The scheduling struggle is real, but the tools are changing
If you’ve ever tried to coordinate a meeting with more than two people, you’ve probably run into a wall of availability conflicts. That’s why meeting apps like When2Meet have been so popular for years. They offer a lightweight way to crowdsource free time. No logins and no downloads. Just click, share, and compare.
But as work has become faster, more distributed and more reliant on real-time collaboration, the question is no longer “Can this app find time?” It’s “Can this app do it fast, intelligently, and without creating more work?”
With the arrival of new tools like mtngs, it’s time to take a fresh look. In this post, we’ll break down how mtngs and When2Meet compare, what each is built for and which one is best equipped for the way teams work in 2025 and beyond.
Core similarities: What both tools do well
Both mtngs and When2Meet are designed to solve the same fundamental problem: getting people in a room (virtual or physical) without endless back-and-forth.
Each lets users propose or detect available time slots for a group. They’re simple, accessible and significantly better than sending calendar screenshots or playing email ping-pong.
They also both work well across different platforms and devices. Te learning curve is minimal making them especially useful for one-off meetings, volunteers or teams without a standard tech stack.
Where When2Meet starts to show its age
When2Meet has earned its reputation by doing one thing well. It offers a basic, visual way to compare availability. But its simplicity is also its limitation.
It doesn’t integrate with Google Calendar, Outlook or Apple Calendar. Users have to manually select their free time, and those times aren’t validated against real calendars. So conflicts can slip through. Once a time is chosen, the actual booking still has to be done manually.
In 2025, this kind of static coordination feels more like a workaround than a solution. Especially for teams that work across tools, time zones and packed schedules.
When2Meet was built for accessibility. But it wasn’t built for speed, automation or real-time syncing.
What mtngs brings to the table
mtngs, by contrast, is built for how people schedule today and in the future. It’s more than just a meeting app. It’s a real-time, intelligent scheduler that works quietly in the background.
Instead of asking users to input their availability, mtngs connects directly to Google Calendar, Microsoft Outlook and Apple Calendar to scan real-time availability across all participants. Once a match is found the meeting is not just proposed, it’s booked instantly, across everyone’s calendar. No coordination required.
And for teams or companies, mtngs offers a white-labeled API-driven approach. That means you can integrate its scheduling intelligence directly into your own platform. Whether that’s a team app, a client portal or a custom workflow.
So which one works best in 2025?
If you’re a student group or organizing a casual event, When2Meet still offers an easy, frictionless way to get started. It’s free, familiar, and requires zero setup.
But for teams, startups, distributed companies and anyone who values speed, automation and reducing calendar clutter, mtngs is a step into the future.
It’s not just a group scheduler. It’s a smarter way to schedule. One that actually works for you.
Interested in more information about mtngs? Get in touch with us and we are happy to show you all about it.
