Using Calendly

Using Calendly

Meeting Polls: The easiest way for everyone to find time together

READ TIME: 4 MINUTES

Julia Farina

Julia Farina
Jun. 30, 2022

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If you’ve ever needed to schedule a meeting among several people across organizations and time zones, you know finding a common time to meet is manual, time consuming, and often inequitable. And the polling tools currently available are either costly or cluttered with ads, creating a distracting experience for invitees. 

With Meeting Polls, none of that’s an issue anymore.

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"Calendly’s recent Meeting Polls feature helps to cut down on back-and-forth for deciding on meeting times, which is the bane of every remote employee’s existence."

Testimonial author

Fast Company, January 2, 2022

Whether you’re scheduling a university faculty meeting, a corporate board meeting, a customer kickoff, or even a personal book club, you can now easily find the time that works best for everyone — for free.

 

The Meeting Polls feature is the easiest way to schedule one-time meetings with multiple people. Your invitees vote on preferred times so you can easily accommodate personal preferences and time zones when scheduling with multiple people:

  • Voting and scheduling all in one place: Send a Meeting Poll, surface the most popular times, and book the actual meeting all within one scheduling platform.

  • Easy scheduling across time zones: Boost attendance by showing invitees potential meeting times in their local time zone.

  • Advertisement-free experience, all the time: Impress invitees with a simple and polished polling experience that keeps the focus on your meeting — not ads.

Available for free to everyone who uses Calendly, Meeting Polls provide two-way insight into meeting preferences so you truly find the best time to meet — for everyone.

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Polling is a great addition to what is already an essential scheduling app. I can coordinate with multiple colleagues to find a meeting time that works for all with just a few clicks — even with the added complexity of 17 time zones between us!

Mike Hugh

Program Director

Top-5 Ranked Global University

When and how to create a Meeting Poll 

While Calendly offers various multi-person meeting types (Round Robin, Group, and Collective events), Meeting Polls are ideal for scheduling one-time meetings in which there is a single host finding a common time across several invitees.

Kick off a poll

By clicking “Create” and choosing “Meeting Polls,” the host can start a poll by picking times to vote on and sharing a Meeting Poll link with as many as 40 invitees (regardless of whether they use Calendly).

Meeting Polls make it easy to schedule meetings with multiple people by voting on preferred times.
Create a poll within the Calendly Create menu, or via Calendly’s Gmail, Chrome, and Firefox extensions.

Accessible within your Gmail, Chrome, and Firefox extensions, you can create Meeting Polls on the fly from your browser. 

From here, select time slots from your calendar that you’d like your invitees to vote on. You can select consecutive for overlapping potential meeting times. Once you’re ready for your invitees to vote, send out the link to the poll.

It's easy to select polling times in Calendly and let multiple people vote.
Select consecutive or overlapping times from your calendar for people to vote on.
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I love how Meeting Polls lets me easily find consensus within a group. As a freelancer, I am often collaborating on projects with multiple people, so it's really helpful to propose a few times and let everyone weigh in asynchronously on what options work for them.

Traci Larson

Graphic Designer and Founder

Visual Issues

Gather everyone’s availability

The invitee experience is simple and intuitive. With automated time zone detection, the available times are conveniently displayed in each invitee’s time zone. If they also use Calendly, the Meeting Poll will go an extra step and highlight times that work across both sets of calendars.

Poll invitees see a screen where they can select the times that work for them.
Meeting invitees share their preferences by selecting the times that work for them.
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"Managing more than 20 projects at a time, Calendly makes herding cats and linking calendars a breeze. Not only does [Meeting Polls] allow you to invite guests to pick dates and times that work best for them, it also fully integrates into your calendar, holding place markers for the times that work best for you."

Thomas Rodriguez-Shucker

Senior Vice President of Client Services

Collaborative Research

Book the most popular meeting time

As the votes come in, Calendly will surface the most popular times and the host can book the meeting directly from the poll results (accessible from the Pending section of the “Scheduled Events” tab). And if any invitees aren’t able to vote by the time the meeting is scheduled, you can add them while booking so no must-have attendees get left out.

As the votes come in, Calendly will surface the most popular times and the host can book the meeting directly from the poll results.
Hosts receive notifications as votes come in and can book the most popular time directly from the poll results.

Location details will be automatically populated into the calendar event for one-click joining. And, with our always free video conferencing integrations, Meeting Polls is also linked to popular tools such as Zoom, Google Meet, Microsoft Teams, and Webex

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I love that it blocks or reserves times on my calendar. I'm often scheduling meetings with large working groups, so I like that I can offer up various times that work for me and just click “book” once I've heard from most of the group.

Courtney Grady

Senior Program Manager

Experience Camps

Meeting Polls: free for all Calendly users

Here at Calendly, we’re always evolving our platform to make it  easier to use with other tools in your workflow. 

From our Enterprise plan (which offers SCIM, SSO, administrative controls, data privacy compliance, and more) to new Teams features (Workflows for Teams and Schedules for Teams), we’ve launched a ton of collaborative scheduling options to make remote and in-person scheduling easier — regardless of where your office is.

Meeting Polls are a continuation of that work, and, as of today, they’re available to everyone who uses Calendly — even on the Basic Plan, which is always free.

We’re always listening to our customers, and we’re full steam ahead on improving our product based on what you want to see, and what the evolving hybrid-remote workplace calls for. For example, we’ve updated our UI to make it easier to copy and share Meeting Polls links. We’ve also made Meeting Polls and One-Off Meetings easier to find by adding them to the “Create new Event Type” page.

We hope the Meeting Polls feature helps make it easier for you to connect with others, and we can’t wait to show you what else we’ve been working on. Stay tuned!

Julia Farina

Julia Farina

Julia is a Senior Product Marketing Manager at Calendly.

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