TABLE OF CONTENTS
I. Introduction
VII. Select Final Date
I. Introduction
Scheduling polls let meeting creators collect availability from invited admins, members, and observers, and finalize a date based on responses.
Only single-date meetings can use a scheduling poll. This feature is not supported for multi-date meetings, or recurring meeting series.
Creating a meeting with a scheduling poll does not automatically send this scheduling poll to invitees. To do so, it's necessary to complete the steps in section IV.
Invites for meetings which use the scheduling poll can only be sent when a final date is selected from poll options as described in section V.
II. Open New Meeting Form
There are a few ways to start a new meeting:
From Dashboard
Meetings can be started from the dashboard by admins and members. Observers cannot start meetings from the dashboard.
To start a meeting from the dashboard, click + next to Meetings in the center of the page. This opens the New meeting form.
From Meetings
Meetings can be started from the meetings directory by admins and members. Observers cannot start meetings from this area.
To start a meeting from the meetings directory:
Click Meetings on the main menu panel at the left side of the screen
Click + Add Meeting
New Meeting form opens
From Group Page
Meetings can be started from the group page by admins, members, and observers who are group admins or group owners.
All group members are automatically invited to a meeting started from the group's page.
To learn more about group events, please see Related Articles.
To start a meeting from a group page:
Click Groups on the main menu panel at the left side of the screen
Click the title of the desired group, opening its group page
Click + next to Meetings in the center of the page
New meeting form opens
III. Create Meeting with Scheduling Poll
To create a meeting which uses the scheduling poll, complete the New Meeting form, including the fields listed below.
Click Next between fields to open the following field and collapse the previous field.
To edit a previously completed field, click its heading; its subfields expand.
Meeting Details
Title
Description
Meeting owner
To learn more about this meeting role, please see Related Articles
Easy Access Dashboard
To learn more about Easy Access Dashboard, please see Related Articles
Easy Access dashboard can only be enabled during meeting creation; it cannot be added afterwards
Date and Time
Meeting type
Defaults to Single-date
Scheduling poll
Click toggle to turn this feature On
Timezone
Defaults to the timezone selected in the user's settings; to change, click this subfield, dropping down options, then click desired option
To learn more about timezones in Boardable, please see Related Articles
Date (required)
Click into text box; date picker expands
Click desired date from date picker for all options
By default, new meeting form with scheduling poll enabled includes two dates options; to add another, click Add Option
Start time (required)
Click subfield; times drop down, in increments of 15 minutes
Click desired start time for all date options
End time (required)
Click subfield; times drop down, in incrememts of 15 minutes
Click desired end time for all date options
Location and Video
Location
Video; defaults to Boardable Video
To use Zoom integration, click Other video
To learn more about using Zoom with Boardable, please see Related Articles
To use a custom video conferencing option at a self-provided URL:
Click Other video
Click field beneath Third Party Video Service to drop down options
Click Other from this drop down
List the external video conferencing URL in the text box beneath this
To remove video conferencing from the meeting, click No video
Invitees
Add Boardable admins, observers, and members to meeting
To add all members of group
Click desired group title beneath Quick Add or
Type group title in Search groups and people text box
Click group title from the menu beneath this
To add individuals, type their display name in Search groups and people, then click their name from the menu beneath this
Guests
Add people who do not have Boardable accounts to the meeting; to learn more about guests, please see Related Articles
To add a guest recently invited to another meeting, click their email address from the Recently added list
To add a guest with no recent invite history:
Type guest's email address in the Enter email address text box
Click Add guest
When the form is complete, click Finish, then Create Meeting. This creates the meeting, and does not send invitations.
To learn how to send invites, please see Related Articles.
IV. Send Scheduling Poll
Scheduling polls can only be sent to admins, members, and observers invited to the meeting. These polls cannot be sent to guests (non-Boardable users invited to a meeting).
Sending a scheduling poll does not send an invitation. The meeting page displays the “Invites not sent” status until a date is finalized and invites for this date are sent.
Scheduling poll emails contain the following:
Organization name
Meeting title
The text "please review the dates below and respond with your availability."
Custom message text, if any added during step 2iii below
Meeting date and time options selected by meeting creator as described in Section III
View Meeting button which opens Boardable Meeting page
To send a scheduling poll:
Navigate to the meeting page
To learn how to do this, please see Related Articles
Click Send Scheduling Poll
Email attendees menu pops out
Complete the Email attendees menu
Subject line defaults to the meeting's title
Recipient line defaults to all invitees
To customize recipient list:
Click X next to unwanted recipient, removing them from list or
Select collaborators to filter list by meeting collaborators (see Related Articles to learn about collaborator role) or by members (see Related Articles to learn about member role)
Add custom message text (optional)
Click Send
Invitees receive a scheduling poll email
V. Complete Scheduling Poll (Attendees)
Navigate to meeting page
Click I am free next to the desired date(s) from those listed beneath Meeting Options to fill in their checkboxes
Empty the checkboxes next to any undesired options
Click Submit Availability
Availability is submitted to meeting creator
VI. Complete Scheduling Poll (Admins)
Admins, meeting owners, and meeting collaborators can only access scheduling polls via the member meeting page. This cannot be done on the default view of the meeting page—attempting as much will finalize a date unexpectedly. Switch to the member meeting page to submit preferences.
To do so:
Navigate to a meeting page
To learn how to do this, please see Related Articles
Click More Actions (the button showing three dots at the top right side of the meeting page)
Click Member Meeting Page
Member / Observer view of meeting page opens
Click the desired date(s) from those listed beneath Meeting Options to fill in their checkboxes
Empty the checkboxes next to any undesired options
Click Save
Availability is submitted to meeting creator
VII. Select Final Date
A final date for an unscheduled meeting can be selected by the following users:
Organization admins
The meeting's creator
The meeting's owner
Meeting collaborators who are members or observers cannot select a final date
When all invited admins, members, and observers have submitted their availability, the meeting creator is notified via email:
To make one of these options the final selection:
Navigate to the meeting page
To learn how to do this, please see Related Articles
Click Finalize date next to the desired final date
To choose another date not previously proposed to invitees:
Type desired date and time beneath Choose a different date
Click Select next to this option
To add an event for this meeting to invitees' calendars, fill the checkbox next to Notify meeting members of selected date?
Click Select chosen date
Once the date is finalized, invites can be sent. To learn how to send invites, please see Related Articles.
VIII. Troubleshooting
When a meeting set up to use the scheduling poll displays a specific date instead of a poll, this means that an admin, collaborator, or meeting creator / owner selected a final date (as described in Section VII).
This likely was not the same person who created the meeting.
The person who selected a final date may have done so while trying to vote in the poll.
Once a final date is selected, a scheduling poll cannot be added back to the meeting. To let invitees access a new scheduling poll, delete the existing meeting and create a new one.
For a better experience, please encourage all admins to vote after switching to the member page via the steps listed in Section VI instead.
To learn which admin selected a final date:
Log in as an admin
Click People on the leftmost menu
Click the name of an admin
Scroll down to the Recent activity section
Look for an entry using the following format:
[Name] set the date for [Meeting title]
Repeat steps 2-5 for all admins
Related Articles
Create a Multi-Day Meeting: Learn how to create a multi-day meeting in Boardable for retreats, conferences or any meeting that spans more than one day.
Create a Recurring Series: Learn how to create a recurring meeting in Boardable for quarterly meetings or any regularly scheduled meetings.
Overview of the Group Page: Learn how to view a group's page, understand activity, and view important information.
Meeting Roles and Permissions: Learn about the different types of meeting roles, such as Collaborator, and the permissions associated with that role.
Easy Access Meeting Dashboard: Learn how to let members access meeting information on the platform without logging in
Meeting Visibility for New Members: Learn which meetings new members can view.
Create a Scheduling Poll Meeting: Create a meeting by sending out date and time options to the invited members, collect availability, and determine the best meeting option.
Timezones in Boardable: Learn how display times are converted across timezones.
Add Zoom to Boardable Meetings: Learn how to create a meeting that includes the Zoom link in the Boardable invite, whether the Zoom account is integrated or not.
Integrate Zoom: Learn how to integrate Zoom with your Boardable account so the Zoom link is available in the Boardable meeting invitation.
Zoom Integration — Troubleshooting: Learn how to see when there might be an issue with Zoom integration or Zoom's connection to a meeting, and how to fix it.
Remove Zoom Integration: Learn how to disconnect the links between your Zoom account and your Boardable account.
What Does it Mean to Be a Guest in a Boardable Meeting?: Learn how to add someone to a virtual meeting who isn't a user in the organzation.
Guests and Boardable Video: Learn how to add someone to a virtual meeting who isn't a user in the organziation.
Send Meeting Invites: Learn how to send meeting invitees email invite notifications.
Navigate to Meeting Page: learn how to navigate to the Boardable meeting page in order to see the agenda, comments, tasks, polls, join the meeting, etc.
Meeting Roles & Permissions: learn about the different types of meeting roles, such as Collaborator, and the permissions associated with that role.
Account Roles & Permissions: Learn about the different types of account roles (member, observer, and admin) and the associated permissions within Boardable.
Delete a Meeting: Learn how to cancel a meeting, including recurring meetings, in Boardable.