Date & Time Poll Template

What is the date & time poll form template?

Finding a date for a club meeting, a family get-together or a team offsite usually means a long chain of messages and someone keeping a tally in their head. A date poll does the tally for you: everyone sees the same options and ticks the ones that work.

This template asks for a name and, optionally, an email to hear the final date. People first say whether any of the options could work. If they can, they tick every slot that suits, choose a favourite, and mark any others they could make if needed. If none work, they suggest another day and time instead.

Two last questions ask whether they'd join in person or online and how many people are coming with them. Each reply is saved as a PDF in VergeHR Files, and the Responses tab lets you export everything to count the votes.

Who uses a date & time poll form?

• Choosing a date for a committee or club meeting
• Scheduling a parents' evening or class event
• Arranging a family reunion or birthday dinner
• Booking a team offsite or training day
• Picking a time for a book club or study group
• Finding a slot for a volunteer briefing

Questions On This date & time poll Form

10 questions over 2 pages · includes conditional questions, multiple pages.

The date & time poll form, page by page

1 You

'Your name' is required. 'Email (to hear the final date)' is optional — when given, the person also receives a copy of their reply.

2 Your availability

'Can any of these options work for you?' is required. Yes reveals 'Which options work for you?' (tick at least one) with six slots, from Monday 6–8 pm to Sunday 2–4 pm, then 'Which would you prefer most?' and 'Any others you could make if needed?'. No reveals a required 'Suggest another day and time' instead. Everyone can say how they'd join — in person, online or either — give 'How many people (including you)?', and add notes.

Make the Template Yours

• Replace the six example slots with your real dates and times — edit the favourite and 'if needed' lists to match
• Remove the 'how would you join' question for in-person-only events
• Drop the headcount question if it's one person per reply
• Set a close date so the poll stops on the day you'll decide
• Set identity collection to required in Settings if you'd rather ask for name and email before the questions
• Change the cover text to say what the date is for

Tips for a Better date & time poll Form

• Offer four to eight options; too few and nobody fits, too many and people don't read them
• Include at least one weekend and one evening for groups with day jobs
• Count 'if needed' slots as half a vote when it's close
• Announce the chosen date to everyone, including those who said none worked
• Give a deadline in the cover text so people answer promptly
• Use the alternative suggestions to plan a second round if no slot wins clearly

Date & time poll form: frequently asked questions

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Templates are a starting point. Check that the questions and any wording about consent, privacy or terms suit your situation and the rules where you are. Page last reviewed 2026-10-01.