Poll

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In short: Polls streamline scheduling by allowing you to propose multiple time options and invite participants to vote on their preferences. This collaborative approach ensures Meetings are set at times that work best for everyone involved. You can invite both Timebook users and external participants via email, and you'll receive updates as votes are submitted.

Polls in Timebook

The Poll feature streamlines the Meeting scheduling process by allowing you to create and share multiple time options. Participants can vote on the times that suit them best, helping you find a slot that aligns with everyone’s availability.

Polls are highly flexible: you can send invitations to Timebook users and external participants via email. You’ll receive updates whenever someone votes, and you can monitor the results as they come in. Ultimately, you decide on the final meeting time, which makes Polls a powerful yet straightforward scheduling tool.

Poll options on the calendar grid before a Meeting is scheduled.

As the host of a Poll, you can select the final meeting time whenever you're ready—you don’t need to wait for all votes to be submitted.

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Creating a Poll

Polls are managed in the Agenda module, where you can create them directly on the grid. This approach simplifies scheduling by allowing you to see and select the first time slot you want to share.

You can also initiatePoll creation using one of these methods:

• Click the [Fast create] button in the Navigator, select [Event], and then [Poll].

• Click the [+] button above the calendar grid and select [Poll].

To create a Poll on the calendar grid:

You can create a Poll directly on the grid in the Agenda module.

1. Click a time slot on the calendar grid, or drag to select a longer period.

2. In the menu that appears, select [Poll].

3. Give your Poll a meaningful name. This name will be used for the Meeting scheduled from this Poll.

4. Add guests, and we’ll invite them to vote in your Poll. You can include members of your Timebook Workplace or enter email addresses of external participants.

5. Use the grid to add and move additional time slots for your guests to vote. The time slot you initially selected will already be marked on the grid.

6. Customize your Appointment using the available properties. See below for more information.

7. Click [Send] to save your Poll and invite your guests to vote.

You can track your guests’ votes using the Agenda module.

Click one of the cards representing your Poll to see its details. Check your guests’ answers, and if you have enough information, pick one of the options and click [Schedule Meeting].

This ends the Poll and creates a new Meeting for the selected time slot.

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Voting in a Poll

If you receive an invitation to a Poll, you can vote for one or more time options and submit your response to the sender. If none of the proposed times work for you, select the [None of them work] option. This won’t prevent the sender from scheduling the meeting for those dates, but it ensures they are aware of your limited availability.

If the Poll invitation comes from a member of your Workplace, you’ll receive a notification within Timebook that will allow you to respond directly. If you don’t have a Timebook account, the invitation will be sent to your email with a link to access and vote in the Poll.

This is how you vote in a Poll through a Timebook notification.

1. Open the notification containing the Poll invitation.

2. Check the boxes next to the options that work for you.

3. Optionally, select [None of them work] if none of the suggested times fit your schedule.

4. Click [Send your vote] to submit your preferences.

5. Wait for the Poll’s sender to review the votes and confirm the final meeting time.

If all guests vote for the same time slot, the Poll will automatically convert into a scheduled Meeting without requiring the sender’s confirmation.

If guests all vote for multiple time slots, the Meeting will be scheduled for the earliest available date.

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Properties specific to Polls

When creating a Poll, you can customize it using some of the standard properties used for Meetings. For more information on these properties, see Available properties when creating a Meeting

But we also have additional properties designed specifically for Polls:

Use the right pane of a Poll card to manage all its properties.

Poll property	How to use it
Meeting duration	Define the length of the proposed Meeting. By default, it is set to [1 hour], but you can use the dropdown menu to select a different option.
Availability	This area is where you can add Poll options (suggested time slots) for your guests to vote. Click [Add] to create an option and define its start and end times. A single Poll can have up to 5 options. You can also use the calendar grid on the left to create your Poll options.
Expires after	Use the dropdown to choose the number of days after which your Poll will expire. Your guests won’t be able to vote after that.

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Related articles

Agenda module

Meeting