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Create a Group poll (Schedule with Three or More People)

Use the Group poll feature to schedule with three or more people.

With a Group poll, the host proposes multiple candidate dates and times, each guest indicates whether they can attend each option, and the host confirms the final date and time.

Unlike Calendars or Instant Scheduling, a Group poll lets the host review each guest’s availability across multiple options before confirming a date.

The Group poll feature is available on all plans, with no limit on the number of Group polls you can create.

On the Free plan, you can select up to 6 candidate time slots. On the Basic plan or higher, you can select up to 10.

A Group poll has three main steps:

  1. Create the Group poll page.

  2. Guests indicate whether they can attend each candidate date and time.

  3. The host confirms the final date and time.

1. Create the Group poll Page

Create a Group poll page where guests can submit their availability.

  1. Log in to TimeRex. On the Dashboard for your personal space or team space, select the Group poll tab, then select Create.

  2. Set the Booking name, Booking duration, Participant, Web meeting settings, and Calendar timezone. If needed, also configure Slack integration or Chatwork integration.

    The Booking duration can be set from 15 to 480 minutes in one-minute increments.

    If Web meeting settings are configured, a web meeting URL is automatically generated when the date and time are confirmed.

  3. Select Proceed to selecting a schedule date.

  4. Select the candidate dates and times, then select Create. You can select up to 10 time slots, or up to 6 on the Free plan.

    Note: A Group poll cannot be edited after it is created.

  5. Copy the URL and share it with the participants.

    You can also send an attendance request email asking participants to submit their availability. For details, see Requesting Attendance for a Group poll.

2. Guests Submit Their Availability

Guests submit their attendance information as follows:

  1. Open the scheduling page URL received from the host. If you received an attendance request email, select Enter attendance.

  2. For each candidate date and time, select available (○) or unavailable (×).

  3. Enter your name, email address, and any other requested information.

  4. Select Answer attendance.

3. The Host Confirms the Date and Time

Each time a guest submits their availability, the host receives a response notification.

After all participants have responded, confirm the final date and time.

  1. Log in to TimeRex. On the Dashboard for your personal space or team space, select the Group poll tab.

  2. For the relevant Group poll, select View page.

  3. Review the participants’ responses, select the date and time to confirm, then select Confirm schedule.

When the date and time are confirmed, a completion notification email is sent to all participants.

An ICS file is attached to the notification email. If the participant uses a supported calendar, the confirmed booking is added to their calendar automatically.

Cancel a Booking

A booking can be canceled until its end time. For example, a booking from 10:00 to 11:00 can be canceled until 10:59.

The cancellation deadline cannot be customized for a Group poll.

Only the host can cancel a Group poll booking. Guests cannot cancel it.

The host can use either of the following methods:

  1. In the scheduling completion email, select Cancel this booking. On the Cancel confirmed booking page, select Cancel this booking.

  2. On the booking details page in the Dashboard, select Cancel this booking. On the Cancel confirmed booking page, select Cancel this booking.

When the booking is canceled, it is removed from each participant’s connected calendar.

FAQ

Do Guests Need a TimeRex Account to Submit Their Availability? (Guest)

Guests can submit their availability without registering for TimeRex.

Is There a Limit on the Number of Guests Who Can Respond? (Guest)

There is no limit on the number of guests who can respond.

Can Guests Change Their Response After Submitting It? (Guest)

Guests cannot change a response after submitting it.

To change a response, contact the host directly.

Can the Date and Time Be Changed After Confirmation? (Host and Guest)

A Group poll date and time cannot be changed after it is confirmed.

Can a Booking Be Canceled After the Date and Time Are Confirmed?

Only the host can cancel a Group poll booking. Guests cannot cancel it.

To cancel it, the host can select Cancel this booking in the scheduling completion email or on the booking details page in the TimeRex Dashboard.

Are Candidate Dates and Times Added to Google Calendar or Outlook Calendar? (Host)

Candidate dates and times selected when creating the Group poll page are added to the Google Calendar or Outlook Calendar connected to TimeRex.

After the final date and time are confirmed, all other candidate bookings are removed.

Can a Group poll Be Used on a Smartphone? (Host)

Creating a Group poll and confirming the final date and time are supported only on a computer.

Guests can submit their availability on a smartphone.

Is There a Limit on the Number of Group polls That Can Be Created? (Host)

You can create an unlimited number of Group polls on all plans.

Can an Existing Group poll Be Duplicated? (Host)

Yes. You can duplicate an existing Group poll.

The Booking name, Booking duration, Participant, Web meeting settings, Calendar timezone, Slack integration, and Chatwork integration settings are copied from the original.

Select the candidate dates and times again.

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