Meeting Availability Survey Form Template
Effortlessly Collect Availability with Your Team
If you often struggle to find convenient meeting times for everyone, this availability survey form template is here to help. Perfect for managers, team leaders, and coordinators, it simplifies gathering your team's preferences and ensures maximum attendance at meetings. Easily customize it for various situations, save time with quick responses, and improve overall team engagement. Plus, it's designed with WCAG-aligned labels to ensure accessibility for all users. Try out the live template to simplify your scheduling today!
When to use this form
This survey helps you find overlapping times across teams, clients, or students fast. Use it when you need to coordinate one-off or recurring meetings without back-and-forth emails. Examples: plan a cross-time-zone project sync, line up client discovery calls, or schedule small-group tutorials. If you are polling many people to identify a common slot, the Scheduling poll form may fit better. When you are ready to confirm one-to-one time, route respondents to the Appointment form or the Online appointment request form. You get clear, current availability that you can filter by day, time window, and constraints, so you can pick a slot and move on.
Must Ask Meeting Availability Survey Questions
- What is your time zone?
This prevents confusion and lets you convert responses into a single schedule. It is essential when attendees are remote or traveling.
- Which days are you available in the next two weeks?
A fixed window keeps answers current and comparable. It reduces stale responses and speeds up decisions.
- What time windows work for you on those days?
Ask for start and end times (for example, 9:00-11:30). Time ranges make it easy to spot overlaps and avoid micro gaps.
- Are there any blackout dates or recurring conflicts we should avoid?
Known constraints prevent failed invites and reschedules. This covers holidays, standing meetings, and deadlines.
- What is your preferred meeting duration and format?
Knowing whether you need 15, 30, or 60 minutes, and whether virtual or in person, helps you reserve the right slot and tools. If this is a one-to-one request, you can direct respondents to the Appointment request form or, for academic advising, the CSE Advising appointment request form.
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