FindTime voting page

The FindTime voting page is where the organizer and invitees vote on suggested meeting times.

How to vote

To vote for suggested meeting times

  1. Open the voting page

    • Invitees: Select Select options in the FindTime invite email you received. <link to Scheduling meetings with FindTime>

    • Organizers:  Select the direct link to the voting page you received when you sent the invite email or login at https://findtime.microsoft.com/ and navigate to the relevant voting page.

  2. Sign in and select your name or the name of the person you are voting for. < this part is unclear – it seems that you should identify yourself somehow I'm not sure how>

  3. Scroll to the voting grid.

  4. Vote for each suggested time by selecting the appropriate availability options

    • Prefer: Your preferred meeting time.

    • Yes: You are available.

    • No: You are unavailable.

      Voting grid

      See Understanding the voting grid <link> for an explanation of all features.

      Note! You can select Add an option to propose a new time, if necessary. See Suggesting new meeting times <link>for more.

  5. Select Submit.

  6. On the confirmation page, select

    • Change my vote to return to the voting page and amend your selections. You can change your vote at any time before the meeting is scheduled.

    • Subscribe to my votes to add tentative holds in your calendar for your favourable votes.

      Voting confirmation page

      Note

      • Office 365 Business users will be prompted to log in. Once you have subscribed, holds will automatically be added in your calender for all future votes and invites.

      • Other users can subscribe to ICSs feeds for individual invites. When these are updated depedns on the calendar client.

        Subscribe to vote options

Understanding the voting grid

The voting grid shows the current status of the voting poll.

Voting grid

  • Header: The header displays the name you logged with. If you are voting for another invitee, this is also indicated in the header. 

    Voting grid header
     

  • Voting states: Your votes display for each meeting time. The colors of the voting blocks are:

    • Blue: Before your vote.

    • Green: If you vote Prefer or Yes.

    • Red: If you vote No.
       

  • How other voted: Displays on the right.

    Other voters

    • The names of required invitees are bolded and optional invitees unbolded.

    • Green (with heart) indicates the invitees preferred time.

    • Green (plain) indicates the invitee is available.

    • Red indicates the invitee is unavailable.

    • Grey indicates the invitee has not voted.

    • Orange icon

      indicates that you suggested the time.

  • Highlighting an invitee: You can select an invitee in How others voted or the Invitee list above the grid to highlight all their votes.

    Highlighted invitee

  • Availability: If you are logged into your Office 365 for Business account you can view your availability and that of anyone else’s calendar you have access to. FindTime retrieves the information and displays one of three states for each time

    • Free icon

      : Free

    • Tentative icon

      : A tentative hold.

    • Busy icon

      : Unavailable.

      Availability icons

      Note: If your availability should display, but doesn’t , you probably need to sign into your Office 365 for Business account .

Suggesting new meeting times

If the suggested meeting times are unsuitable, anyone you can suggest a new time. 

To suggest a time

  1. In the voting grid select Add an option.

  2. Fill in the fields.

    Add another meeting option

  3. Your suggested time displays in the voting grid.

    Suggested time
      Orange icon indicates that you suggested the time.

  4. Select Delete icon to delete your suggestion.

Changing invitee details

You can amend the details of any invitee in the Invitees list:

Invitees list

  • Select Pencil icon to

    • Edit an invitee’s display name.

    • Change an invitee’s status from required to optional or vice versa.

    • Delete an invitee.

  • Select Add new... to add an additional invitee. They will receive an email notification inviting them to vote.

    Add attendee

    Tip: Select a invitee to highlight their votes in the voting grid.

Cancelling invites

Only organizers can cancel invites. They can do it on on the voting page or in the organizer dashboard <link to Using the FindTime organizer dashboard>.

To cancel an invite on the voting page

  • Select Cancel invite above the voting grid. 

    Cancel invite

Scheduling meetings manually

The organizer can schedule the meeting manually at any time if auto scheduling is not enabled.

If auto scheduling is enabled, the organizer can also manually schedule the meeting before all invitees have voted or before auto scheduling is triggered. See How auto scheduling works <link> for more.

To manually schedule the meeting

  • Select Schedule for a suitable time.

    Scheduling on the voting page

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