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When2Meet for arranging meetings

A free tool to help groups to decide which times are suitable for them to be together.

Note: whilst When2meet can be accessed on a mobile device, it works much better on a computer.

Filling in a When2meet

  • Open up the poll by clicking on the link you were given.
  • Type your name into the ‘Your name’ in the ‘Sign in’ section to the left of the screen. Make sure you remember this (the exact spelling and whether you used upper/lower case letters) as this will allow you to return and edit your availability.
  • You don’t need to fill in the password, although you can if you want (but if you do, you need to remember it if you want to edit your availability later)
  • Click the ‘Sign in’ button
  • Click and hold as you drag your cursor across the pink section to show when you are available.
  • If you want to turn a cell back to pink, click over it again.
  • When2meet saves instantly saves your selections.
  • You can return to the same link again if you want to edit your availability
  • Video from 3m30s - 6m25s

‘Reading’ a When2meet

  • Open up the poll by clicking on the link you were given.
  • You will see that as more people fill the poll in, areas on the date/time field on the right side of the screen will become darker and darker green. These are the ‘hotspots’ which indicate where the most people are available.
  • If you put your cursor over any area of the field, the names of the people available/not available will appear in the left half of the screen.
  • Video from 2m30s to 3m30s

Setting up a When2meet

  • Go to When2meet.com
  • Type your event name (this could be the name of the group you are trying to bring together) in the ‘New Event Name’ field at the top of the screen - do this carefully - it can’t be edited once you have done it. If you make a mistake, no worries, you can just start a new one in another browser window.
  • Go to the ‘What dates might work?’ section in the left half of your screen. Select which dates you want to include in your poll by clicking on them. The dates you have selected turn green. Click them again to deselect them.
  • The default setting is ‘Specific dates’ meaning the poll will be for the dates you have selected, but you can select ‘Days of the week’ to create a generic poll for days of a week without specifying dates.
  • Move across to the ‘What times might work?’ on the right side of your screen. Here, you can choose the number of hours your poll will span. The ‘No earlier than’ field indicates the start of the poll window, whilst the ‘No later than’ field indicates when the end of the poll window will be.
  • Select the time zone, if needs be.
  • Click the ‘Create event’ button when you are ready. But remember, once you have done this, you won’t be able to edit your event, so if you have made a mistake you will just have to start again and make a new poll.
  • You will be taken to another page where you can send a link by email or message.
  • Give people a deadline for people to complete the poll by so you can convene the meeting with appropriate notice.
  • It’s also a good idea to bookmark the poll so you can revisit it and see who has filled it in and identify ‘hotspots’.
  • Video from start up to 2m30s
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