Availability
Availability that books itself.
Press ⌘⇧A on Mac or Ctrl+Shift+A on Windows, and Say When turns your Google Calendar or Microsoft Outlook availability into paste-ready times for the email you were already writing — not a booking-page link. Every live time is held on your calendar until it is booked or released, and your recipient books in one click.
Free for 14 days with the full product. No credit card to start.
- Mac and Windows hotkey from any app
- Google Calendar and Microsoft Outlook
- Live links hold time
- Plain text stays plain
- No AI in the booking path
- 14-day free trial
Open, choose, review, then paste.
01
Press the hotkey.
The picker opens over whatever you were already working in. Add an optional recipient name and email, then choose their timezone, duration, date range, time of day, and live or plain mode — or apply a saved preset. Then create availability.
02
Review exactly what you'll send.
The preview says Ready to copy, shows the grouped clipboard text, names the availability rules behind it, and explains gaps. Copy only when it looks right; Say When does not send the initial scheduling message — your connected calendar provider sends the invitation after a booking.
03
Choose what happens after paste.
Live mode turns each displayed time into a booking link and places a private hold in your host calendar. Plain mode copies the same readable day-and-time shape with no links and no holds.
Their timezone. One clear choice. One click.
Every live offer includes its own getsaywhen.com/book/matt/… address. It opens on the selected time in the recipient's timezone. A recipient whose name and email you supplied can book in one click. Otherwise the page asks for those details first. No account or app is required.
Four safeguards built into every booking.
These controls run in the availability and booking paths, including a final calendar check when someone chooses a time.
- 01
Re-checked before booking.
Say When checks the selected calendars again at the moment a recipient clicks. If the time is no longer available, it is not confirmed — and if two people race for the last time, exactly one wins while the other sees the times that remain, not an error page.
- 02
Held times stay out of other offers.
Say When excludes a held time from every other live offer it generates or re-checks, so it does not hand the same Tuesday at two o'clock to two people.
- 03
Working hours and timezones are enforced.
Times are generated from your working hours, buffers, and lead time, inside a daytime window where the recipient actually is — then validated again when one is booked. No 3 a.m. meetings.
- 04
Confirmation follows the created event.
Confirmation renders only after the connected provider returns the created event and, where the meeting type requires one, its meeting link. A provider or network failure is shown instead of a false success.
Every surface names its timezone out loud — the paste, the page, the invite, the dashboard. Timezone bugs are the whole reason this product exists.
Built for the meetings you actually take.
Where you meet is part of the offer.
Video meetings get their native link automatically — Google Meet on Google-hosted calendars, Microsoft Teams on Outlook. Or meet in person with a place that rides along on the invite, use your own saved meeting link, or skip the location entirely.
Presets for the offer you send every day.
Save the duration, range, and mode you reach for most, apply it in a keystroke, and get a ready-made intro line above the times — still yours to edit before sending.
Hour ranges that match real life.
Offer exactly 11:30–1:30 for lunch meetings, or mornings only. An offer can carry its own time-of-day window on top of your working hours.
Breathing room is enforced.
Configurable buffers before and after existing meetings mean a slot cannot start the minute another ends — and travel time cannot be booked over.
Invites worth reading.
Booked events are titled clearly — the duration and who is meeting whom, or a title you typed yourself — so next Tuesday doesn't just say “Meeting”.
Guests can change their mind.
Every confirmation includes a cancellation link. A guest who cancels frees the time on your calendar — no awkward email required.
The other person shouldn't have to do the work.
A reusable booking page starts with a calendar to inspect and a time to find.
An AI scheduler writes in your name, in a voice that isn't yours, and gets timezones wrong often enough to matter.
A plain availability paste keeps your voice, but the times can go stale while the message waits for a reply.
How Say When compares to Calendly, Cal.com, and SavvyCal.
| Feature | Say When | Calendly | Cal.com | SavvyCal |
|---|---|---|---|---|
| Where your times live | In your email, in your words | On a booking page, or an extension embed | On a booking page | On a booking page |
| Offered times held on your calendar | Always — every live offer | Opt-in with Reserve times, for one-off meetings | No | No |
| Double-booking protection | Holds, plus a live re-check at click | Live check; holds only with Reserve times on | Live check at click | Live check at click |
| Recipient booking | One click; no account required | No account required | No account required | No account required |
| Native desktop app with a global hotkey | Mac and Windows | No | No | No |
| Calendar support | Google Calendar and Microsoft Outlook | Google, Outlook, Exchange, and iCloud | Google, Outlook, iCloud, and CalDAV | Google, Outlook, and iCloud |
| Starting price | US$25/mo, or US$240/year (US$20/mo billed annually) | Free plan; paid from US$10/seat/mo as of August 2026 | Free for individuals; teams from US$12/mo as of August 2026 | From US$10/user/mo as of August 2026 |
Compared August 2026, from public pricing and documentation. The honest fine print: Calendly can reserve times on one-off meetings with its opt-in Reserve times feature, Notion Calendar blocks the slots you paste from its snippets, and Vimcal's EA tier holds slots too. Tools like Boomerang and Mixmax instead check availability live when your recipient clicks — the calendar stays safe, but the offer itself can quietly shrink as your week fills. Say When's difference is the default: every live offer is held, from a hotkey, on Google Calendar and Microsoft Outlook alike.
Live when you need booking. Plain when you only need the words.
There is no model call between your hotkey and their booked meeting. Availability, holds, and booking are deterministic calendar operations.
For people who answer “when are you free?” all day.
Founders, consultants, and anyone client-facing.
Your own time, checked across the connected calendars in your profile, offered from whatever app you were already typing in.
Recruiters, sales, and anyone booking at volume.
Presets make the offer you send twenty times a day a two-keystroke habit, and every offer's holds are excluded from the next one's times.
Meeting details read from connected calendars are never stored.
What Say When stores: the times you offered, the holds behind them, your recipient's name and email, an optional meeting title you type into Say When, and your calendar tokens. Live agenda details transit the server to power the next-meeting countdown, then live only in desktop process memory. Meeting details read from connected calendars are never stored in the database, preferences, audit events, or logs. Your free/busy is fetched, used to work out which times are open, and thrown away.
Say When requests calendar access for Google Calendar and Microsoft Outlook, not access to Gmail or Outlook mail. That isn't a policy we could quietly change; those are mail permissions we never requested.
One plan. Every feature. Two ways to pay.
Every account starts with a 14-day free trial of the full product — no credit card, no feature gates.
Prices in US dollars. If your trial ends before you decide, everything you already sent keeps working — recipients can still book, and confirmations still render. Upgrading restores creating new offers immediately.
Questions, answered.
What is Say When?
Say When is a Mac menu-bar and Windows system-tray app that turns your Google Calendar or Microsoft Outlook availability into paste-ready meeting times. Press a hotkey, review the times, and paste them into any email or message. Each offered time is held on your calendar and bookable in one click.
How is Say When different from Calendly or a booking-page link?
Booking-page tools like Calendly send your recipient a link, and finding the time becomes their job. Say When puts specific times in your own message, in your own voice. Those times are held on your calendar, so they stay accurate until someone books one or the offer expires.
Can the times I send be double-booked?
Say When is built to prevent exactly that: every offered time is protected by a private hold on your calendar, and no booking completes without re-checking your calendar at the moment the recipient clicks. If two people race for the last time, exactly one wins — the other sees the times that remain, not an error page.
Does the person I'm scheduling with need an account?
No. Your recipient clicks a time in your email and books it in one click — no account, no app, no sign-in. If you supplied their name and email when creating the offer, booking is a single click; otherwise the page asks for those details first. They receive a normal calendar invite.
What happens to the held times if nobody books?
Holds are temporary. A time whose start passes unbooked is released automatically, and an offer left unbooked for three business days expires: every hold comes off your calendar and its links show an expired message. You can also withdraw an offer yourself at any time, which releases its holds immediately.
Which calendars and platforms does Say When support?
Say When runs in the Mac menu bar and the Windows system tray, and connects Google Calendar and Microsoft Outlook accounts. Booked meetings carry the native video link — Google Meet on Google-hosted calendars, Microsoft Teams on Outlook — or the meeting place you chose: in person, your own saved link, or none.
Does Say When use AI to schedule my meetings?
No. There is no AI model call between your hotkey and the booked meeting. Availability, holds, and booking are deterministic calendar operations: your working hours, buffers, and the recipient's local daytime decide which times are offered, and a live calendar check decides every booking.
Can Say When read my email?
No. Say When requests calendar access for Google Calendar and Microsoft Outlook — never Gmail or Outlook mail permissions. Your free/busy is fetched, used to work out which times are open, and thrown away. Meeting details read from your calendars are never stored in Say When's database or logs.
How much does Say When cost?
Say When is US$25 per month, or US$240 per year — US$20 a month billed annually. Every account starts with a 14-day free trial of the full product, no credit card required. If your trial ends, times you already sent keep working: recipients can still book, and confirmations still render.
You send times. They say when.
Say When is ready for Mac and Windows with Google Calendar and Microsoft Outlook. Download it, connect a calendar, and your first paste is minutes away.
14-day free trial, full product, no credit card to start.