WhenTo review
A free, focused choice for groups coordinating recurring activities.
Reviewed by iTechGuides Editors · Editorial team · Updated Oct 2026
WhenTo is a collaborative web application for organizing recurring events with friends, clubs, teams, and other groups. Participants can submit one-time or recurring availability, while calendar policies use configurable participation thresholds to confirm events. Recurrence exceptions, time zones, live availability updates, anonymous registration, and notifications support groups whose schedules change over time. It is particularly suited to recurring activities where coordination matters more than individual appointment booking.
WhenTo is free in both Cloud and Self-hosted modes. The Cloud plan provides hosted deployment and allows three calendars per account. The Self-hosted plan lets organizations deploy on their own infrastructure with unlimited calendars. Its open-source model gives groups a choice between managed hosting and operating the application themselves. Calendar subscriptions use iCalendar, allowing confirmed events to appear in Google Calendar, Apple Calendar, Outlook, or Thunderbird. Notifications can also reach Discord, Slack, and Telegram. The product is available through web and API interfaces, with no mobile apps.
The strongest fit is a group that needs recurring availability, threshold-based event confirmation, and a focused calendar workflow rather than a broad personal scheduling suite. Live updates, recurrence exceptions, anonymous participation, and configurable notifications address practical coordination needs, while passkeys and TOTP two-factor authentication add account security controls. The main trade-off is synchronization: external calendar access is provided through one-way iCalendar subscriptions, so it is not designed for two-way calendar management. Groups that require mobile apps or bidirectional synchronization should choose another calendar application. Organizations offering WhenTo as a hosted service to third parties should also account for its Business Source License 1.1 and the stated commercial licensing requirement.
WhenTo pros and cons
- Where it wins
- Recurring availability patterns with configurable confirmation thresholds
- Notifications through email, Discord, Slack, and Telegram
- Passkeys and TOTP two-factor authentication
- Where it doesn't
- Web and API delivery without mobile apps
- External calendar synchronization is one-way
- Commercial licensing is required for third-party hosted services
WhenTo fact sheet, pricing and score →
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