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Team Meeting Scheduling Availability Poll

Finds the best date, time, and format for an upcoming meeting or event by checking real availability against a shortlist of options — for anyone coordinating a group across busy calendars. The AI follow-up digs into the scheduling conflicts and recurring constraints that a simple poll misses, so organizers don't pick a slot that quietly excludes key people.

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Sample questions

A preview of what’s in the template. Every question is editable before you launch.

12 questions · ~7 min
Q01
Message

Hi! We're trying to lock in a time that works for everyone. Please tell us how the proposed options fit your schedule — takes about 7 minutes.

Q02
MatrixRequired

How well does each proposed date and time work for you? (Template note: replace these rows with your actual candidate dates/times before sending.)

3 rows × 3 columns
  • (Replace with Option A: e.g., Tue Oct 14, 10:00 AM)
  • (Replace with Option B: e.g., Wed Oct 15, 2:00 PM)
  • (Replace with Option C: e.g., Thu Oct 16, 9:00 AM)
Columns: Works great · Could work · Doesn't work
Q03
RankingRequired

Of the options above, rank your top choices from most to least preferred.

  1. (Replace with Option A)
  2. (Replace with Option B)
  3. (Replace with Option C)
Drag to rank
Q04
DropdownRequired

What time zone should we use when scheduling you?

  • Pacific (PT)
  • Mountain (MT)
  • Central (CT)
  • Eastern (ET)
  • UK / GMT
  • Central Europe (CET)
  • India (IST)
  • China / Singapore (CST/SGT)
  • Japan / Korea (JST/KST)
  • Other
Q05
Multiple Choice

What meeting format works best for you?

  • In person
  • Virtual
  • Hybrid (some in person, some virtual)
  • No strong preference
Q06
Multiple Choice

Which days of the week generally work best for you, aside from the specific dates above?

  • Monday
  • Tuesday
  • Wednesday
  • Thursday
  • Friday
  • Saturday
  • Sunday
Q07
Opinion ScaleRequired

How flexible is your schedule during this window if none of the proposed options end up working?

Scale: 1 – 5
Min:Not flexible at allMax:Extremely flexible
Q08
Opinion Scale

How important is it to you personally that this meeting happens?

Scale: 1 – 5
Min:Not important at allMax:Extremely important
Q09
Short Text

Any recurring conflicts or constraints we should know about (e.g., standing meetings, school pickup, travel)?

Q10
AI Interview

Probe the respondent's real availability behind their ratings: for any date/time they marked 'Could work' or 'Doesn't work,' find out exactly what the conflict is and whether it's fixed or movable. If they flagged low flexibility, dig into what specifically would need to change for them to attend, and whether there's a fallback slot they haven't mentioned. If they marked everything as working perfectly, sanity-check by asking about recurring commitments they might have overlooked.

Q11
Multiple Choice

Which team or department are you scheduling on behalf of? (Template note: replace with your actual team list.)

  • (Replace with Team/Department A)
  • (Replace with Team/Department B)
  • (Replace with Team/Department C)
  • Prefer not to say
Q12
Message

Thanks for sharing your availability! We'll use everyone's responses to lock in the final date and send a calendar invite shortly.

What’s included

  • AI follow-ups

    Adaptive probes on open-ended answers that pull out detail a static form would miss.

  • Attention checks

    Built-in safeguards against rushed answers and low-quality respondents.

  • AI-drafted copy

    Wording, ordering, and branching written by the AI — tuned to your research goal.

  • Auto report

    Themes, quotes, and a plain-English summary write themselves once responses come in.

How it compares

We reviewed the closest templates from other survey tools. Here’s what they do well — and where this template goes further.

Why this template

  • Includes an AI follow-up interview that probes the specific reasons behind low-availability ratings and uncovers recurring scheduling conflicts a static poll would miss
  • Combines a matrix rating of each proposed date/time with a ranked preference question, so organizers get both granularity and a clear tiebreaker
  • Captures time zone, meeting format, and general day-of-week preferences alongside the specific date options, reducing the risk of picking a slot that quietly excludes key people
  • Uses opening and closing chat messages plus opinion-scale questions on flexibility and meeting importance to add context AI templates can't gather

Jotform

Scheduling Poll Form Template

A ready-to-field static form for collecting availability from a group, built on Jotform's drag-and-drop form builder. It covers the basics of gathering date/time preferences but doesn't probe deeper into why a respondent marked a slot as unavailable. Good for simple polls, less suited to uncovering hidden scheduling conflicts.

What it does well

  • Fielding-ready template within a widely used form builder
  • Likely supports easy customization of date/time fields and branding
  • Part of a broad template library with integrations (payments, notifications, etc.)

Where it falls short

  • Static question set with no adaptive follow-up to explore conflicts behind low-availability answers
  • No automated quality scoring of responses
  • No transparent, published methodology for how the form logic was designed

SurveyMonkey

Online Scheduling Poll Template

A standard survey template for polling group availability, backed by SurveyMonkey's established survey infrastructure and reporting. It's a fielding-ready poll but relies on fixed multiple-choice/matrix-style questions rather than any conversational probing. Reporting is likely solid for aggregate results but not tailored to individual respondent nuance.

What it does well

  • Established survey platform with reliable distribution and reporting tools
  • Likely offers clean aggregate visualizations of availability across respondents
  • Simple, familiar poll format for quick group scheduling

Where it falls short

  • No adaptive AI follow-up to dig into recurring constraints or conflicts
  • No voice interview or guided task option for richer context
  • No per-response quality scoring or transparent prompt methodology

Typeform

Scheduling Poll Form Template

A conversational-style, fielding-ready form for collecting meeting availability, leveraging Typeform's one-question-at-a-time UX. It's more engaging to fill out than a plain grid but the question flow is still fixed rather than adaptive to individual answers. Useful for simple scheduling polls without deeper conflict discovery.

What it does well

  • Polished, conversational UI that likely improves completion rates
  • Fielding-ready template requiring minimal setup
  • Supports logic jumps for basic branching between questions

Where it falls short

  • No true adaptive AI interviewing that follows up based on specific availability answers
  • No voice AI interview option or guided screen-share tasks
  • No automated per-response quality scoring or published prompt transparency

Ready to launch?

Open this template in the editor. Every part is yours to change before the first respondent sees it.

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