Creating and sharing a Zoom Scheduler availability poll

Organizers can use the Zoom Scheduler availability polls feature to streamline scheduling by enabling participants to vote on their preferred meeting times. This tool is particularly useful for coordinating one-time meetings with large groups who have varying schedules. Once votes are collected, organizers can easily schedule the meeting at the most suitable time.

Prerequisites for creating an availability poll in Zoom Scheduler

How to create an availability poll in Zoom Scheduler

  1. Sign in to the Zoom desktop app.
  2. In the top toolbar, click More , then click the Scheduler tab .
  3. In the navigation menu, click the My schedules tab .
  4. In the top-right corner, click + Create schedules.
    A pop-up window will appear.
  5. In the window, select Availability poll.
    You will be directed to the meeting creation flow.
  6. Complete the following details for your meeting event:
    • Schedule Name: Enter a name for your event. This will be included in the event details of the invite sent.
    • Time Zone: Click the dropdown and select the time zone.
    • Duration: Set the length of time for a new event.
    • Hosts: Select contacts to be the hosts of the event.
      • Under the hosts, click the dropdown to select the hosts' availability.
    • Video Conferencing: Select whether this event is a Zoom Meeting or offline. Zoom will automatically use your Zoom Meetings account to generate and attach a Zoom meeting link to the invite. Selecting “Offline” will not generate any Zoom meeting link. The following options are provided:
      • None: No additional meeting details are added. This is best for in-person meetings and events.
      • Zoom Meeting: The calendar event will be scheduled with a corresponding Zoom Meeting. Your default meeting settings are used.
    • Additional Options: Enter more details in this section:
      • (Optional) Location: Enter physical locations or phone numbers here. Text will be placed in the Location field of your calendar invite.
      • (Optional) Description: Enter a brief description of your meeting. Text will be displayed on your attendee booking page.
        Note: There is a maximum 2,000-character limit.
  7. On the calendar, select at least one available date/time.
    Note: You can select multiple times on the calendar.
    • At the top of the calendar, use the back arrow and forward arrow to move backward or forward a week, depending on the current calendar view.
    • (Optional) Click the today icon  to return to the current date.
  8. (Optional) After you select your available times, at the bottom of the page, click the times selected dropdown to view your selected times.
    A pop-up window will appear.
    • To remove selected times, to the right of an available time, click the icon.
    • (Optional) Click Clear all to remove all selected times.
  9. Click Next.
  10. Review your meeting details.
  11. (Optional) Select the Poll visibility toggle to enable or disable it.
    When enabled, poll participants will see other participants' names and votes.
  12. Click Publish.
    A screen with the poll link will be displayed.
  13. Click Copy Link to share via email, chat, or any other preferred method.

How to share availability poll links and view poll results

You can share a Zoom Scheduler availability poll through email, chat, or any other preferred method by copying and pasting the link to others.

  1. Sign in to the Zoom desktop app, then click More .
  2. Click the Scheduler tab .
  3. In the Polls tab, click Share on the desired poll to copy the poll link after publishing.

To view the poll results, click the gear icon next to the poll and select View poll results. Once you’ve determined the meeting time, click Book this time to automatically send invites to all voters and organizers for the time slot.

Web

  1. Sign in to the Zoom web portal.
  2. In the left navigation menu, click Scheduler.
  3. Click the My schedules tab.
  4. Click + Create schedules.
    A pop-up window will appear.
  5. In the window, select Availability poll.
    You will be directed to the meeting creation flow.
  6. Complete the following details for your meeting event:
    • Schedule Name: Enter a name for your event. This will be included in the event details of the invite sent.
    • Time Zone: Click the dropdown and select the time zone.
    • Duration: Set the length of time for a new event.
    • Hosts: Select contacts to be the hosts of the event.
      • Under the hosts, click the dropdown to select the hosts' availability.
    • Video Conferencing: Select whether this event is a Zoom Meeting or offline. Zoom will automatically use your Zoom Meetings account to generate and attach a Zoom meeting link to the invite. Selecting “Offline” will not generate any Zoom meeting link. The following options are provided:
      • Offline: No additional meeting details are added. This is best for in-person meetings and events.
      • Zoom Meeting: The calendar event will be scheduled with a corresponding Zoom Meeting. Your default meeting settings are used.
    • Additional Options: Enter more details in this section:
      • (Optional) Location: Enter physical locations or phone numbers here. Text will be placed in the Location field of your calendar invite.
      • (Optional) Description: Enter a brief description of your meeting. Text will be displayed on your attendee booking page.
        Note: There is a maximum 2,000-character limit.
  7. On the calendar, select at least one available date/time.
    Note: You can select multiple times on the calendar.
    • At the top of the calendar, use the back arrow and forward arrow to move backward or forward a week, depending on the current calendar view.
    • (Optional) Click the today icon  to return to the current date.
  8. (Optional) After you select your available times, at the bottom of the page, click the times selected dropdown to view your selected times.
    A pop-up window will appear.
    • To remove selected times, to the right of an available time, click the icon.
    • (Optional) Click Clear all to remove all selected times.
  9. Click Next.
  10. Review your meeting details.
  11. (Optional) Select the Poll visibility toggle to enable or disable it.
    When enabled, poll participants will see other participants' names and votes.
  12. Click Publish.
    A window with the poll link will be displayed.
  13. Click Copy Link to share via email, chat, or any other preferred method.

How to share availability poll links and view poll results

  1. Sign in to the Zoom web portal.
  2. In the left navigation menu, click Scheduler. 
  3. In the Booking pages tab, click Share on the desired poll to copy the poll link after publishing. 

To view the poll results, click the gear icon next to the poll and select View poll results. Once you’ve determined the meeting time, click Book this time to automatically send invites to all voters and organizers for the time slot.