When shared calendars are not enough
Calendar tools work well when everyone is in the same company and keeps their calendar up to date. They fall apart with freelancers, clients, people in other organisations, or colleagues whose calendar says "free" while they are actually travelling.
A quick availability poll asks people directly. It takes each participant about thirty seconds and it does not need access to anyone's calendar, which also makes it easy to use with external guests.
A simple process for meeting organisers
Choose the days that make sense for the meeting and tap the working hours you could host it. Title the poll with the meeting topic so people know what they are answering.
Share the invite link by email, Slack, Teams or any chat. Participants mark each slot as "works" or "if need be". On your private results page the slot with the most "works" answers is highlighted, and ties are broken by "if need be".
Once the time is clear, send the calendar invite as usual. SlotTogether finds the time; your calendar handles the rest.
Tips
- ✅ Mark required attendees in the title, e.g. "Q3 review — Ana and Leo required", and check their answers first.
- ✅ Offer slots across at least two different days to give people with recurring meetings a real choice.
- ✅ If you work across time zones, state the time zone in the poll title.