re the author of the event or just an invitee. Fill in the sign-in details in the appropriate fields, then click the “Sign-in” button after you have entered the details.
The login information will require you to input only your name, not your email address or password that, too is not required.
You might be a bit puzzled, but let me explain the reasoning to explain the reasoning. The information for signing in on When2Meet can be discarded since it’s only valid for one event. This is great for those who wish to keep their privacy or do not wish to deal with the process of registering an account on an online platform for these tasks. However, it’s also that there aren’t any confirmation emails that contain event information or other apps integrations.
Then we get to the subject of passwords. You might want to not make passwords since it’s not required and you only need to enter your name. Although you are able to do this however, we’d recommend you make one because without a password, anyone who has access to the link is able to sign in with your name. If they sign in using the name of yours, they could modify your available time slots. To avoid confusion, it’s best to set up an account secure password. Even a basic one.
Although passwords and usernames can be discarded however, they can be saved with the Password Manager and use them in future events.
Enter your username and password each time you wish to change your availability. It is not necessary to enter these details to check the availability of the group.
Notifying your availability
After you log in after logging in, a date and time grid that is similar to the grid for groups that is visible to the right side of the window will be displayed on the left. This is where you’ll be able to indicate your availability.
Making your availability known is easy. All you have to do is drag and click onto the grid. There’s no additional step to saving your changes. All changes are automatically saved.
Before you mark your availability, ensure you check that your timezone shown in the upper-right corner of the screen is accurate. If it’s not then you can choose the correct time zone in the menu dropdown.
You can now select the blocks to mark your availability. By clicking, you mark a 15-minute window for an exact date. To mark longer chunks of time, you can drag and click horizontally as well as vertically. The dates you’ve marked as accessible will be highlighted in green.
If you’ve marked a wrong time by accident or are not available at the moment, just click or drag and click the time to erase it.
Finding the right time From the Group Grid
If people indicate their availability time, you will view it on the grid of group members. The grid will display the people’s availability in different hues of green.
The grid will appear grey at first, if nobody has marked their availability.
If you’re the only person to vote at the time of you vote the grid will appear gray. However, as soon as you’ve marked your availability, the grid of your group will change to reflect your vote.
However, as the number of people who have declared their availability grows as well, the shades of green on the grid increases, moving from the lightest to the darkest to show the number of people who are available.
The green shade that is darkest represents the highest amount of people who are available at the time, while white means there are no people available.
For instance, in the case of a group of four If 4/4 of the people can be found at specific moment, it will be indicated by the darkest shade of green. A lighter shade will show where 3/4 of the people are available, and a lighter shade will show where 2/4 of the people are available and the list goes on.
If there isn’t a moment when all four users are present the darker hue of green will show the time when 3/4 of them are available. It is possible to see the largest amount of people in the same room in the bar chart that is over the grid.
To determine the appropriate time to hold your gathering, locate the blocks with the darkest green color. It is also possible to move the cursor over the grid to view the complete breakdown of participants and their availability in the left side of the display.
That’s it. Now you have a perfect date for your event that will suit the majority (or in the case of luck you’re lucky, all) members of the group.
Here you go. It’s easy to figure the ideal timing for your event or meeting for an entire group with the help of When2Meet. It’s not necessary to try to figure out the ideal timing or engage in a back and forth discussion in the group chat , with no tangible results to come to an agreement. It’s enough to let the democratic process rule.