Using the FindTime voting page

The FindTime voting page is the second half of the organizer's experience, and is the entire experience of other attendees. The voting page is where the organizer and attendees vote on the proposed times to meet, can propose new times for everyone to vote on, add new attendees to the invite, and change attendees' statuses from required to optional or vice versa. On this page, the organizer can also manually schedule a proposed time or cancel the invite. To edit the invite details (such as location), see here.

Table of Contents


Understanding the voting page Understanding the sign-in page Understanding the vote confirmation page How to vote Suggesting new times Changing attendee details Viewing availability Editing the invite Scheduling

Understanding the voting page

(back to top)

The attendee list


The attendee list is on the left-hand side of the voting page and lists all attendees on the invite, separated by required and optional statuses:



Clicking on the pencil icon next to a person's name will allow you to edit the person's display name, change their status from required to optional or vice versa, and remove that attendee from the invite. Any changes made will affect the current invite only, not other invites the attendee may have been invited to.

Clicking on an attendee's name will highlight their votes in the voting grid (see here for more information).

Clicking on "Add new..." will allow you to add a required or optional attendee. The newly added attendee will get an email notification inviting them to vote.

The invite details

How do I see who the organizer is?


The invite details above the voting grid is where all the information about the invite will be. The organizer is shown here:


How do I see the duration of the meeting, or the location?


Check it out here:


How can I tell who I'm logged in as?


There are two places you can see who you're logged in as. The first is in the invite details section:



The second place you can see who you're logged in as is to look at the header for the voting grid. There are two headers you may see. If you are voting for yourself, you will see a header like so:



If you are voting for someone else, the header will look like:


How do I see if I'm required or optional?


You can see your status at the top of the page:


The voting grid

What do the vote icons mean?


We have 4 voting states available. They are:
  • Preferred: The attendee can make this meeting time and would much prefer this time over others
    • Your preferred vote looks like:
    • Another attendee's preferred vote looks like:
  • Yes: The attendee can make this meeting time
    • Your yes vote looks like:
    • Another attendee's yes vote looks like:
  • No: The attendee cannot make this meeting time
    • Your no vote looks like:

    • Another attendee's no vote looks like:

  • Unvoted: The attendee has not yet voted on this meeting time
    • Your unvoted vote looks like:

    • Another attendee's unvoted vote looks like:

Why are some of the names bold, and others not?


Bold names denote a required attendee, and non-bold names denote optional attendees. Take the following image, for example:



Because their names are bolded, we can tell that Erica, Sarah, and George are all required attendees and Anne, Chris, and John are optional attendees.

What does the orange person icon mean?


The orange person icon means that you suggested that time.



In the example above, the currently logged-in person is the one who suggested February 29 at 1pm. Because the logged-in user is the one who suggested it, the X icon appears, allowing them to delete the suggested time.

How do I see all the votes for a single person? The votes are out of order for each time!


The votes are ordered according to vote, not according to attendee. This is why votes may seem out of order; you may expect all of George's votes, for example, to be in the same column.

To better visualize the votes, we order them in the following order, left to right: preferred, yes, no, unvoted.



However, to make it easier to view a specific attendee's votes, you can click on one of their votes, or click on their name in the attendee list on the left side of the page. This will highlight their votes:



The attendee list also changes to gray out all attendees except the one you've highlighted:



To un-highlight an attendee's votes, simply click on their vote again or click on their name in the list again.

The time zone dropdown




If you are an organizer, the time zone dropdown is automatically set to the time zone in your organizer settings. If you are an attendee, the time zone is set to our best guess of what time zone you're in.

If you've never set the time zone in your organizer settings, it is automatically set to our best guess of your time zone when creating your first invite. If this default time zone is incorrect, you can change it in your settings.

Changing the selected time zone will update the voting page to show the suggested times in that time zone. It does not permanently update the invite but rather serves as a tool for you to help you decide what to vote.

How do I go back to the sign-in page?


Click on the back arrow:


Understanding the sign-in page

(back to top)

Why do I have to choose my name? Shouldn't you know who I am?


Unfortunately sometimes we don't know who you are! When you first receive a FindTime invite from the organizer and access the site, due to technological constraints we aren't able to determine who you are just yet. However, once you choose your name, we will remember you for all your subsequent visits to our site!

Wait, anyone can choose my name and vote for me?


Anyone who has a link to the invite can vote for anyone else on the invite. We understand that for some organizers this poses a security risk. However, we decided to not force attendees to sign in, in order to promote a better user experience for attendees.

In order to view an attendee's availability, the user must log in to their Office 365 account. This prevents unauthorized users from gleaning your free/busy information.

In order to cancel an invite, the user must log into their Office 365 account and be verified as the organizer.

Understanding the vote confirmation page

(back to top)

What does that button mean, to change my vote?


This button allows you to go back to the voting page where you can change your votes, add new times, add attendees, etc.


What does that button mean, to subscribe to my votes?


This is the subscription button:



This feature is available to attendees who have an Office 365 Exchange Online subscription. This button will add tentative appointments to your calendar for every time for which you vote favorably, and it will continue to add an appointment for every favorable vote you make for every invite you're invited to. If you change a positive vote to a "no" vote, that hold for the time you voted against will be removed from your calendar. If an invite is scheduled, all holds associated with that invite will be removed from your calendar. If an invite is still open and some of the suggested times are now in the past, the holds for the suggested times in the past will be removed as well.

Here is an example of what holds will look like in Outlook:


Now that I've subscribed to my votes, how do I unsubscribe?


Um, we're working on that.

What is the refer a colleague or friend feature?


Clicking that button will redirect you to our referral form, where you can tell your colleagues or friends about FindTime and invite them to install it! On the referral form you can specify recipients and preview what the email will look like. One email is sent to each person; it is not a single mass email sent to all your colleagues that you selected. Refer to our full article on this topic for more information. Here is a screenshot:


What are these social media links?


If you had a great experience using FindTime and want to tell everyone about it, feel free to click on any of the social media buttons and share! Don't worry, you'll have a chance to edit your post before it's submitted.

How to vote

(back to top)

How do I vote? I don't see my name!


When you're on the voting page, your own votes are not alongside all the other attendees' votes. They are on the left, in a column by the date and times. In the below screenshot, the 3 green arrows point to the 3 places where the user will vote.


I already voted but need to change some votes. How do I do that?


If you are on the voting confirmation page, you can simply click the "Change my votes" button (see here). Otherwise, you can access the voting page again by a link from the invite email you received from the organizer, or by any notification email for sent to you by FindTime Notifications for that specific invite.

When I vote, are any notifications sent out?


If the organizer has opted to receive notifications for this invite, the organizer will receive a notification email saying that you have voted.

Once I've voted for times, how do I make sure I don't schedule over the times I've said I'm available for?


You can subscribe to your votes (see here for more information).

Suggesting new times

(back to top)

How do I propose a new time?


Click the "Add an option" link at the bottom of the voting grid:



In the dialog that opens, you'll be able to add multiple new times.

Can I see my availability as I'm proposing a new time?


Unfortunately, we don't support this right now.

Are there times I can't suggest?


You can't suggest a time in the past, and you also can't suggest a time that's already been suggested.

I suggested a time but now I want to delete it. How do I do that?


If you are an attendee, you can delete any suggestion that you suggested. If you are the organizer, you can delete any suggested time.

If you are an organizer, find the X icon in the top right of any suggested time to delete it:



If you are an attendee, find a suggestion that has the orange person icon (meaning that you suggested the time) and click the X icon next to it to delete it:


When I suggest a new time, are any notifications sent out?


If the organizer has opted to receive notifications for this invite, the organizer will receive a notification email that you have suggested a new time(s).

As the organizer, if I enabled the hold setting when I created the invite, if I suggest a new time will a new hold be added to my calendar?


Yes.

As an attendee, if I subscribed to a calendar with the times I voted for, if I suggest a new time will a new hold be added to that calendar?


Yes. Take a look here for more information about voting.

Changing attendee details

(back to top)

How do I add or remove an attendee?


To add an attendee, click one of the two "Add new..." links on the left-hand side of the voting page.



To remove an attendee, click the pencil icon next to the attendee's name on the left-hand side of the voting page and click the "Delete" button.


How do I change an attendee's status from required to optional or vice versa?


Click the pencil icon next to an attendee's name on the left-hand side of the voting page and you can change their status there.

My name or an attendee's name is incorrect. How do I fix it?


Click the pencil icon next to an attendee's name on the left-hand side of the voting page and you can edit the name there.

Can I "nudge" attendees to remind them to vote?


Attendees get an email once a day, reminding them to vote, if they haven't already. If an attendee unsubscribes from those notification emails, they will no longer receive reminders.

We don't currently support an on-demand notification of attendees.

Viewing availability

(back to top)

Can I see my own free/busy information for each suggested time?


Yes! If you've logged into your Office 365 account, you'll be able to see your availability as well as the availability of anyone else whose calendars you have access too (for example, attendees who are in your company). This is what the free/busy looks like:



If it says "unknown", it means you haven't signed into your Office 365 account yet. You can do so by clicking the "Check availability" button below the time zone dropdown.

Can others see my availability?


Only attendees who have access to your calendar can see your availability on the voting page. Those who have access to your calendar are attendees within the same company as you, for example, and they can only see your availability if they sign in as you from the sign-in page.

Editing the invite

(back to top)

How do I change the meeting details, like location or duration?


Meeting details can only be edited from the organizer dashboard. See more information here for how to do so.

How do I cancel an invite?


There are two ways an organizer can cancel an invite. The first way is to click the "Cancel" button on the voting page:



The second way is by going to the organizer dashboard. See more information here for how to do so.

Scheduling

(back to top)

I want to schedule a suggestion without waiting for more attendees to vote. How do I do that?


As an organizer, you can easily schedule a suggested time without waiting for enough attendees to vote so that auto scheduling is triggered. Instead, you can click the "Schedule" button for any suggested time you like on the voting page:

i

Feedback and Knowledge Base