How Whenn works: a visual guide to every stage

Most explanations of Whenn describe what it does. This one shows what actually happens at each stage — from creating a meeting to it confirming itself.

There are four stages. Nothing happens outside of them, and nothing requires more than what's shown below.

Stage 1 — Create the meeting

The host adds participants by email and sets a date window — not a single proposed time, but a range within which the meeting needs to happen. A week, two weeks, whatever's realistic.

There's no need to know anyone's availability in advance. That's the point of what happens next.

Stage 2 — Participants respond

Each participant gets a personal link. No account, no sign-up, no password. They choose one of two things: connect their calendar, or fill in a manual grid of times that work for them.

Most people connect their calendar. It takes seconds, and from that point on they don't need to do anything else — Whenn reads their free/busy time directly. Nothing about specific events, meetings, or details. Just whether they're free or not, and in which timezone.

Stage 3 — AutoWhenn finds the best slot

This is the stage that used to be a person's job. Reading every response, converting timezones, checking for overlap, ruling out conflicts, proposing options, waiting for replies, doing it again.

AutoWhenn does this automatically the moment enough participants have responded. It reads every connected calendar, accounts for each person's timezone without anyone specifying it, and identifies the slot that works for the most people within the date window given.

Stage 4 — The meeting confirms itself

Once AutoWhenn finds a slot, it doesn't propose it and wait. It confirms it. A calendar invite goes out to every participant automatically, each showing the meeting at the correct time in their own timezone. The host gets a notification that it's done.

Nobody picks a time. Nobody sends an invite. Nobody double-checks whether Beijing got the memo about GMT.

Why it's built this way

The design decision underneath all four stages is the same one: remove every point where a human has to do something mechanical. Reading responses is mechanical. Converting timezones is mechanical. Sending invites is mechanical. None of it needs judgement — it needs consistency, which is what software is actually good at.

The only genuinely human parts of the whole process are stage 1, where someone decides who needs to be in the meeting, and stage 2, where each participant decides how to share their availability. Everything in between is Whenn's job.

Free to start at meetwhenn.com.

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.