User & Integration Documentation

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Page Guide

Your field manual for friction-free coordination! Step-by-step walkthroughs to hook up your calendars, configure video conferencing, manage contacts, and master group scheduling.

Start a New Meeting Poll

Click Create Meeting from the top menu or dashboard. Give your meeting a title, optional agenda, and choose duration (e.g. 15m, 30m, 60m, or custom duration).

Add Invitees & Set Roles

Enter invitee emails or mobile numbers. Designate each participant as Required or Optional so our scoring algorithm prioritizes required attendees when calculating consensus.

Select Candidate Times

Use the visual calendar grid to pick multiple candidate date & time slots that fit your schedule. Your connected Outlook or Google Calendar events overlay automatically to avoid personal conflicts.

Suggest Venues or Virtual Links

Add physical locations or select auto-generated virtual meeting rooms (Microsoft Teams, Google Meet, or Zoom Meeting). You can also enable "Allow Write-in Locations".

Send Invites & Track Votes

Click Publish Meeting Poll. Invitees receive secure links to vote in their local timezone. Track live votes on your Meeting View page.

Finalize & Lock Meeting

Once votes are collected, click Finalize Meeting to lock in the winning slot. If a virtual meeting option (Microsoft Teams, Google Meet, or Zoom Meeting) was selected in the "Where" section, a live meeting room link will be automatically generated and attached to calendar invitations (.ics) and emails sent to all participants.

Configure My Booking Page & Booking Presets

Navigate to My Booking Page (under My Connected Apps in the navigation menu). Claim your custom vanity handle (e.g. coordinatewith.me/request/<vanity_url>) or download your personalized QR code. Then click + Create Booking Preset to configure reusable meeting options with predefined durations (e.g. 15m, 30m, 60m), descriptions, and default agendas.

Share Your Public Booking Link

Share your personal booking link (coordinatewith.me/request/<vanity_url>) or QR code in your email signature, social profiles, or messaging status so clients and guests can easily request 1-on-1 meetings with you.

Guest Chooses a Booking Preset & Submits Request

Requesters visit your booking page, choose from your tailored Booking Presets (or enter custom meeting details), provide their contact info, and select their preferred date & time in their local timezone.

Review Inbound Requests & Conflict Warnings

Incoming requests land under Meeting Requests on your dashboard. Inspect the request to view the selected booking preset, attendee details, and proposed times in your local timezone alongside automated conflict warnings from your synced calendars.

Take Action: Confirm, Convert, or Dismiss

You maintain total control over your schedule with 3 flexible choices for every incoming request:

• Confirm & Send Invites: If the requested time works, confirm it immediately with one click to lock it in and dispatch calendar invitations (.ics) and emails.
• Convert to Poll / Suggest Times: If the requested time conflicts, click Convert to Poll to create a Meeting Poll prefilled with the requester so you can propose alternative times that work for you.
• Dismiss Request: Remove requests that are no longer applicable.

Open Quick Poll Creator

Click Quick Poll from the header menu or dashboard. Quick Polls are built for speed when you need group feedback without building formal invitee lists upfront.

Set Title & Select Proposed Times

Enter a title (e.g. "Coffee Catch-Up") and tap multiple proposed time slots on the date picker.

Generate Shareable Voting Link

Click Create Quick Poll. A unique public share link is generated instantly for your clipboard.

Share & Collect Feedback

Paste the link into group chats (Slack, Teams, WhatsApp, SMS) or emails. Participants pick their available slots without needing an account.

Automatic Contact Capture

Your Address Book automatically saves participants you invite to meetings on CoordinateWith.Me. We never mass-import or overwrite contacts from your connected Google, Microsoft, Salesforce, or HubSpot accounts, keeping your personal directory lean, privacy-focused, and relevant.

Add Physical Addresses & Geocoding

Click Edit on any contact to add their Home or Work street address, city, state, and ZIP. CoordinateWith.Me automatically geocodes these addresses into precise geographic coordinates behind the scenes without changing records in your source calendar or email accounts.

Interactive Map Pinning & Smart Location Suggestions

When building a Meeting Poll, navigating to Step 4 (Where) automatically plots your invitees' home or work locations directly on Google Maps. This makes it effortless to spot central hubs, estimate travel convenience, and pick meeting venues (e.g. coffee shops, lunch spots, or shared workspaces) that minimize commute times for everyone.

Timezone Intelligence

Assign specific timezones to individual contacts. When you send meeting invitations, candidate slots automatically convert and render in the invitee's local timezone so there is never scheduling confusion across global teams.

Custom Labels & Group Filtering

Create custom labels (such as Friends, Neighbor, or Employee) to organize contacts into meaningful groups. Filter your address book with a single click, instantly autocomplete group members when creating meeting polls, and let AI assistants connected through our MCP Server filter and organize your guest lists.

Safe Contact Deletion with Active Poll Alerts

You can remove outdated contacts anytime. If a contact is currently part of an active, open meeting poll, CoordinateWith.Me displays an alert before deletion, reminding you that removing the contact will also withdraw them from the active poll and deactivate their voting link.

Save Any Meeting Poll as a Template

From any active or completed meeting details page, click the Save as Template button in the top action bar. Enter a descriptive template name (e.g. "Weekly Team Sync" or "Client Quarterly Review") and an optional note describing its purpose.

Granular Control: Choose What to Include

Customize exactly what information gets saved in your blueprint using three granular toggles:

• Meeting Details & Settings: Preserves meeting title, duration (e.g. 30m, 45m, 60m), description, agenda, auto-scheduling rules, write-in location permissions, and forwardability.
• Invitees: Saves your participant roster — including email addresses, phone numbers, and Required vs. Optional attendee designations.
• Venues & Locations: Saves proposed physical locations (complete with street addresses and geocodes) or pre-configured virtual conference rooms (Google Meet, Microsoft Teams, Zoom Meeting).

Launch a New Meeting Poll from a Template

When you are ready to schedule your next session, you have two quick ways to spin up a poll:

• From Create Meeting: Start at Create Meeting and click the Use Template button at the top of the form. Select your template from the modal to instantly auto-populate all saved fields.
• From My Meeting Templates: Visit My Meeting Templates in your navigation menu, locate the desired blueprint, and click Use Template.

All your pre-saved details, attendees, and venues populate into the creation wizard automatically. You only need to select your new candidate dates and times on the visual calendar grid before publishing!

Manage & Maintain Your Templates

Keep your scheduling blueprints tidy and up-to-date on the dedicated My Meeting Templates management dashboard:

• Inspect Blueprint Details: Review duration badges, saved participant chips, location tags, and the original source poll from which the template was created.
• Rename & Update Descriptions: Click Rename on any template card to adjust its title or update notes without having to recreate the template.
• Safe Deletion: Click Delete to remove outdated blueprints. Deleting a template never alters or removes any past, active, or finalized meetings that were launched from it.

Independent Lifecycles

Templates operate independently from your active polls. Modifying or deleting a past meeting poll will not affect templates you created from it, and updating or retiring a template will never disrupt ongoing voting on active polls.

Accessing Meeting Poll Defaults

Click your user avatar or profile menu in the top navigation bar, select My Profile (or visit /profile#profileDefaultsSection), and expand the Meeting Poll Defaults section. Here you will find all scheduling settings cleanly organized across four framed sub-panels corresponding to the stages of poll creation.

Meeting Details & Scheduling Defaults

Establish your standard meeting baseline:

• Default Meeting Duration: Enter your preferred baseline meeting length using smart time syntax (e.g. 15m, 30m, 45m, 1h, 1h 30m). Whenever you start a new poll, this duration is pre-selected and automatically sizes your candidate time blocks.
• Scheduling & Finalization Mode: Choose how consensus is resolved by default — Manual Review (alerting you to pick the winner), Auto-Schedule (Required Guests) (finalizing as soon as required attendees vote), or Auto-Schedule (All Guests).
• Vote Notifications: Pre-checks whether you receive immediate email or SMS alerts whenever an invited attendee casts their vote.

Participant Permissions

Set default voting screen capabilities for your guests:

• Response Visibility: Allow attendees to view each other's availability and votes on the voting page to foster collaborative scheduling.
• Invitee Forwarding: Allow invited guests to share the poll link or delegate attendance to team members who should join.

Calendar & Time Proposals

Manage calendar sync and flexibility for proposed time slots:

• Place Tentative Holds on Calendar: When enabled (the recommended default), proposed candidate times are automatically placed as tentative holds on your connected Google or Outlook calendar during voting so you don't double-book yourself. Losing holds are automatically cleared once the meeting is finalized!
• Allow Suggested Times: Gives participants the ability to propose alternative dates or times if none of your initial slots work for their schedule.

Meeting Locations

Select your favorite venue workflow:

• Default Location Type: Choose which tab opens first on the Where step — Location Lookup (physical addresses and Yelp/Google places), Online / Virtual (Google Meet, Teams, Zoom), or Write In.
• Write-In Venues: Allow participants to suggest custom coffee shops, meeting rooms, or client sites during voting.

Per-Poll Flexibility

Your saved defaults serve as your effortless starting point. Whenever you create a specific poll that requires different rules — such as an all-day offsite or a confidential review — you can easily change any setting on the spot without altering your stored defaults.