Overview
The Meeting Polls feature allows you to propose multiple potential meeting times and let participants vote on which slots work best for them—all without requiring participants to have an account. Once everyone has responded, you can review the results and automatically confirm the best time, booking the meeting directly onto your calendar and sending email invitations to participants.
Creating a Group Availability Poll
To create a new meeting poll, navigate to your polls dashboard and start a new poll draft. The system helps you find optimal meeting slots based on your connected calendars, working hours, and away dates.
- Go to the Meeting polls page and click New poll.
- Enter a clear Title for the meeting.
- Select the desired Duration in minutes (options range from 5 to 480 minutes).
- Choose the target Calendar account and calendar where the final meeting should be booked.
- Select a Location type (such as Google Meet, Microsoft Teams, phone, in-person, or a custom link).
- Pick up to 5 proposed time slots across your working days. The system automatically recommends the top 3 optimal slots (marked with reasons like "Right after your Stand-up" or "Your morning is clear") and highlights alternative "also good" times.
- Optionally, add specific Guests by email address and display name.
- Click Create poll to generate a secure, unique voting link.
Tip
You can have up to 20 open polls active at any given time. If you reach this limit, confirm or delete an existing poll before creating a new one.
Inviting Participants and Collecting Responses
Once your poll is created, you receive a secure shareable link that you can send to anyone.
- Sharing the Link: Copy the poll link from your poll management page and send it to your participants via email, chat, or messaging apps.
- Participant Voting: Guests open the link in their web browsers without needing an account. They view the proposed times in their own local time zones, check the slots that work for them, enter their name and email, and submit their response.
- Calendar-Assisted Answering: Participants using Google or Microsoft accounts can optionally let the system read their calendar to automatically check off times when they are free.
- Tracking Progress: On your poll details page, you can see real-time updates showing how many participants have answered and which times work for everyone (highlighted with an Everyone badge).
Confirming the Best Meeting Time
When responses are in, review the tallied times and select the ideal slot to finalize the meeting.
- Open your meeting poll from the Meeting polls dashboard.
- Review the participant availability list under the Times section.
- Click Confirm next to the time slot you want to lock in.
- In the confirmation dialog, review who is invited and check any unlisted respondents you wish to include.
- Confirm your choice. The system automatically books the meeting on your calendar, sends calendar invitations to all participants, and marks the poll as confirmed.
Warning
If your calendar shows that you are busy during the chosen time slot, a warning appears. You can choose to pick a different time or select Confirm anyway to force-book over the conflict.
Reference Guide
Poll Limits and Constraints
| Resource / Setting | Limit | Notes |
|---|---|---|
| Proposed times | Up to 5 slots | Each time must be unique and non-overlapping |
| Invited guests | Up to 30 guests | Named participants added during creation |
| Open polls | Up to 20 active polls | Confirm or delete open polls to create new ones |
| Maximum answer limit | Up to 100 answers | Maximum recorded responses per poll |
| Scheduling horizon | Up to 60 days ahead | Proposed times cannot exceed this window |
| Maximum date range | Up to 21 days | Maximum span when searching for free times |
Poll Status Definitions
| State Badge | Description |
|---|---|
| Open | The poll is active, accepting votes from participants, and awaiting host confirmation. |
| Confirmed | A final meeting time has been selected, added to your calendar, and invitations have been sent. |
| Ended | All proposed times have passed without a meeting being confirmed. |