WhosFreeWhen?

The free group availability tool

The free group availability tool for any group

Stop cross-referencing replies in a group chat. Share one link, let everyone mark when they're free, and see the best date or time instantly on a shared calendar.

Free to get started

Or pick a common type:

When are you thinking?

How precise should availability be?

One answer per date. Best for picking a day for a night out or a trip.

You'll get a shareable link. Send it to your group. Everyone marks their availability in under a minute, no account required.

No account for participantsWorks on any phoneNo sign-up to respondReady in seconds

How the tool works

  1. 1

    Create an event

    Name it, optionally set a date range, and choose whether people answer per day, half-day, or specific hours. Takes about ten seconds.

  2. 2

    Share the link with your group

    Drop it into WhatsApp, Slack, email, Discord, or a text thread. No app to install, no account needed to open it.

  3. 3

    Everyone marks their availability

    Each person taps their free dates or times on the same shared calendar. Answers appear live, so you can watch the picture fill in.

  4. 4

    Confirm the winning date

    A best-date recommendation shows you the strongest option. Confirm it and copy a ready-made announcement back to the group.

Try it now

What makes this availability finder different

Most availability tools stop at collecting responses and leave you to do the maths. This one is built to get you to a confirmed date without the spreadsheet.

Best-date recommendation

Once responses come in, the tool surfaces the date with the strongest coverage automatically, no counting required.

Group scheduling health score

See at a glance whether your poll is on track, or whether you still need to chase a few more people before you can decide.

What-if analysis for missing responders

Know exactly who to chase before sending a generic reminder, and see how the best date could shift once they reply.

Day, half-day, or hour slots

Whether you need a rough day or an exact meeting time, choose the granularity that matches what you're actually scheduling.

Gentle response reminders

A built-in nudge banner reminds people who haven't responded yet, without you having to type out another message.

Export your data

Need the raw responses for a report or another system? Export everything to CSV in one click.

View all features

How it compares to other availability tools

When2meet and Doodle are both solid tools that plenty of people use happily. Here's an honest, factual comparison so you can pick what actually fits your group.

 WhosFreeWhenWhen2meetDoodleGoogle Forms
Free✅ Yes✅ Yes✅ Free tier, paid plans for more✅ Yes
Sign-up required✅ No, for anyone✅ No, for anyone⚠️ No for respondents, account needed to create polls with extras⚠️ Google account to create; respondents may need one too
Works on mobile✅ Yes⚠️ Usable, but the grid is fiddly on small screens✅ Yes✅ Yes
Group sizeNo hard cap, built for small groups to teamsNo hard capNo hard cap on free tierNo hard cap
Best-date suggestion✅ Automatic recommendation⚠️ You read the grid and work it out yourself✅ Shows the most popular option⚠️ You tally responses manually

Comparison based on each tool's publicly available free features as of 2026. Features change over time, so it's always worth checking each tool directly for the latest.

Who uses a group availability tool

Any group that needs to agree on a date benefits, but a few types of groups get the most out of it:

Teams scheduling work meetings

Find a slot across a whole team without a chain of calendar-invite back-and-forth.

Office and friend Christmas parties

Lock in a December date before everyone's calendar fills up with other plans.

Friends planning a group holiday

Line up a week that works for everyone before you start looking at flights and accommodation.

Regular game night groups

Keep a recurring night on track without re-negotiating the schedule from scratch every time.

Prefer a different view of the same data? Try the group availability calendar for a month-at-a-glance layout, or the group availability poll for a simple yes/no style vote on a shortlist of dates.

Guides on group scheduling

Frequently asked questions

What is a group availability tool?
A group availability tool is a shared way for a group of people to say which dates or times they're free, so an organiser can see the overlap at a glance instead of piecing it together from separate replies. WhosFreeWhen is one: you create an event, share a link, and everyone marks their availability on the same calendar.
Is WhosFreeWhen actually free?
Yes. The free plan lets you create one active 30-day event for up to five participants, with no card required and no sign-up for responders. Pro removes the event and participant limits and adds organiser features such as reminders, polls, and scheduling insights.
Do the people responding need to sign up?
No. Anyone with the link can open it, type their name, and mark their availability straight away. No account, no app download, no email verification. That's usually the single biggest reason a group actually finishes filling in a poll rather than half of them ignoring it.
How is this different from just asking in a group chat?
A group chat buries answers in scrollback and forces you to manually cross-reference who said what. A group availability tool puts every answer on one calendar, colour-coded by how many people are free on each date, so the best option is visible immediately rather than reconstructed by hand.
How many people can use it?
There's no hard cap baked into the free tool. It works well for a pair trying to find a coffee slot right up to teams and clubs coordinating dozens of people. Larger groups benefit most, since that's exactly when manual coordination breaks down.
Can I use it for finding a time, not just a date?
Yes. When you create the event you can choose whether people respond per day, per half-day, or in specific hour slots. Pick hour slots if you need to land on an actual meeting time rather than just a day that works.
Does it work on mobile?
Yes, the whole thing is built to work on a phone browser, both for the organiser setting it up and for everyone else responding. No app to install on either side.
What happens once everyone has responded?
The calendar shows which dates have the strongest coverage, and a best-date recommendation surfaces the top option automatically. You confirm it, and there's a one-click way to copy an announcement to send back to the group.
Can I see who hasn't responded yet?
Yes. The event page shows who has and hasn't replied, so you know exactly who to nudge instead of guessing or re-pinging the whole group.

Ready to find your group's availability?

Create your event, share the link, and see the best date in minutes. Free, no sign-up, no app for your group to download.

Start your group availability poll →