Zoom Availability Poll
How to Create and Share a Zoom Availability Poll
A Zoom Availability Poll helps you find a meeting time that works for a group. You offer several dates and times, participants vote on their availability, and you select the final meeting time.
Availability Poll is part of Zoom Scheduler and is available with Scheduler Basic. Zoom Scheduler must be enabled on your account.
Before you start, set up Scheduler to use Week view so participants can compare available dates and times across the week. This makes the poll much easier to navigate for attendees.
Sign in to Zoom and open Scheduler.
Open Settings and locate the Branding section.
Find the default calendar view setting and select Week.
Save the change if prompted.
Open your shared poll link to check how it appears to participants before sending it out.
Tip: Viewing the options for the week together makes it easier for participants to identify and select all the times they can attend.
1. Create the poll
These instructions use the Zoom website but can also be accomplished in the Zoom App.
1 Sign in at [ECBOCES Zoom](https://ecboces.zoom.us){target="_blank"} or into the Zoom app.
2 Open Scheduler → My schedules.
3 Click on the + icon → Availability poll.
4 Enter the meeting name, time zone, duration, and host.
5 Under Video Conferencing, choose Zoom Meeting for an online meeting or Offline for an in-person meeting.
6 Add a location and description if needed.
7 Select the dates and times you want to offer.
8 Click Next and review the details.
9 Set Poll visibility. When enabled, participants can see other participants’ names and votes.
10 Click Publish → Copy Link.
Tip: Offer several realistic options across different days. Check your calendar first so you can attend any of the times you offer. If your account is connected to Google Calendar, you can overlay your calendar so that you do not suggest a date when you have a conflict.
2. Send the poll by email
Paste the poll link into an email to everyone whose availability you need.
Include:
• The meeting’s purpose and expected length.
• A deadline for responding.
• Instructions to select every time that works, rather than only a first choice.
• A reminder that the final meeting invitation will follow.
Sample email to send with the poll
Subject: Please submit your availability for [Meeting Name] by [Deadline]
Hello everyone,
Please complete the availability poll below so we can schedule [meeting name or purpose]. The meeting will last approximately [duration].
Availability poll: [Paste poll link here]
Please respond by [day, date, time, and time zone].
To complete the poll:
1 Open the link above.
2 Check the time zone shown before reviewing the options.
3 Select all dates and times you can attend, even if you prefer one option over another.
4 Complete any requested information and submit your response.
If none of the options work, or you have trouble completing the poll, please reply to this email.
After reviewing everyone’s availability, I will confirm the meeting time and send a calendar invitation. Please wait for that invitation before treating a proposed time as confirmed.
Thank you!
[Your Name]
3. Review responses and schedule the meeting
1 Return to Scheduler and locate your poll.
2 Open its gear/settings menu → View poll results.
3 Review availability and choose a time.
4 Click Book this time. Zoom sends invitations to voters and organizers.
Zoom’s instructions for viewing results and booking a time
Before booking, check that everyone who must attend has responded. Follow up with anyone missing, and make sure required attendees can attend the selected time.
After booking, verify that the invitation has the correct date, time, and location or Zoom link. Check whether anyone who did not vote still needs an invitation.
Helpful reminders
• Set a response deadline. Put it in the email so participants know when you need their availability.
• Check the time zone. Review it when creating the poll and ask participants to check it before voting.
• Keep the purpose clear. Include enough information for recipients to understand why they are being invited.
• Confirm the final time. Voting collects availability; the organizer still needs to select and book the meeting.
• If Scheduler is missing: Contact your Zoom administrator to check whether it is enabled for your account.
