How does group meeting voting work?

Organizers propose multiple time slots and venue locations. Invitees receive a secure link to vote on their preferred times and locations. CoordinateWith.Me automatically calculates the optimal slot.

Can I connect my Google Calendar or Outlook?

Yes! CoordinateWith.Me integrates with Google Workspace and Microsoft 365 to auto-generate meeting links (Google Meet & Teams), overlay your existing calendar events, and search contacts.

FAQ - CoordinateWith.Me

Q: Can I reuse a meeting for future meetings?

Yes! With Meeting Templates, you can save any active or completed poll as a reusable blueprint. Pre-save your duration, invitees, and favorite physical or virtual locations to spin up future polls with a single click, only needing to select new candidate dates.

Q: Can I set default settings for new meeting polls?

Yes! In the Meeting Poll Defaults section of your My Profile page, you can configure your standard meeting length, auto-scheduling consensus rules, attendee response visibility, calendar hold behaviors, and default location modes. New polls pre-populate with your preferences automatically while retaining full per-poll flexibility.

Q: What happens if I accidentally close my browser while creating a poll?

Don't panic! CoordinateWith.Me continuously saves your in-progress work to your browser's private local storage as you type. If you close your tab or navigate away, simply return to the Create Meeting page. The system will detect your active draft and give you the choice to pick up right where you left off or start fresh with a clean slate.

Q: How do I vote in a meeting poll?

When you receive a poll invitation, open the secure link to cast your preferences. You can adjust your timezone to view candidate slots in your local time, select and rank all the times that work for you (1st, 2nd, 3rd choice), pick your preferred meeting locations or video links, and hit Submit My Preferences to lock in your ballot. If you ever attempt to close the window or navigate away before submitting, an unsubmitted ballot alert reminds you to stay and submit so your choices aren't lost.

I just created my account - now what?

Congrats! You're on your way to controlling your calendar and helping create polls that manage the WHEN and the WHERE! What to do first:

Go to the Profile Page and setup your information. This is how your contacts will see you on CoordinateWith.Me
Go to My Connected Apps and setup your connections to your calendars, online meeting tools and other platforms to enhance your experience
Go to My Branding to setup your custom branding — this will personalize your email communications to your clients
Go to My Booking Page to grab your own vanity URL for your customers to reach out to you and request meetings — you can even setup custom Booking Presets there
Finally check out the My Assistant Nate page to configure default behavior by Nate — your personal CoordinateWith.Me AI assistant!
Check out the Meeting Poll Defaults section in your My Profile page to configure your preferred meeting length, consensus finalization rules, calendar holds, and default venue mode — new polls will auto-fill with your choices automatically!

Have more questions — we have full Documentation here!

Who is CoordinateWith.Me for?

CoordinateWith.Me is designed for everyone who needs to bring people together: from business teams, cross-functional project leads, and freelancers to clubs, community groups, friends, and family gatherings. If you've ever struggled with endless "What time works for you?" reply-all email threads, this app is built for you.

Why is this better than other calendar tools?

Unlike rigid scheduling tools, CoordinateWith.Me lets you take control of your calendar:

No Account Required for Invitees: Invitees click their secure link and vote in seconds without creating passwords or downloading apps.
Dual Time & Location Voting: Rank preferred time slots AND venue locations simultaneously on a single invitation page.
Smart Preference Algorithm: We calculate weighted consensus scores based on required vs. optional attendees so you instantly lock the optimal slot.
Automatic Timezone Conversion: Every participant views dates and times converted into their local timezone.
Direct .ICS Calendar Sync: Automated calendar files (.ics) and email notifications are sent out immediately upon finalization.

What does it cost?

The core features of CoordinateWith.Me are 100% Free. Creating proposals, adding multiple date/time slots and suggested venues, sending email invites, collecting attendee votes, and generating final calendar events costs nothing for both organizers and attendees.

Is there a Pro version?

Yes! For power organizers and organizations needing extra customization and volume, CoordinateWith.Me Pro expands your capabilities:

My Branding: Add your company logo and brand header colors to attendee invite pages and emails.
Priority SMS Alerts: Send direct text message notifications and reminders to attendees' mobile phones.
Unlimited Active Proposals: Manage dozens of concurrent scheduling polls simultaneously without limits.
Team Workspace Integration: Shared meeting templates and team organizer permissions.

What is a Quick Time Poll and how does it work?

Quick Time Polls allow organizers to set up rapid, time-only availability polls in seconds without configuring venue locations or complex agendas. Invitees receive a direct link to submit single-click availability or ranked time slot preferences, allowing your group to find an optimal time immediately.

Can invitees suggest write-in locations?

Yes! When creating a meeting, organizers can enable "Allow Write-in Locations". If none of the proposed venues suit an invitee, they can submit their own write-in venue (including venue name, city, and street address), which gets included in the location preference grid.

What happens if my availability changes after I vote?

No problem! You can return to your unique invite link from your email anytime before the organizer finalizes the meeting. You can click "Review / Edit My Votes" to adjust your choices or re-order your ranked preferences. Additionally, if you've signed up for a free account, you can manage and update all your active votes directly from your personal dashboard.

How are timezones handled for cross-regional meetings?

Our platform automatically converts meeting times stored in UTC into each attendee's local timezone. Attendees can also use the inline timezone dropdown to preview meeting slots in any global timezone (e.g., US/Eastern, Europe/London, Asia/Tokyo).

Is my contact data and mobile number secure?

Hub privacy is guaranteed. Mobile phone numbers and email addresses are used solely to facilitate your event coordination and send requested SMS alerts. We never sell or share mobile opt-in data with third parties.

Can I reuse a meeting for future meetings?

Yes, absolutely! With Meeting Templates, you can turn any active or finalized meeting poll into a reusable scheduling blueprint so you never have to re-enter the same attendees, venues, or meeting settings from scratch.

Save with One Click: On any meeting poll review screen, click Save as Template in the action bar. Choose a memorable name (e.g. "Weekly Team Standup" or "Monthly Book Club").
Choose What to Keep: Selectively include meeting details (duration, description, settings), your invitee roster (with Required/Optional roles), and proposed physical or virtual locations (Google Meet, Teams, Zoom).
Instant 1-Click Launch: When ready to schedule your next session, click Use Template on the Create Meeting page or launch directly from My Meeting Templates. All details, people, and places populate instantly — you simply pick fresh candidate dates and times!
Effortless Maintenance: View, rename, update descriptions, or delete templates anytime from your Templates Dashboard.

For a complete walkthrough, check out our Meeting Templates Guide in the documentation.

Can I set default settings for new meeting polls?

Yes! CoordinateWith.Me gives you total control over your baseline scheduling defaults directly inside the Meeting Poll Defaults section of your My Profile page so you don't have to adjust the same options each time you organize a meeting:

Meeting Duration & Consensus: Set your standard meeting length (e.g. 30m, 45m, 1h) and default finalization rules (Manual Review vs. Auto-scheduling when required attendees vote).
Calendar Holds: Automatically place tentative calendar holds on your connected Google or Outlook calendar during voting so you never double-book candidate slots.
Guest Permissions: Choose whether participants can see fellow invitee responses and whether they can suggest alternative meeting times.
Preferred Venues: Choose which venue mode opens first (Location Lookup, Online / Virtual video conferences, or Write-In).

Learn more in our comprehensive Meeting Poll Defaults Guide.

What happens if I accidentally close my browser while creating a poll?

Don't panic! CoordinateWith.Me continuously auto-saves your in-progress poll data to your browser's private local storage as you type, add invitees, and choose candidate time slots:

Real-Time Preservation: Meeting titles, agendas, guest lists, duration, proposed time options, and physical/virtual locations are cached locally on your device with zero server latency.
Instant Recovery: When you return to the Create Meeting screen, an alert modal detects your unsaved draft and lets you resume immediately or start over.
Automatic Cleanup: As soon as you publish your poll or explicitly discard it, the draft is wiped clean from your browser.

Learn more in our Meeting Poll Guide.

How do I vote in a meeting poll?

It takes less than 30 seconds! When you open a poll invite link, you are greeted with a simple, friction-free ballot where you can:

Timezone Harmonizer: Automatically view all proposed dates and times converted cleanly into your local rhythm, or pick any time zone from the Show in Timezone selector.
Pick & Rank Candidate Times: Select ALL the times that work for you (the more, the merrier!), then rank your favorites in order (1st, 2nd, 3rd choice) using the up/down arrows or drag-and-drop. If none fit, simply select 'None of these work for me' which lets the organizer know they need to consider other times.
Rank Locations & View on Map: Vote on proposed venues (coffee shops, offices, or video conferences), rank your favorites, and click View on Map to preview physical locations on an interactive map.
Lock In Your Ballot: Hit Submit My Preferences at the bottom. Your ballot is instantly registered so the host and our auto-scheduler can lock down the winning slot and put the meeting on everyone's calendar. Plus, smart unsubmitted ballot protection ensures you won't accidentally lose your selections if you close the window or navigate away.

For a complete step-by-step walkthrough, check out our Voting in a Poll Guide in the documentation.

How do local businesses become location sponsors?

Local venues and businesses can submit a partnership inquiry through our Become a Sponsor page. Once enrolled, your venue automatically surfaces as a featured location recommendation when event organizers search for venues in your target city or zip code radius, featuring your exclusive group deals and discounts.

How does the Pro account trial and billing work?

When you first sign in to CoordinateWith.Me, you are automatically gifted 1 full month of free Pro tier access with no upfront credit card required. You get 500,000 monthly AI Assistant Nate tokens, custom email branding, and your personalized booking page. Once your trial ends, your account automatically transitions to our free tier unless you choose to store a payment method in My Billing to renew your Pro subscription.

Frequently Asked Questions