Find the perfect time for everyone
Propose times, collect responses from internal and external participants and book automatically when everyone can. Skip email chains and hassle.
How the Meeting Poll Works
Four steps to a booked meeting with all participants.
Create poll
Enter title, description and propose time slots over the coming 8 weeks.
Invite participants
Add internal colleagues and external guests. Everyone gets a unique response link.
Collect responses
Participants indicate which times they can attend. Automatic reminders sent when needed.
Book automatically
The system finds the first time everyone can attend and confirms the meeting with a video link.
Meeting Poll Features
Internal & external participants
Mix colleagues and external guests in the same poll. Everyone gets personal response links.
Automatic confirmation
The system automatically confirms the first time that all participants can attend.
Calendar placeholders
Tentative events are created automatically for internal participants and cleared when booked.
Smart reminders
Automatic reminders to participants who haven't responded before the deadline.
Video meetings
Teams or Google Meet link is generated automatically upon confirmation.
CRM sync
Sync confirmed meetings to HubSpot, Salesforce, Dynamics 365 or Upsales.
Perfect for
Project meetings
Gather the team and external users around a time that works for everyone — without endless email threads.
Customer meetings with multiple parties
Invite customers and colleagues to the same meeting. The system finds the best time.
Workshops & training
Propose multiple dates and let participants vote. Automatic booking when everyone has responded.
Board meetings & decision forums
Coordinate busy people with different calendar systems smoothly and professionally.
What a meeting request is in MeetSync®
A meeting request is the MeetSync® flow for meetings where the time is not decided in advance. Instead of phoning around or emailing proposals, you send a set of suggested times to everyone – internal colleagues and external parties in the same send-out – and let the answers decide.
The proposals are based on real calendars. For internal participants with a connected calendar in Google, Microsoft 365 or Apple, availability is calculated automatically so the suggestions land where there are genuine gaps. You can also enter a time manually when a specific date has to be included, and you are warned if it clashes with an internal participant.
External participants answer through a link in the email, without an account or a licence. You mark who is required and who is optional, and watch the responses come in. Suggested times can be held as tentative placeholders in the calendar so nobody books over them meanwhile.
Once the required answers are in, the earliest shared time is confirmed automatically: the calendar invitation goes out, a Teams or Meet link is created if that connection exists, reminders are scheduled and the remaining proposals are released. If a participant proposes a different time instead, you can accept it and the meeting is rebooked with an updated invitation to everyone.
Frequently asked questions about meeting requests
- How is a meeting request different from a booking link?
- A booking link suits one person booking time with you. A meeting request is for when several participants have to agree on a shared time and no single calendar can settle it.
- Do external participants need an account?
- No. They answer through the link in the email. An account is only needed by you, who create and administer meeting requests.
- What if none of the proposed times works for everyone?
- You can add more proposals, confirm a time manually with those who can attend, or accept a new time suggested by a participant.
- Can I change the language of an ongoing meeting request?
- Yes. The language is chosen when the request is created and can be changed while the poll is open. Emails and the calendar invitation follow it.
- Can a confirmed meeting be cancelled or rescheduled?
- Yes. You can cancel it or start a rescheduling where the participants carry over, and you choose whether the original meeting is cancelled immediately or kept until the new time is set.
- Which plan is required?
- Meeting requests are included from Pro and can be added on in Basic. Current prices and what is included are on the pricing page.
Add-on module
Meeting Poll can be activated as an add-on to Basic, or is included from Pro and above.
Add-on to Basic
10 €
/month
100 €
/year
Included in Pro
29 €
/month
See all details on the pricing page.