WhenAvailable
What WhenAvailable is
WhenAvailable is a scheduling service for collecting group availability through online polls. Organizers can suggest any number of date and time choices, share a link or send email invitations, and watch votes arrive. Guests can respond without signing in. Polls may also include custom text or number questions alongside time slots, and organizers can apply background themes; premium plans add a cover image. Google Calendar access can show availability and place suggested times on calendars as holds, while Google Contacts can supply invitation addresses. The service lists two-way calendar sync, scheduling links, Android and iOS apps, web access, and an integration API article. WhenAvailable says it runs on Google Cloud, does not store Google Calendar data, and encrypts supplied sensitive information with SSL. Support is available by email, with replies promised within 24 hours, usually sooner. The free options allow 20 guests, 80 dates or times and questions, and one guest group. Paid choices include OneTime Premium at $14 a month as a one-time charge and Premium at $49 a year.
Who it suits
WhenAvailable suits organizers coordinating dinners, clubs, meetings, and other gatherings. It is useful when guests need to vote without creating accounts.
What it does well
- Guests can vote without signing in
- Custom text and number questions
- Google Calendar availability and holds
- Android, iOS, web, and API access
- Free options are available
What to know first
- Second poll administrator is not supported
- Free limits include 20 guests
- Privacy policy says no vulnerability scanning
- Premium plan auto-renews yearly
Plans
| Plan | Billed and limits | Price |
|---|---|---|
| Free | billed monthly · 20 guests · 80 dates/times and questions · 1 guest group | Free |
| Free Basic | Unlimited basic polls · 20 guests per poll · 1 guest group · 80 dates/times and questions · Themes | Free |
| OneTime Premium | One time charge; upgrades one poll · 1 premium poll · Unlimited guests · 200 dates/times and questions · 5 manual reminders · 1 guest group | $14, paid once |
| Premium | Auto-renews once a year; 12-month subscription period · Unlimited premium polls · Unlimited guests and guest groups · Unlimited dates/times and questions · Unlimited manual reminders | $49 a year |
As whenavailable.com lists them, read 22 Sept 2026. The maker's own page has the final word.
Verdict
WhenAvailable focuses on straightforward availability polling with guest access and calendar connections. Its free limits suit smaller groups, while paid plans expand polls, guests, reminders, and calendar features.
Facts from WhenAvailable's own pages
- API
- The Help Center lists an Integration API article for integrating WhenAvailable with a site. · whenavailable.com, 11 Oct 2026
- Calendar integration
- Users can authorize Google Calendar access to view availability and add or remove suggested times as calendar holds. · whenavailable.com, 11 Oct 2026
- Calendar sync
- two_way · whenavailable.com, 22 Sept 2026
- Contacts integration
- Users can authorize Google Contacts to select email addresses for invitations and notifications. · whenavailable.com, 11 Oct 2026
- Free plan
- Yes · whenavailable.com, 22 Sept 2026
- Guest access
- Guests can vote without signing in. · whenavailable.com, 11 Oct 2026
- Headquarters
- Santa Clara, California, United States · whenavailable.com, 28 Sept 2026
- Mobile apps
- The maker's news page refers to its iOS and Android apps and describes a feature for saving poll drafts in them. · whenavailable.com, 11 Oct 2026
- Poll creation
- Organizers can propose any number of date and time options, share a poll link or send email invitations, and view votes as they come in. · whenavailable.com, 11 Oct 2026
- Poll questions
- Polls can include custom questions, including text and number answers alongside time slots. · whenavailable.com, 11 Oct 2026
- Product limits
- The contact FAQ says adding a second poll administrator is not currently supported. · whenavailable.com, 11 Oct 2026
- Purpose
- WhenAvailable lets organizers create availability polls so groups can find a date and time that works for everyone. · whenavailable.com, 11 Oct 2026
- Scheduling links
- Yes · whenavailable.com, 22 Sept 2026
- Security and privacy
- WhenAvailable says it is hosted on Google Cloud, does not store Google Calendar data, and encrypts sensitive information supplied to it using SSL. · whenavailable.com, 11 Oct 2026
- Security limitation
- The privacy policy states that WhenAvailable does not use vulnerability scanning or scanning to PCI standards. · whenavailable.com, 11 Oct 2026
- Support
- The contact page says customer support can be reached by email and will reply within 24 hours, usually much less. · whenavailable.com, 11 Oct 2026
- Themes
- Polls can be customized with background themes, and organizers can add a cover image on premium plans. · whenavailable.com, 11 Oct 2026
- Use cases
- The maker describes the product for dinner parties, book clubs, movie nights, board meetings, and other gatherings. · whenavailable.com, 11 Oct 2026
Where WhenAvailable stands on Freedom251
- Calendar apps#94 of 194