Guides
Find a meeting time for a group – in four steps
Agreeing on a meeting time for five, ten or twenty people by email takes days. A scheduling poll is faster: you suggest dates, everyone marks when they are free, and you pick the one that fits best.
In short
- Meetarium is a free scheduling poll in the browser – no sign-up, no app, end-to-end encrypted.
- Each person answers every suggestion with Yes, No or – if enabled – If need be.
- A poll holds up to 60 suggested dates, all-day or with times.
- The chosen date reaches everyone as a calendar file (.ics).
How to schedule a meeting with a poll
Pick days and set times
Open “Create poll”, tap the possible days in the calendar and set one or more times – they apply to every chosen day. For all-day events the days are enough.
Share the invitation link
Copy the invitation link or the ready-made invitation text and send it via chat, email or Teams. Invitees need no account.
Everyone marks when they are free
Each person enters a name and marks every suggestion Yes, If need be or No. Anyone who likes can first check the suggestions against their own calendar file – locally in the browser.
Set the date and share it
With the organiser link you set the best date. Everyone sees it in the poll and adds it to their own calendar as an .ics file.
Tips for scheduling quickly
A few good suggestions
Three to eight suggestions are usually enough. With very many options people drop out; with too few there is often no common date.
Allow “If need be”
The third answer shows where someone could make it if necessary. That way you find a date even when no suggestion is perfect for everyone.
Name a deadline
Write in the description or the invitation text by when everyone should respond – then nobody waits for latecomers.
Keep time zones in mind
You plan in your own time zone. People elsewhere automatically see the suggestions in their local time.
Once the date is set
Calendar file or invitation
Besides the calendar file for everyone, the organiser can create a meeting request (.ics) and attach it to an email to all – acceptances and declines then go to their own address.
Prepare the meeting
“Prepare meeting” leads on into the ecosystem: an agenda for Votarium, an entry in a Actarium commitment list, a check-in with IcebreakerAI or a board in Pinnarium.
Frequently asked questions
How do I find a date that works for everyone?
With a scheduling poll: make several suggestions, send the link to everyone, and each person marks when they are free. The suggestion with the most yeses is usually the right one – you set it.
How many dates should I suggest?
Usually three to eight. Meetarium allows up to 60 suggestions per poll, for example if you want to cover several weeks.
Can I change suggestions later?
Yes. With the organiser link you can add and remove suggestions, set the date, remove answers and delete the poll.
Can I change my answer later?
Yes. On the same device simply open the link again. For another device there is a separate edit link that can only change your own answer.
Do I have to share my calendar?
No. If you like, drag your own calendar file (.ics) into the poll. It is only read in the browser, conflicts are suggested as “No” – the file never leaves your device.
What about participants in other time zones?
They see every suggestion automatically in their own local time. You do not have to convert anything.