Whereby

What is Whereby?

Whereby is a browser-based video conferencing platform designed for simplicity and ease of use, eliminating the frustration of downloads, installations, and complicated meeting room setups that plague traditional video conferencing tools. Launched in 2013 as appear.in before rebranding to Whereby in 2019, the platform pioneered the concept of permanent, personalized meeting rooms with memorable URLs that users can share repeatedly rather than generating new meeting links for every conversation. This approach makes Whereby feel more like inviting someone to your virtual office rather than scheduling formal meetings, creating a more casual and accessible video calling experience particularly suited for small teams, freelancers, and casual conversations.

What distinguishes Whereby from competitors like Zoom or Google Meet is its radical commitment to frictionless access—participants join meetings simply by clicking a link in any modern web browser without creating accounts, downloading software, or dealing with permissions and updates. The platform’s clean, minimal interface removes unnecessary features and complexity, focusing exclusively on high-quality video calls without the feature bloat that makes enterprise solutions intimidating for non-technical users. Whereby’s design philosophy prioritizes human connection over corporate features, making video calls feel natural and approachable rather than formal and transactional.

Whereby has found particular success among remote workers, consultants, therapists, tutors, and small businesses who need reliable video calling without IT departments or complex administration. The platform offers free personal rooms for quick calls with up to four participants, while paid plans support larger meetings and add professional features like custom branding, recording, and integrations. Whereby’s European roots (based in Norway) and commitment to privacy including GDPR compliance appeal to users concerned about data practices of US-based competitors. While Whereby may lack some advanced features of enterprise platforms, its simplicity and reliability make it ideal for users who want video calls to just work without becoming a technology project.

Key Features

• No Downloads Required: Completely browser-based with no software installation needed for participants, removing technical barriers and making joining meetings as simple as clicking a link.
• Permanent Meeting Rooms: Personal room URLs that stay the same forever (like whereby.com/yourname), eliminating need to generate and share new links for every meeting or remember changing URLs.
• Instant Meeting Access: Participants join directly from browsers without creating accounts or logging in, reducing friction especially for external guests unfamiliar with specific platforms.
• High-Quality Video: Excellent video and audio quality with adaptive bitrate adjusting to network conditions, ensuring smooth calls even when bandwidth varies during conversations.
• Screen Sharing: Share entire screen or specific application windows with participants, useful for presentations, demos, collaboration, or troubleshooting without additional tools.
• Virtual Backgrounds: Blur background or use custom images for privacy and professionalism when calling from home or environments you’d prefer not to display fully.
• Meeting Recording: Record meetings for later review, sharing with absent participants, or documentation on paid plans, stored in cloud for easy access and distribution.
• Custom Branding: Add logos and customize meeting room appearance on professional plans, maintaining brand consistency for client-facing calls and creating professional impression.
• Integrations: Connect with Google Calendar, Miro, Trello, and other productivity tools streamlining workflow and embedding video directly into existing processes and platforms.
• Mobile Apps: Native iOS and Android apps for mobile video calling with same simple experience, allowing participation from smartphones and tablets when away from computers.

What’s New

Whereby continues improving with regular updates enhancing functionality and user experience:

• Breakout Rooms: Split larger meetings into smaller group discussions for workshops, training sessions, or collaborative work, then bring everyone back together for whole-group conversation.
• Whereby Embedded: API allowing developers to embed Whereby video directly into websites and applications, enabling custom video experiences without building video infrastructure from scratch.
• Improved Mobile Experience: Enhanced mobile apps with better performance, improved interface, and feature parity with desktop making mobile participation more seamless and capable.
• Advanced Backgrounds: Better virtual background technology with improved edge detection, more background options, and smoother performance reducing distracting artifacts during movement.
• Noise Cancellation: AI-powered audio processing reducing background noise from keyboards, pets, traffic, and other distractions, improving audio quality especially in non-ideal home office environments.
• Reactions and Emojis: Quick reactions allowing participants to express agreement, applause, or other feedback without interrupting speakers, reducing need for constant unmuting and verbal acknowledgment.
• Waiting Room: Control who enters meetings with lobby feature allowing hosts to admit participants individually, preventing unwanted guests and providing security for sensitive conversations.
• Meeting Insights: Analytics showing meeting duration, participant count, and usage patterns helping organizations understand video calling needs and optimize subscriptions.

System Requirements

Web Browser (Primary Platform)

• Chrome: Version 72 or later
• Firefox: Version 60 or later
• Safari: Version 12.1 or later
• Edge: Latest version
• Internet connection: 1 Mbps minimum (5 Mbps recommended)
• No installation required

Mobile Apps

• iOS: iOS 13.0 or later
• Android: Android 6.0 or later
• Storage: 100 MB minimum
• Camera and microphone required for video calls

Hardware Recommendations

• Webcam: 720p minimum (1080p recommended)
• Microphone: Headset or external mic for best audio quality
• Speakers/Headphones: External audio recommended to prevent echo
• Processor: Modern dual-core for video processing

How to Install Whereby

For Hosts (Creating Room)

1. Visit whereby.com
2. Click “Get started for free”
3. Sign up with email or Google account
4. Claim your personal meeting room URL (whereby.com/yourname)
5. Customize room settings and preferences
6. Share your room link with others

For Participants (Joining Meeting)

1. Click Whereby meeting link received from host
2. Enter your name when prompted
3. Allow browser to access camera and microphone
4. Click “Join meeting”
5. That’s it – no account or download needed!

Mobile App Installation

1. Open App Store (iOS) or Google Play Store (Android)
2. Search for “Whereby”
3. Install the app
4. Open and log in or join meeting as guest
5. Grant camera and microphone permissions
6. Join meetings or host from mobile device

Browser Permissions

# First time joining Whereby meeting:
# 1. Browser will prompt for camera/microphone access
# 2. Click "Allow" to grant permissions
# 3. Permissions are remembered for future visits

# If video/audio not working:
# - Check browser address bar for blocked permissions icon
# - Go to browser settings > Site permissions
# - Ensure whereby.com has camera/microphone access

Pros and Cons

Pros

• Zero Friction for Participants: No downloads, accounts, or technical knowledge required to join makes Whereby accessible to anyone including non-technical clients, elderly family, or anyone frustrated by complex platforms.
• Consistent Meeting URLs: Permanent room links eliminate confusion of changing meeting IDs and allow building muscle memory for regular calls, making scheduling and joining effortless.
• Clean, Simple Interface: Minimal design without overwhelming feature menus makes Whereby approachable and reduces cognitive load, letting users focus on conversation rather than navigating interface.
• Excellent Quality: High-quality video and audio comparable to enterprise solutions without the complexity, proving that simplicity doesn’t require compromising on core calling performance.
• Privacy Focused: European company with GDPR compliance and clear privacy policies provides alternative to US-based platforms with data practices some users find concerning.
• Reliable Performance: Stable platform with excellent uptime and few technical issues makes Whereby dependable for important calls without worrying about platform failures.
• Fast Meeting Starts: Instant room access without waiting for hosts to start meetings enables more casual, drop-in conversations rather than rigidly scheduled formal meetings.

Cons

• Limited Free Plan: Free tier restricts meetings to 45 minutes with maximum 4 participants, forcing paid upgrades for longer or larger meetings unlike some competitors with more generous free tiers.
• Fewer Advanced Features: Missing enterprise capabilities like large webinars, extensive admin controls, detailed analytics, or complex integrations that organizations might need for specific use cases.
• Browser Dependence: While no-download is advantage, browser-only operation means performance depends on browser quality and updates, occasionally causing issues on outdated or unsupported browsers.
• Participant Limit: Maximum 50 participants even on highest paid tier makes Whereby unsuitable for large all-hands meetings, webinars, or events requiring hundreds of attendees.
• Limited Customization: Simpler feature set means fewer options for tailoring experience to specific workflows compared to platforms offering extensive customization and configuration options.

Whereby vs Alternatives

Who Should Use Whereby?

Whereby is ideal for:

• Freelancers and Consultants: Independent professionals hosting client calls who want memorable meeting room URLs and professional experience without enterprise platform complexity or costs.
• Small Remote Teams: Teams under 50 people needing reliable video calling without IT support, complex administration, or overwhelming features they’ll never use.
• Therapists and Coaches: Practitioners conducting one-on-one sessions who value ease of access for clients and permanent room URLs that patients can easily remember and return to.
• Educators and Tutors: Teachers running small group lessons or one-on-one tutoring sessions appreciating simple student access without requiring downloads or technical troubleshooting.
• Family and Personal Use: People wanting casual video calls with family and friends without technical barriers preventing less technical participants like elderly relatives from joining easily.
• Privacy-Conscious Users: Individuals preferring European company with GDPR compliance over US-based alternatives with data practices they find concerning or less transparent.

Whereby may not be ideal for:

• Large Organizations: Enterprises needing hundreds of participants, extensive admin controls, detailed analytics, compliance features, or complex organizational hierarchy management.
• Budget-Conscious Users: People wanting longer free meetings or more free participants will find Zoom or Google Meet’s free tiers more generous than Whereby’s 45-minute, 4-person limitation.
• Webinar Hosts: Organizations running large webinars or public events with hundreds of attendees need platforms designed for one-to-many broadcasting rather than Whereby’s meeting focus.
• Power Users: Users wanting extensive customization, advanced features, complex integrations, or specific enterprise capabilities will find Whereby too simple for sophisticated needs.

Frequently Asked Questions

Question 1: Do participants need to create accounts or download software to join my Whereby meeting?

No—this is Whereby’s signature feature. Participants simply click your meeting link, enter their name, and join directly from their web browser without creating accounts or downloading anything. They just need to allow browser access to camera and microphone when prompted. This makes Whereby especially valuable for external meetings with clients, customers, or others who shouldn’t be required to create accounts on yet another platform. Only the meeting host needs a Whereby account to create and manage rooms. This frictionless access is Whereby’s primary advantage over platforms requiring downloads or sign-ups, making it ideal for situations where technical barriers would prevent participation or create frustration.

Question 2: How does Whereby’s pricing compare to Zoom or Google Meet?

Whereby’s free tier is more restrictive than Zoom or Google Meet—limiting meetings to 45 minutes with maximum 4 participants compared to Zoom’s 100 people for 40 minutes or Google Meet’s 100 people for 60 minutes. However, Whereby’s paid plans ($6.99-$9.99 per host per month) are simpler and often more affordable for small teams than enterprise platforms. The key difference is Whereby charges per host (person with room), not per meeting or participant. For freelancers or small teams who primarily do one-on-one or small group calls, Whereby can be more cost-effective than enterprise platforms. For organizations frequently needing large meetings or longer free calls, Zoom or Google Meet offer better value. Whereby trades generous free tier for simplicity, permanent rooms, and superior user experience for its target use case.

Question 3: Can I use my own domain instead of whereby.com/myname?

Yes, on Professional and Business plans, Whereby supports custom domains allowing meetings at yourdomain.com/meeting instead of whereby.com/yourname. This requires DNS configuration and is designed for organizations wanting to maintain brand consistency and professional appearance for client-facing calls. The feature works through Whereby Embedded, letting you embed video calling functionality directly on your website with your branding. For basic personal use or small teams, the standard whereby.com URLs work perfectly fine—they’re short, memorable, and professional enough for most use cases. Custom domains primarily benefit agencies, consultancies, or businesses where every touchpoint needs to reinforce brand identity and where whereby.com URLs might create confusion about whether it’s legitimate business infrastructure.

Question 4: Is Whereby as secure and private as Zoom or Microsoft Teams?

Whereby provides strong security including end-to-end encryption for calls, GDPR compliance, European data hosting, and transparent privacy policies. The platform is headquartered in Norway and subject to strict European privacy regulations, appealing to users concerned about US data practices. Whereby’s simpler feature set actually reduces attack surface compared to complex enterprise platforms. However, enterprise platforms like Microsoft Teams or Zoom offer more granular security controls, compliance certifications (SOC 2, HIPAA), and features like advanced admin controls that some organizations require. For typical business communications, Whereby’s security is excellent and arguably more trustworthy due to European privacy framework. For highly regulated industries or organizations with specific compliance requirements, verify that Whereby meets your particular needs or choose platforms with comprehensive compliance documentation.

Question 5: What happens if Whereby shuts down or changes pricing?

As with any cloud service, using Whereby creates dependency on their continued operation and pricing stability. Whereby has been operating since 2013 (as appear.in, then Whereby since 2019), demonstrating reasonable sustainability. The company is venture-backed and has paying customers, suggesting business viability. However, no platform is guaranteed forever—maintaining backup communication options is prudent. The advantage of browser-based video is easy switching—moving to alternatives doesn’t require uninstalling software or migrating complex data. Realistically, most businesses use multiple video platforms anyway (Zoom for large meetings, Whereby for client calls, etc.). If concerned about dependency, use Whereby for specific use cases where it excels while maintaining accounts on alternatives for redundancy. For most users, Whereby’s current pricing and features provide sufficient value to justify the manageable risk of platform changes.

Final Verdict

Whereby succeeds brilliantly at its core mission: making video calling simple, accessible, and pleasant without technical barriers or overwhelming complexity. For freelancers, small teams, consultants, therapists, tutors, and anyone hosting primarily small meetings, Whereby delivers superior user experience compared to enterprise platforms designed for corporate IT departments. The permanent meeting room concept, browser-only access, and clean interface remove friction that makes video calling frustrating, creating genuinely approachable communication technology that respects users’ time and sanity. Whereby proves that video conferencing doesn’t need to be complicated to be effective.

However, Whereby’s simplicity comes with real limitations for users needing large meetings, generous free tiers, or advanced enterprise features. Organizations frequently hosting 20+ person meetings, wanting free calls longer than 45 minutes, or requiring sophisticated admin controls will find Whereby insufficient for comprehensive video conferencing needs. The platform works best as specialized tool for specific use cases rather than sole video solution replacing all other platforms. This isn’t a weakness but deliberate trade-off—Whereby chose to excel at small meetings rather than mediocrity at everything.

Whereby is highly recommended for anyone frustrated by complex video platforms, hosting primarily one-on-one or small group calls, wanting memorable permanent room URLs, or valuing participant ease of access above all else. Use it for client meetings, office hours, casual team check-ins, therapy sessions, tutoring, or any scenario where requiring downloads or accounts would create barriers. However, maintain Zoom or Google Meet accounts for large team meetings, webinars, or situations requiring their specific capabilities. Whereby’s greatest strength is knowing exactly what it is—elegantly simple video calling for human-scale conversations—and executing that vision exceptionally well rather than trying to be everything to everyone.