How to schedule a conference panel prep call with Whenn
Four speakers across four timezones, a moderator, and a 45-minute window. Here's exactly what a conference producer does in Whenn — from creating the meeting to receiving the confirmation.
Panel: The Future of AI Speakers: London, New York, Berlin, Singapore Moderator: London Duration: 45 minutes Window: 1–12 October
Here's exactly what the producer does.
Step 1: Create the meeting
Go to meetwhenn.com and create a meeting. Add the five participant emails — the four speakers and the moderator. Set the date window to 1–12 October. Set the duration to 45 minutes.
Under More Options, enable avoid weekends. For a panel spanning four timezones, also enable the cross-timezone meeting toggle. When this is on, it overrides the preferred hours setting and widens the considered window to 08:00–20:00 local time for each participant — a wider band that accounts for the reality that with this many timezones, a perfect overlap within standard working hours may not exist. AutoWhenn scores candidates against that expanded window and, if no suitable overlap can be found, holds the meeting and notifies you to review rather than confirming at an unreasonable hour for someone. If your participants span only one or two timezones, skip the cross-timezone toggle and set preferred hours (09:00–17:00 local) instead.
Click Create meeting and send invites.
Step 2: Participants respond
Each participant receives a personal join link by email. They have three options: connect Google Calendar, connect Microsoft Outlook, or use the manual availability grid.
No account is required. No signup. For most participants, calendar connection takes about 30 seconds. For those using the manual grid, they click the times they're free and submit.
Step 3: AutoWhenn confirms
Once all participants have responded, AutoWhenn reads their availability, scores the options, finds the best overlapping slot, confirms the meeting, and sends a calendar invite to every participant automatically.
The producer does nothing after step 1.
Two edge cases for this audience
The Microsoft IT restriction. Some speakers on corporate Microsoft 365 accounts may see an approval screen when they try to connect their calendar. This is a Microsoft security default — their IT department has restricted third-party app connections. The fix is not to chase IT on the speaker's behalf. The speaker can use the manual availability grid on their join page: they select their free slots directly, and the meeting still confirms automatically. The workflow never breaks because of one person's IT policy. If IT approval is needed for future panels, the full admin guide is at meetwhenn.com/microsoft-approval.
The non-responder. If a speaker hasn't responded as the window closes, the meeting dashboard surfaces a Take Control panel. From there you have three options: prompt them again, confirm the meeting and include them anyway (they'll receive the invite and be asked to flag if the time doesn't work for them), or confirm and leave them out of this meeting entirely. The dashboard shows who has and hasn't responded, so you're never chasing blind.
Pricing context
The free tier covers 3 AutoWhenn confirmations per month. For producers running multiple panels per event — or per week during a busy conference season — Pro removes the limit. Pro is £8/month billed annually, or £10/month billed monthly.
For 20 panels at 5 participants each, the time Whenn saves is not in the tool cost. It's in the back-and-forth that doesn't happen: the availability emails, the cross-referencing, the revised proposals, the follow-up chasing. That's the value.
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Whenn handles the entire coordination process — automatically.
Add participants by email, they connect their calendar, AutoWhenn finds the best slot and sends everyone an invite.
Create your first meeting — it's free →