A meeting planner for groups
Planning a meeting with more than two people is a group decision rather than a booking. Propose the times you can offer, share one link, and let everyone answer Yes, Maybe or No, so you can see which slot suits most people.
How to plan a meeting with a group
Decide the length before the day
Start from how long the meeting needs. A 45-minute review and a two-hour workshop have very different availability, and proposing the wrong length is what causes the second round of scheduling.
Propose three to six candidate slots
Offer a small set of times you can host, spread across different days and parts of the day. Too few slots leaves no room to agree; too many makes people skim and answer badly.
Share one link with everyone at once
Send the same link to the whole group in chat or email. Invitees vote without an account, so clients, partners and part-time colleagues can answer as easily as internal staff.
Lock the slot and export the invite
Lock the time with the most support and everyone can add it to Google, Outlook or Apple Calendar, with the location or video link travelling with the invite.
Why a planner beats a thread of emails
- One link replaces the email thread, so nobody has to piece together availability from twenty messages.
- Every answer sits in the same view, so you can see which slot has the most people and who is still missing.
- Invitees never register or install anything, which matters most in mixed groups.
- Times display in each person's own time zone, so a remote participant does not do the maths and get it wrong.
- Maybe is a real answer, so a movable conflict is visible instead of being hidden behind silence.
Put your times in a poll
Tap a few times on a calendar, share one link and let the group vote.
Meetings people plan this way
Cross-team internal meetings
Several calendars that never line up, where a single shared poll replaces a chain of tentative invites.
Client and partner calls
External people you cannot see the calendar of and should not ask to sign up for a tool.
Workshops and longer sessions
Blocks long enough that most people can only do one or two of the options you offer.
Board and committee meetings
Groups where reaching quorum matters more than finding a perfect time for everyone.
Meeting planner questions
Is the meeting planner free?
Yes. Creating and sharing polls is free, and the people you invite never pay or create an account.
Do invitees need to sign in?
No. They open the link, add their name and vote. Only the organizer signs in, so they can manage the poll later.
How many people can I invite?
There is no small cap, so the same flow works for a group of four and a group of forty. Larger groups usually do better with fewer, better-chosen slots.
Can I add a video call link?
Yes. When you lock the time, Decider can create a Jitsi video link, and it is included in the calendar invite.
Can I change the times after sharing the link?
Not in the same poll: once it is shared, the times stay fixed so every vote keeps its meaning. If the options were wrong, create a new poll and send the new link.
Other ways to schedule with Decider
- Free meeting schedulerA free meeting scheduler with no ads and no accounts for the people you invite.
- When to meet pollDecide when to meet with a poll on the times you can offer, which people answer from any phone.
- Date pollRun a free date poll to pick the day a group can agree on, for anything from a dinner to a workshop.
- Online scheduling toolA free online scheduler for group meetings: propose times, share one link, and let everyone vote without signing up.
Plan your next meeting with a poll
It is free, there are no ads, and the people you invite need no account.