Scheduling Poll Form Template

A scheduling poll is a quick survey that presents multiple potential meeting times and asks participants to indicate which ones work for them. It consolidates everyone's availability into a single view, making it easy to find the time that works best for the most people. It's a faster, cleaner alternative to the "reply all with your availability" email approach.

Dedicated scheduling tools work well for 1-on-1 meetings, but they can be limiting for group scheduling, especially when you want to include custom questions, like preferred meeting format (in-person vs. virtual), agenda topics, or dietary preferences for a lunch meeting. A form-based poll gives you that flexibility while still solving the core scheduling problem.

• Participant's name and email
• Availability for each proposed date and time (available, maybe, unavailable)
• Preferred meeting format (in-person, virtual, hybrid)
• Time zone (if participants are distributed)
• Any agenda items they'd like to add
• Dietary restrictions or accessibility needs (if applicable)

Include a time zone question early in the form, and list all proposed times with a clear reference time zone (e.g., "2:00 PM ET / 11:00 AM PT"). This transparency helps participants convert correctly without guessing. For teams that regularly span time zones, consider proposing times that fall within reasonable business hours for all locations.

Yes. Some teams use a version of this poll weekly or monthly to determine standing meeting times. Duplicate the form, update the date options, and reshare the link. If your scheduling needs are frequent, you can connect the form to a Google Sheet through integrations that automatically consolidates availability data, making it easy to compare across multiple polling rounds.