Pick a few days, share one link, and everyone marks when they can meet. The best slot lights up automatically. No signup, no app.
Getting a handful of busy people into the same room (or the same call) is less about the tool and more about how you frame the ask. A few habits make group scheduling far less painful:
People respond faster to "which of these six days works?" than to "when are you free?" Pick a realistic window — usually the next one to two weeks — and let everyone mark availability inside it. Too many choices spreads the votes thin and no single slot reaches a quorum.
You rarely need everyone. Decide up front whether the meeting needs all invitees or just, say, four of six. Then you can lock a slot as soon as enough people overlap, instead of waiting on the one person who never replies.
| Window | Why it fails |
|---|---|
| Before 9am / after 6pm | Outside working hours for most; low reply rate and resentment. |
| 12–1pm local | Lunch. Reliably the weakest overlap slot on any weekday. |
| Monday morning | Inbox triage and week planning — people decline or no-show. |
| Friday afternoon | Focus drops; remote folks have often logged off. |
The sweet spot for most teams is mid-morning (10–11am) or mid-afternoon (2–3pm), Tuesday through Thursday.
If your group spans regions, a slot that looks fine to you may be someone else's 11pm. Set your earliest/latest bounds in each person's local time, and sanity-check the real overlap before you commit — a time-zone meeting planner makes the shared working-hours window obvious.
"Mark your availability by Thursday" gets answers; an open-ended poll drifts. A short fuse also surfaces the true conflicts early, while there's still time to pick an alternate.
Does everyone need an account? No. whenfree has no signup and no app — you create a poll, share one link, and each person marks their free time in the browser.
How does the "best time" get chosen? Every slot is scored by how many participants are free then; the slot with the most overlap lights up automatically as responses come in.
Can I add more days later? Set the widest realistic window when you create the poll — you can extend the horizon by two weeks at a time before sharing.
How long does a poll last? Polls stay live for about 90 days of inactivity, plenty of time to gather responses and pick a slot.