9 Best WhenAvailable Alternatives for Group Scheduling 2026
WhenAvailable does one thing well: create an availability poll, add a few background themes, and share it by link or email invite. Guests don’t need an account, and you can run as many polls as you want for free.
The limitation is that it’s a manual poll. Everyone has to remember their own schedule and mark it in by hand, there’s no calendar integration to pull in real busy times, and once the group picks a slot the coordination happens off-platform.
Here are 9 WhenAvailable alternatives worth a look.
1. Carly
Carly gives you the same shared availability poll as WhenAvailable, with one big addition: participants can connect their Google Calendar or Outlook and the grid auto-fills their busy times. Your calendar stays private — other participants only see which slots you’re free or busy, never what’s actually on your schedule.
Gray cells are auto-filled from connected calendars. Teal intensity shows group overlap.
No account required, and it works on mobile. If nobody wants to fill in a grid, you can also coordinate entirely over email — Carly’s AI handles the back-and-forth and proposes times. For 1:1 meetings, Carly offers free booking pages too.
What makes it different from WhenAvailable: WhenAvailable asks every participant to remember and mark their schedule. Carly lets the calendar do the work. It’s also part of a full AI agent platform — 70+ integrations across calendars, CRM, messaging, and project management, usable entirely over email.
Pricing: Free
2. When2Meet
The original availability grid. Ugly, ad-free, unchanged since the mid-2000s. Enter dates, paint availability, share a link. No email, no account, no tracking. If you want the WhenAvailable idea stripped to its bare minimum, this is it.
Best for: Groups who don’t care how it looks and want something that just works.
Pricing: Free
3. Doodle
The incumbent in the “vote on preset times” camp. Free tier has ads and a one-active-poll limit, but the voting UX is polished and the name recognition means you can drop a Doodle link without explaining what it is.
Best for: Teams that want brand-name familiarity.
Pricing: Free with ads; Pro from $8.95/month
4. Rallly
A clean, open-source Doodle alternative. Rallly uses the “vote yes/no/maybe on candidate times” model rather than a paint-your-availability grid — better when you already have a few slots in mind and just need a quick group verdict.
Best for: Teams who want a simple vote-on-times tool without ads.
Pricing: Free (open source)
5. LettuceMeet
A modern take on When2Meet’s drag-to-paint grid, with a mobile-friendly UI and optional Google Calendar view. Free, no account required for guests.
Best for: Groups who want the availability-grid model with a cleaner interface.
Pricing: Free
6. Crab.fit
Open-source When2Meet replacement with a live-updating heat map, automatic timezone handling, and a modern UI. Source is on GitHub, and there’s a native Android app. Anonymous by default.
Best for: Groups who want polish plus open-source transparency and timezone handling.
Pricing: Free (open source)
7. WhenIsGood
Click the grid for the times that work for you, get a link to send around, and see everyone’s overlap. Bare-bones and fast, with no account needed.
Best for: One-off polls where you want the simplest possible grid.
Pricing: Free
8. Xoyondo
Doodle-style polling with extras: anonymous polls, sign-up sheets with slot limits, and a built-in message board. Dozens of languages supported. No feature limits on the free tier — premium just removes branding.
Best for: International groups or events needing sign-up sheets alongside scheduling.
Pricing: Free (premium removes branding)
9. Cal.com
Open-source scheduling platform with collective event types, round-robin routing, and embeddable booking pages. More infrastructure than poll tool — better when group coordination is one of several scheduling problems you need to solve.
Best for: Teams who want self-hosted scheduling with group coordination baked in.
Pricing: Free tier available; Teams from $15/user/month
WhenAvailable Alternatives Compared
| Tool | Model | Free tier | Account needed | Calendar sync | Open source |
|---|---|---|---|---|---|
| Carly | Availability grid + email | Yes | No | Yes (auto-fill) | No |
| When2Meet | Availability grid | Yes | No | No | No |
| Doodle | Vote on times | With ads | No | Paid only | No |
| Rallly | Vote on times | Yes | No | No | Yes |
| LettuceMeet | Availability grid | Yes | No | View only | No |
| Crab.fit | Availability grid | Yes | No | No | Yes |
| WhenIsGood | Availability grid | Yes | No | No | No |
| Xoyondo | Vote on times | Yes | No | No | No |
| Cal.com | Team availability | Yes | Yes | Yes | Yes |
Manual polls vs. calendar-connected scheduling
WhenAvailable works fine for small, infrequent groups — a weekend trip, a club, a one-off team event. Everyone remembers their schedule well enough to mark a rough picture.
The friction shows up when the group is larger or when people book meetings often. Asking eight people to manually mark availability for a Tuesday–Friday window produces gaps and errors — someone forgets the standup, someone blocks the wrong day.
Calendar-connected tools like Carly fix this by pulling busy times straight from Google Calendar or Outlook. The grid starts pre-filled, so participants only mark their preferences on top of known conflicts instead of rebuilding their whole schedule from memory.
More on scheduling: When2Meet alternatives · Doodle alternatives · LettuceMeet alternatives · Group scheduling tools · WhenIsGood alternatives · StrawPoll Meetings alternatives · Timeful alternatives
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"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."
