When2Meet finds a time. Overlap books the meeting (Google Calendar + Meet)
When2Meet finds a time. Overlap books the meeting (Google Calendar + Meet). When2meet has no Google Calendar sync and sends no calendar invitation. You share a link, people paint the times they are free, and once a time is chosen Overlap can email the Google Calendar invite with a Meet link to the people who left an email.
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When2meet and Google Calendar
When2meet has no calendar integration. The When2meet alternative page records that as a no: once the group agrees, telling people is still the organiser’s job. The manual path is the whole integration.
- Run the When2meet. Share the link. People paint the hours they are free. When2meet does not ask them for an email address.
- Read the slot off the grid. Note the time in the time zone that page is using. Nothing is exported.
- Create the Google Calendar event yourself. Type the guests’ addresses in. When2meet does not have them.
- Add Meet, then save. Google Calendar sends the invitation. When2meet has no part in that send.
Extensions. Some browser extensions paint a When2meet grid from a Google Calendar. They are third-party software. Installing one grants that extension permission to see calendar data. Read the permission it asks for before you accept it. This page does not recommend one, and Overlap is not one of them.
How Overlap sends the invite
The poll is the same shape: one link, a grid, no account for the people answering. Participants do not need a Google account. An email address is optional, and leaving it blank still counts. You pick a time, then you are the one who connects Google.
If the organiser connects Google, Overlap emails a calendar invitation with a Meet link to the people who left an email. Anyone can download an .ics file without signing in. People who left no email are not emailed an invitation.
The event page also offers an .ics download and a link that opens Google Calendar, for someone who wants the time without the email. How it works is the three steps from the start.
What Overlap never does
It does not sync a When2meet, and it does not copy existing events onto the grid. People paint their own times. It does not create a Zoom meeting or a Microsoft Teams meeting. The invitation carries Google Meet.
Connecting Google is how the organiser creates that event. What the permission covers — including See, which is the word on Google’s consent screen — is on the privacy page. The access token is used to create the event and is then discarded. There is no standing access to a calendar afterwards.
Outlook and Apple Calendar
The emailed invitation is a Google Calendar event. A guest on Outlook or Apple Calendar can accept that email, and can open the .ics file from the event page. The file needs no Google account. Who receives the email is the calendar invite rule above.
Time zones
Each person sees the grid in their own time zone. Availability is stored as absolute instants, so two people painting the same row agree on the same moment. The calendar invitation uses that instant, and each calendar shows it in that guest’s zone. Scheduling across time zones is a separate page, and it stays that way.
Common questions
- Does When2meet sync with Google Calendar?
- No. When2meet has no Google Calendar sync and no calendar connection. The grid is the product. Moving the chosen time into Google Calendar is a separate job.
- Can When2meet send invites?
- No. When2meet does not email a calendar invitation and does not add a Meet link. After people paint the grid, telling them the time is still the organiser's job.
- Do participants need Google accounts?
- No. People answering an Overlap poll need no account, no password, and no Google account. An email address is optional, and leaving it blank still counts. Only the organiser connects Google, and only to send the invitation.
- Can I use Zoom instead of Meet?
- No. Overlap adds a Google Meet link on the calendar invitation. It does not create a Zoom meeting or a Microsoft Teams meeting.
- How do time zones work?
- Each person sees the Overlap grid in their own time zone. Availability is stored as absolute instants, so the same row is the same moment. The calendar invitation uses that instant, and each calendar app shows it in that person's own zone.
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