WhenWe

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Inspiration

The older we get the more responsibilities we gain the harder it gets to schedule a meeting with someone. With my schedule always evolving and only being able to plan 1 day ahead of time, it is very frustrating that I can't catch up with friends or schedule an important meeting with a coworker. The goal of WhenWe is to: "Solve for those who don't have time".

What it does

With WhenWe you upload your schedule, tell it your time preferences, and ask it to schedule a time with your friend. The cool thing is your friend also has their schedule and preferences uploaded so WhenWe knows what the best time to schedule is.

How we built it

We built WhenWe as a full-stack web application that connects a user’s personal schedule with AI-driven scheduling assistance.

The frontend was developed with Angular, using Angular Material and Kendo Scheduler to display calendars, manage friends, and connect Google accounts. The frontend handles user authentication, stores the access token in the browser, and communicates with the backend through secure API calls.

The backend was built with FastAPI (Python) and SQLAlchemy to manage user accounts, friendships, and preferences. We used JWT authentication for login security and stored user data in a SQLite database for simplicity. The backend integrates with the Google Calendar API to fetch live events for each user, and it stores only the Google access token rather than event details to maintain privacy.

For the AI scheduling logic, we used OpenAI’s GPT-5-mini model to analyze two users’ rankings, preferences, and calendar data. The AI returns one structured meeting recommendation in JSON format that follows our CalendarEvent schema.

The entire project was hosted and tested locally. Despite it being our first hackathon, we successfully connected all the components within two days and achieved a working prototype that schedules meetings intelligently.

Challenges we ran into

This being our whole groups first ever Hackathon, I can spend all day talking about the challenges we ran into. Our biggest challenge we ran into everyone in the group having a unified final vision. We would sometimes come across an issue and each person would imagine the final product differently.

Accomplishments that we're proud of

The accomplishment that our team is really proud of is that we were able to finish the project in such a short amount of time, and it was our first time. The fact that we were able to come up with the whole framework and frankenstein the project within two days is actually insane considering 80% of the resources in the project we have never worked with.

What we learned

One thing we learned as a team is we first shoot for the minimal-viable product and then add more features. We initially overshot it with what we thought we would be able to accomplish, and luckily by the end of day 1 we started cutting out majority of the fluff and focus mainly only what we need.

What's next for WhenWe

Our future vision is to publish/host this website. We plan on expanding more on the social features and hopefully make the website look more professional.