How to use When2meet Polls

When2meet polls are a really useful tool for helping groups to decide which times are suitable for them to be together. It is a free tool and relatively easy to use, once you know how. There is a little video here, as well as this guide. It is divided into three pieces: the first section for people filling a poll; the second for people who want to keep an eye on what the poll is telling them; and the third is useful for someone setting a poll up.

Important note: whilst When2meet can be accessed on a mobile device, it works much better on a computer. This might mean that if you receive the link via a social media chat, you are well advised to email it to yourself so you can use it on your desktop.

Filling in a When2meet

  • Open up the poll by clicking on the link you were given.
  • Type your name into the ‘Your name’ field under the ‘Sign in’ section to the left of the screen. Make sure you remember this (the exact spelling and whether you used upper/lower case letters) as this will allow you to return and edit your availability. People tend to use the same name, spelling, case for all their when2meets.
  • You don’t need to fill in the password, although you can if you want (again, remember this if you do, so you can edit later)
  • Click the ‘Sign in’ button - the dates/times field will appear below.
  • Click and hold as you drag your cursor across the times you are available. The cells, which are in half-hour increments, will turn green.
  • If you want to turn a cell back to pink, click and hold and drag back over the cells where you are not available.
  • When2meet saves your selections automatically, you don’t need to do anything. When you leave the page, your availability should be saved.
  • That’s it! Bookmark the page if you want to visit it later, or it will appear in your history.
  • If you want to edit your availability, just click on the link, sign in using the name you used originally and then use your cursor to turn area green or pink as you need to.

‘Reading’ a When2meet

  • Open up the poll by clicking on the link you were given.
  • You will see that as more people fill the poll in, areas on the date/time field on the right side of the screen will become darker and darker green. These are the ‘hotspots’ which indicate where the most people are available.
  • If you put your cursor over any area of the field, the names of the people available/not available will appear in the left half of the screen.
  • You can move your cursor over the time increments to work out exactly who is available when.

Setting up a When2meet