A scheduling poll is the fastest way to find a meeting time for a group. Instead of asking "when works for everyone?" and drowning in replies, you propose a few time options, share a link, and let people vote.

This guide shows you how to create a scheduling poll on the most popular platforms. Pick the one that fits your situation.

Option 1: SyncWhen (Fastest, No Signup)

SyncWhen is the quickest way to create a scheduling poll. No account needed.

Steps:

  1. Go to syncwhen.com
  2. Enter a title (e.g., "Team standup — next week")
  3. Optionally add a description
  4. Choose your mode:
    • Dates only — for events where time doesn't matter (dinners, trips)
    • Dates + times — for meetings that need specific time slots
  5. Click dates on the calendar to select them (minimum 2)
  6. If using times mode: add time slots using the hour/minute picker
  7. Click "Create sync"
  8. Copy the share link and send to participants
  9. Save the admin link for yourself (to edit or delete later)

Time to create: About 30 seconds.

Participants vote by clicking the link, entering their name, and tapping yes/maybe/no on each option. No account needed.

Results update in real time — the best time is highlighted automatically.

For a more detailed walkthrough, see our complete SyncWhen tutorial.

Option 2: Doodle

Doodle is the most well-known scheduling poll tool, though it now requires a free account.

Steps:

  1. Go to doodle.com and sign up (or log in)
  2. Click "Create a Doodle" or "Group Poll"
  3. Enter a title and optional description
  4. Select dates from the calendar
  5. Add specific times for each date (optional)
  6. Configure settings (deadline, hidden participants, etc. — some require paid plan)
  7. Click "Create poll"
  8. Copy the link and share with participants

Time to create: 2-3 minutes (including account creation if new).

Things to know: - Free tier: yes/no voting only. Yes/maybe/no requires Pro ($6.95/mo) - Free tier shows ads to participants - Account required to create a poll

For a detailed comparison with SyncWhen, see Doodle vs SyncWhen. For pricing details, see Is Doodle still free?.

Option 3: Outlook Scheduling Poll

If your team uses Microsoft 365, Outlook has a built-in scheduling poll.

Steps:

  1. Open Outlook and create a new email or calendar event
  2. Add attendees in the To/CC fields
  3. Click "Scheduling Poll" in the toolbar (or Message tab)
  4. Review suggested times (based on attendees' calendar availability)
  5. Select the times you want to propose
  6. Click "Send"
  7. Attendees vote via email or a web link
  8. Once votes are in, finalize the meeting time

Time to create: 1-2 minutes.

Things to know: - Requires Microsoft 365 (paid) - Calendar-aware suggestions only work for internal attendees - Yes/no voting only — no "maybe" option - External participants vote via a web link with limited features

For a full comparison, see Outlook Scheduling Poll vs SyncWhen.

Option 4: Rallly

Rallly is an open-source alternative for the privacy-conscious.

Steps:

  1. Go to rallly.co
  2. Enter a title and description
  3. Add date options
  4. Optionally add specific times
  5. Create the poll (account optional)
  6. Share the link

Time to create: About 1 minute.

Things to know: - Free and open-source - Self-hostable if you want full data control - Simpler feature set than SyncWhen or Doodle

Option 5: WhatsApp Polls

If your group is already in WhatsApp, you can create a quick poll directly.

Steps:

  1. Open the group chat
  2. Tap the attachment icon (📎 or +)
  3. Select "Poll"
  4. Enter your question and time options
  5. Send

Things to know: - Limited to 12 options - No "maybe" — just tap to select - Results get buried in chat - No automatic best-time calculation

For a detailed analysis of why dedicated tools work better, see our post on meeting polls in WhatsApp.

Which Method Should You Use?

Situation Best Option
Need it done in 30 seconds, no signup SyncWhen
Already on Microsoft 365, internal meeting Outlook Scheduling Poll
Want open-source / self-hosted Rallly
Already in a WhatsApp group, simple question WhatsApp Poll
Need calendar integration and don't mind paying Doodle Pro

Tips for Any Scheduling Poll

Regardless of which tool you use, these tips help you get results faster:

Offer 5-7 options. Fewer than 4 doesn't give enough flexibility. More than 8 causes decision fatigue.

Include variety. Mix different days and different times of day. Don't just offer five slots on Tuesday.

Add context. "Project kickoff — 45 min Zoom call" gets faster responses than "Meeting."

Set a deadline. Mention when you need votes by: "Please vote by Thursday EOD."

Share where people are. Post the link in the channel where your group communicates — Slack, WhatsApp, email, Teams.

Don't wait for everyone. When 80% of people have voted, pick the best option and move on.

For more detailed advice, see our 7 tips for effective scheduling polls.

Try It Now

The fastest way to create a scheduling poll is SyncWhen. Open the page, add a title, pick some dates, and you'll have a shareable link in 30 seconds. No signup, no ads, no friction. Give it a try.