Meeting Time Poll
Volunteer committees, PTA boards, book clubs and neighborhood groups all share the same problem: nobody keeps the same calendar, and "does Tuesday at 7 work?" turns into ten replies and no decision.
This template gives you a time poll with a few common meeting slots on two days. Swap in your own dates and times, share the link, and the grid shows you which slot works for the most people — including the ones who never reply to group emails.
What's on the sheet
This is the starting point. Rename, add or remove anything before you share it.
Please mark every time that could work for you.
"If need be" is fine — it helps us find the best fit.
- Option 1 · your date12:00 PM – 1:00 PM
- Option 2 · your date7:00 PM – 8:00 PM
- Option 3 · your date12:00 PM – 1:00 PM
- Option 4 · your date7:00 PM – 8:00 PM
Everyone answers Yes, If need be or No for each option.
Setting up a time poll that gets answers
Meeting polls fail when they ask too much. Keep yours quick to answer:
- Two or three days, two times each. A lunch slot and an evening slot cover most working parents and retirees alike.
- Say how long the meeting runs. "One hour" changes whether a lunch slot is realistic.
- Mention if it's in person or online. A video call opens up times people can't travel for.
- Ask for comments. "Can only stay 30 minutes" is useful information the grid alone won't show.
Reading the results
The grid tells you more than which column has the most checkmarks. Before you pick a time, look at who can't come to each option, not just how many can. A slot that works for eight people but loses your treasurer or the one person presenting is not the best slot. Comments matter too: "only if it's online" or "can leave work by 6:30" can turn an If need be into a firm yes once you adjust the format or start time.
If no option works for the people you need, add one or two new options and ask the group to answer just those. People who already voted keep their earlier answers, so the second round goes quickly.
Running it for a group
- Share the link where the group already talks — the newsletter, a group text or the bottom of the last meeting's notes.
- Answer first yourself, so people see the poll is live and how it works.
- Use "hide names" if people might feel awkward being the only "no".
- When you pick the time, voting closes and everyone gets an "Add to calendar" button. Post an update with the room or video link.
- For a standing meeting, duplicate the poll each season instead of starting over.
Frequently asked questions
Is this a good fit for recurring meetings?
Use the poll to choose the time once, then keep the poll page as the meeting page: post updates there, and duplicate it when it's time to rethink the schedule.
Do I need everyone's email address?
No. Share one link. People answer with just a name, and you never collect contact details.
Can people change their answers?
Yes. Everyone gets a private link to their own answers, and the device they used remembers them.
What do the answers mean?
Yes means it works, If need be means it could work with some juggling, and No means it doesn't. The most popular option counts If need be as half a yes.
Related templates
More about Date Polls · Browse all templates
Ready when you are
Set it up in about a minute, share one link, and let people sign themselves up.
Use the Meeting Time Poll template