The Class Schedule, on Every Student's Calendar
Stop copy-pasting the class schedule into every welcome email
Cohort-based courses live or die on attendance. A WhenToMeet broadcast channel gives every student a single subscribe link — live sessions, office hours, guest talks — all in their calendar. Edit once, every student's calendar updates.
The Challenge
- ✕Students miss live sessions because the time was in a PDF they never opened
- ✕Timezone confusion means US students show up for a EU-time session
- ✕Every reschedule means a Slack blast, an email, and still three 'wait, what time?' DMs
- ✕Office hours attendance is low because students don't remember they exist
- ✕Your LMS calendar doesn't export to Google or Apple and students won't use a web calendar
How WhenToMeet Helps
Live sessions land in student calendars
Students subscribe once and every class shows up in the calendar they already check. Live attendance climbs noticeably.
Automatic timezone conversion
Schedule in your timezone, students see theirs. No conversion math, no 'wait, is that Pacific?' messages.
Schedule changes propagate instantly
Guest speaker moves their talk? Edit the event and every enrolled student's calendar updates. Zero announcement overhead.
Per-session opt-out
A student working full-time can mute Tuesday office hours and keep the Saturday workshop. Flexibility without losing enrolment.
Student-friendly privacy
Subscriber list is anonymous. You don't track which students subscribed. Keeps the focus on learning, not surveillance.
Key Features
Works with every student's calendar
Google, Apple, Outlook, and iCal. Whatever calendar students already use, the subscribe link feeds it.
Weekly sessions and one-offs
Recurring Monday lectures, weekly Thursday office hours, and one-off guest talks all live in the same channel.
Zoom and Meet links per event
Attach the join link to each event description. Students tap it from their calendar reminder — no hunting for the URL.
Your course branding
Cover image, course name, description. The subscribe page feels like part of the course, not a third-party tool.
Reminders via the student's calendar
Each student sets their own reminder lead time in their calendar. No extra notification opt-in required.
Get Started in 3 Steps
Create the course channel
Pick a slug, upload course branding. Your subscribe URL becomes whentomeet.io/b/your-course.
Schedule every session
Add your recurring live sessions, weekly office hours, and guest talks. Attach Zoom links. Timezones handled automatically.
Share the link in the welcome email
New students get one link that subscribes them to the whole course schedule. Onboarding goes from minutes to seconds.
Cohort course scheduling best practices
- ✓Put the subscribe link at the top of the welcome email, before any LMS login instructions
- ✓Include the Zoom link in every event description — students shouldn't need to hunt for it
- ✓Name events consistently ('Live Session — Week 3', not 'Week 3 session (live)') for cleaner calendar grouping
- ✓Use one-off events for guest speakers so the guest talk doesn't blend into the routine weekly sessions
- ✓Re-share the subscribe link mid-cohort for anyone who forgot to subscribe the first time
Frequently Asked Questions
How is this different from our LMS calendar?+−
Most LMS calendars don't export cleanly to Google or Apple. Students have to log in to see them. A broadcast channel feeds directly into the calendar they already use, which they'll actually check.
Can I run a separate channel per cohort?+−
Yes. Run whentomeet.io/b/course-fall-2026 and whentomeet.io/b/course-spring-2027 independently. Each cohort subscribes only to its own channel.
What if I change a session time or speaker?+−
Edit the event in WhenToMeet and every subscribed student's calendar updates automatically. No announcement email required.
Can students from different timezones see the right times?+−
Yes. Events are stored in absolute time and rendered in each subscriber's local timezone on their device.
Can I require subscription or is it voluntary?+−
It's voluntary — students subscribe anonymously. If you need proof of enrollment, keep the LMS for that and use broadcast just for the schedule.
Can I see how many students subscribed?+−
Yes. You see the subscriber count in aggregate. You cannot see which specific students subscribed (subscriber anonymity is by design).
What about office hours with variable times?+−
Add each office hour as its own event when you schedule it. Students can mute individual sessions they can't attend without unsubscribing.
Is it free for students?+−
Yes. Subscribers never pay, never create an account, never install an app. The channel itself is free to operate.