Work meetings
Find a slot the whole team can make
Shared calendars only work when everyone's on the same one. A poll finds the slot when they're not.
Jordan runs quarterly planning for a team of six spread across two companies and three time zones, so nobody's calendar can see anyone else's. Before each session they need one afternoon all six can make, settled a couple of weeks out. Here's how that goes with a poll.
You pick the slots
Get your link
Name the meeting and tap the days that could work, with a morning or afternoon on each. That's the whole form.
You share the link
whenworksforyou.com/e/q4-planningCopied ✓whenworksforyou.com/e/
Paste it into the thread or the channel. Contractors, clients and the other company all vote from the same link. No account needed.
You pick the slot
- Wed Nov 43 yes · 2 maybe
- Thu Nov 55 yes · 1 maybe — leading
- Wed Nov 114 yes · 1 maybe
Pick the date ✓
Votes land in one tally as they come in. When one slot has everyone, lock it in and send the invite.
- Pick the slots
- Share the link
- ✓Pick the slot
Why a poll beats the calendar
Inside one company, the calendar finds the slot. The moment a client, a contractor or the other half of a partnership is involved, it can't see them, and you're back to a reply-all thread with six different answers. A poll is neutral ground: the days you offered down one side, everyone's answer next to them, and the slot the whole group can make lit up in green.
Nobody has to share a calendar or make an account. They open the link, type their name, and tap the days that work. Thirty seconds, between meetings.
Which slots to offer
- Mornings or afternoons, not exact times. A free poll marks each date with a morning, afternoon or evening, which is enough to find the day. An exact start and end time comes with an event pack or Plus, and the confirmation carries it.
- Two weeks out, four or five options. Work calendars fill a week ahead. Offering days this week is offering days half the team already booked.
- Put the agenda in the description. People answer faster when they know what the meeting is for and how long it runs.
Interview loops
Scheduling a candidate with four interviewers is the same problem with higher stakes. Offer the days the panel could do, send the link to the panel first, then send the candidate a poll with only the days that survived. Two short polls beat one long thread every time.
What the team sees
One page with the meeting name, the days you offered, and three buttons for each: Works, Maybe, Can't. A comment field catches "after 2pm only." Once they've voted, they see how everyone else answered, so the slot that's winning is obvious before you say a word.
A meeting that recurs
For a standing meeting across companies, run a poll each time rather than assuming last quarter's slot still works. Each poll is its own event with its own link. On Autopilot, the same people are already in your address book, so it's picking them from a list instead of pasting addresses.
What if the one person who has to be there can't make any of them?
Add another day or two to the live poll and send the link around again. If the rest of the team is set and the meeting can't move, book the slot that works for the most people and send the missing person the notes.
Where Autopilot helps
On Autopilot, we email each person their own invitation, read replies written in plain English, and send up to two reminders to whoever hasn't voted yet. You hear from us the moment a slot works for everyone.
Part of Autopilot — see pricing.
- From
- When Works For You
- To
- alex@…
- Subj
- Jordan is finding a date for Q4 planning
Hi Alex — Jordan is finding a date for Q4 planning. Which of these work for you?
Vote on the dates
Or just reply to this email with the days that work.
Find a slot for your next meeting.
A free poll takes a minute to set up. Your guests never need an account.