From setup to a final time in four steps

1. Set candidate times

Enter a meeting title. Choose a date range and optionally exclude Saturdays or Sundays, or use the calendar to pick individual dates. If participants are in different regions, enable cross-time-zone display and confirm the reference zone before setting the daily window, meeting length, and admin password.

How cross-time-zone meetings work

The organizer sets every candidate in one reference time zone. When participants open the link, WhenPact detects their device zone, converts dates and times for local display, and provides a searchable field to correct it or return to the device zone. A manual choice is remembered only for that meeting; the zone confirmed at submission appears on the admin page for verification. Every local selection still maps to the same real moment.

Choose a range or individual dates

Use a date range for a continuous window such as Monday through Friday, with the option to exclude Saturdays or Sundays. If only scattered dates work—July 3, 5, 10, and 16, for example—choose individual dates and select them on the calendar. A meeting can cover up to 31 days. A focused set of options is usually easier for participants to complete.

Set the daily window and meeting length

The start and end times define the full daily scheduling window. Duration is available in 30-minute steps up to 12 hours. WhenPact recommends only start times that fit the entire duration. For an 18:00–22:00 window and a 90-minute meeting, the latest possible start is 20:30.

Admin passwords, recovery codes, and required people

The admin password protects only this meeting and must contain at least 8 characters; 12 or more is recommended, and it should not be reused elsewhere. Numbers-only and common passwords are not accepted. Save the one-time recovery code immediately. If the password is lost, the code lets you sign in and issue a new password and recovery code. Mark only people whose absence would prevent the meeting as required, then send each person their own private link.

2. Share the participant link

After creating the meeting, choose “Copy invitation” and paste it into your preferred email, group chat, or messaging app. Participants do not need an account or the admin password. Keep the admin link, admin password, and recovery code away from participants.

3. Collect availability

Participants first confirm the time zone shown on the page, then enter a display name and tap or drag across every slot they can attend in full. Cross-time-zone mode shows their local dates and times; standard mode keeps the organizer’s reference zone. Edit permission stays on that device. A private edit link is only needed from another device and must not be forwarded.

4. Finalize and export

The organizer signs in with the admin password to review responses, recommended times, the reference zone, and each participant’s confirmed zone. Once a time is finalized, the participant page stops collecting responses. Both organizers and participants can download an .ics calendar file.

How recommendations are ranked

WhenPact first checks that every half-hour slot inside the complete meeting duration is available, then compares attendance counts and required-participant status. A recommendation supports the organizer’s decision; it does not finalize anything automatically. When scores are close, travel, time zones, fairness, and the purpose of the event may matter more than a small difference in attendance.

Frequently asked questions

• Do participants need accounts? No. Anyone with the participant link can respond.
• Can a response be changed? Yes. Edit permission stays on the original device, and a private edit link can be saved for another device.
• Are time zones converted automatically? Yes, when the organizer enables cross-time-zone mode. Participants see local dates and times and can change the detected zone.
• How is a participant’s zone detected? From the browser’s device setting, not IP geolocation. Participants should confirm or correct it before responding.
• Can responses reopen after finalizing? Yes, the organizer can reopen the meeting, but should also correct any final notice already sent.
• Is data stored forever? No. Meetings expire and are deleted according to the Privacy Notice.

Help people respond sooner

State the duration, reference time zone, and response deadline in the invitation. Ask everyone to select every workable time—not just one favorite. For more ideas, read the group scheduling guide and the cross-time-zone guide.

Important notice before use

• WhenPact is a scheduling aid. Recommendations, heat levels, and time-zone conversions support a decision; they do not guarantee attendance or replace final confirmation.
• Organizers and participants should independently verify the final date, time, time zone, daylight-saving adjustment, location, and meeting link. Check again for cross-time-zone, travel-related, or important events.
• Protect admin passwords, recovery codes, required-person links, and private edit links. Anyone who obtains a link or credential may be able to use its associated permissions.
• Do not place identity-document, health, financial, trade-secret, or other sensitive information that is unnecessary for scheduling in a title, description, or display name.
• Maintenance, networks, devices, browsers, or third-party services may cause temporary interruptions or display differences. Keep a separate confirmation record and participant contact details for important meetings.

This notice does not limit any right or liability that cannot be excluded or limited by applicable law. See the Terms of Use and Privacy Notice for details.

Delete data

The organizer can delete individual participants or the entire meeting from the admin page. Deleting a meeting cannot be undone. If the password is lost, the one-time recovery code shown during setup can be used once; it becomes invalid immediately afterward.

Report a problem or inappropriate content

Email the meeting link, approximate time, and a description of the issue to togethr@proton.me. Do not send an admin password or recovery code. See the Privacy Notice for data-handling details.