Group poll function allows three or more parties to coordinate dates.
Group poll is a feature where the host presents multiple candidate dates and times, guests answer whether or not they can attend each candidate date and time, and the host confirms the final date and time.
Unlike Schedule Adjustment Calendar or Instant Scheduling, Group poll is useful when you want guests to answer whether or not they can attend multiple candidate dates and times, rather than asking them to select only one candidate, and then have the host confirm the date and time based on their responses.
Group poll function is available for all plans, and there is no limit to the number of times you can use Group poll to coordinate dates.
For the Free Plan, the maximum number of date/time candidate slots that can be selected is 6, but for the Basic Plan and above, the maximum number is 10.
The Group poll will be scheduled adjustment in three major steps.
Create a page for Group poll
Guests answer whether or not they can attend each candidate date
Host confirms date
1. Create a page for Group poll
Create a schedule by clicking the "Adjust the schedule" button
Login to TimeRex, click the "Adjust the schedule" button on the My Space or team Space dashboard, and click "Group poll (Coordination between three or more parties)" .
Set the schedule name, schedule duration, participating members, Online Meeting Settings, and time zone (, Slack integration, Chatwork integration).
Click on "Proceed to selecting a schedule date".
Click on the date and time you want to candidate (max. 10 slots, max. 6 slots for Free Plan).
Click on "Create".
* Please note that once a Group poll is created, it cannot be edited later.Copy the URL and send it to the participants.
* Please visit this page for more details.
Requesting attendance input for a Group poll you have created
Create from the "Group poll" tab
Login to TimeRex and click on the "Group poll" tab on your My Space or team Space dashboard.
Click on the "Creat Page" button.
Set the schedule name, schedule duration, participating members, Online Meeting Settings, and time zone (, Slack integration, Chatwork integration).
Click on "Proceed to selecting a schedule date".
Click on the date and time you want to candidate (max. 10 slots, max. 6 slots for Free Plan).
Click on "Create".
* Please note that once a Group poll is created, it cannot be edited later.Copy the URL and send it to the participants.
* Please visit this page for more details.
Requesting attendance input for a Group poll you have created
2. Guests (Participants) answer whether or not they can attend each candidate date
Guests enter their attendance information and send their responses as follows:
Access the URL of the schedule adjustment page received from the host.
Answer "yes" or "no" (○ or ×) for each candidate date and time.
Enter your name, email address, and other information.
Click on "Answer attendance".
3. Host confirms date
In Group poll, a response notification is sent to the host for each guest who responds to an attendance question.
Once all the participants have responded, please confirm the date.
Login to TimeRex and click on the "Group poll" tab on the My Space or team Space dashboard.
Click "View Calendar" for the Group poll.
Confirm participants' answers, select the time slot you want to confirm, and click "Confirm schedule".
An email notification will be sent to all participants when the date and time are confirmed.
The ICS file is attached to the booking completion notification email, so if your calendar supports it, the confirmed appointment will be automatically registered.
Canceling a booking
A booking can be canceled until its end time.
For example, if the booking is scheduled from 10:00 to 11:00, it can be canceled until 10:59.
For Group poll, customizing the cancellation deadline is not supported.
In Group poll, only the host can cancel a booking. Guests cannot cancel it.
The host can cancel the booking using either of the following methods.
Click the "Cancel" button in the schedule adjustment completion email to go to the "Cancel confirmed booking" page, then click the "Cancel booking" button to cancel.
Click the "Cancel the event" button on the appointment details page in the dashboard to go to the "Cancel confirmed booking" page, then click the "Cancel booking" button to cancel.
When a booking is canceled, the event registered on each participating member's linked calendar will be deleted.
FAQ
Do guests need to register with TimeRex to answer attendance questions?
Guests can answer attendance without registering in TimeRex.
Is there a limit to the number of guests who may answer? (Guest side)
There is no limit to the number of guests who may answer.
Can I change my answer after I have answered? (Guest side)
No, it is not possible to change the content of the response after the attendance answer has been made.
If you wish to change your answer, please contact the host directly.
Can I change the date and time after the date and time has been confirmed? (Host/Guest side)
In Group poll, the date and time cannot be changed after it has been confirmed.
Can I cancel a booking after the date and time has been confirmed?
In Group poll, only the host can cancel a booking. Guests cannot cancel it.
To cancel the booking, the host can click the "Cancel" button in the schedule adjustment completion email sent to the host, or the "Cancel the event" button on the appointment details page in the TimeRex dashboard, then click the "Cancel booking" button on the "Cancel confirmed booking" page.
Will the proposed date and time be registered in Google Calendar or Outlook Calendar? (Host side)
Yes, the date and time selected when creating the Group poll page will be registered in the Google Calendar and Outlook Calendar, which are linked to TimeRex.
Once the date and time are confirmed, all appointments other than the confirmed date and time will be deleted.
Can Group Voting be used with smartphones? (Host side)
No. Creating a Group poll and confirming a date are available only on PCs.
Attendance and absence responses on the guest side are also available for smartphones.
Is there a limit to the number of Group polls that can be created? (Host side)
All plans allow for an unlimited number of the Group polls.
Can I duplicate (copy) a group poll that I have already created? (Host side)
Yes, you can duplicate (copy) a group poll that you have already created.
The schedule name, schedule duration, participating members, Online Meeting Settings, time zone, Slack integration, and Chatwork integration settings will be inherited from the original.
Please select the schedule candidates again.