The Challenge of Group Scheduling
Trying to schedule a meeting with multiple people via email is painful:
"How about Tuesday at 2pm?" "Sorry, I have a conflict. Wednesday?" "Wednesday doesn't work for me..."
Sound familiar? There's a better way.
5 Steps to Schedule Any Group Meeting
Step 1: Create a Scheduling Poll
Instead of endless back-and-forth emails, create a scheduling poll:
- •Go to WhenWorks
- •Enter your meeting title and description
- •Select several potential dates and times
- •Click "Create Poll"
This takes about 60 seconds.
Step 2: Share the Poll Link
Copy your unique poll link and share it via:
- •Slack or Teams
- •Text message
- •Calendar invite
Everyone receives the same link.
Step 3: Collect Responses
Participants click the link and mark their availability:
- •✅ Yes - I can make this time
- •🤔 Maybe - Might work
- •❌ No - Can't do this time
No account required. Takes 30 seconds to respond.
Step 4: Review Results
Watch responses come in real-time. The poll shows:
- •Who responded
- •Which times have the most availability
- •The "best" time highlighted
Step 5: Finalize and Send Invites
Once you have enough responses:
- •Click "Finalize Poll"
- •Select the winning time
- •Participants can add it to their calendars
Done! No more email chains.
Pro Tips for Group Scheduling
Offer Enough Options
Give at least 3-5 time options. Too few options reduces the chance of finding a match.
Set a Deadline
Mention when you need responses by: "Please respond by Friday so we can lock in the time."
Follow Up Once
If people haven't responded after a few days, send one reminder with the poll link.
Consider Time Zones
If your group spans time zones, WhenWorks automatically shows times in each person's local zone.
Why This Works Better Than Email
| Method | Average Time to Schedule | Messages Sent | |--------|-------------------------|---------------| | Email chain | 3-5 days | 10-20+ | | Scheduling poll | 1-2 days | 1-2 |
Ready to try it? Create a free scheduling poll →
