Help centre / Meetings & minutes / Find a date everyone can make
Find a date everyone can make
When you create a meeting, choose Propose slots to vote instead of a fixed date. Add two or more possible times. Trustees mark each one Available, Maybe or No. When the votes are in, confirm the best slot and the meeting is scheduled.
Set up the date poll
- Go to Meetings and select New meeting.
- Fill in the title, type and how people will join, as usual.
- Instead of Fixed date, choose Propose slots to vote.
- Add each possible date and time. Use Add slot for more options.
- Select Create meeting. The meeting appears under Proposed (awaiting a date) with voting open.
How the voting works
Anyone who can see the meeting opens it and finds Pick a date: vote on the times you can make. For each slot they choose Available, Maybe or No. They can change their answer any time, and the slot with the most yes votes shows a leading badge.
To vote, a person's sign-in needs to be linked to their entry on your register. If someone sees a message about this, an admin can link them in Users & roles.
Confirm the date
- Open the meeting and look at the votes on each slot.
- Select Confirm this date on the slot you want.
- The meeting becomes scheduled for that time. Now use Send notice to email everyone the confirmed date with a calendar invite.
You don't have to wait for every vote. The chair can confirm a date whenever there's a clear winner.