11 Best Availability Poll Apps to Coordinate Your Team

By Gaurav Sharma

Quick Summary Availability poll apps come either as grids you paint or lists you tick — pick a style first Free tiers hide their limits, with Calendly capping 40 people and Doodle stopping at 10 slots A grid suits a few open calendars, while an option list suits big fast-voting groups Some guests skip any poll that demands an account, and several tools here ask for none

Availability poll apps help a group quickly agree on a meeting time. You share a link, people mark when they're free, and the overlap wins.

Picking the right app starts with understanding that these tools come in two different types. Some give you a calendar grid to paint your free hours across. Others give you a short list of fixed times to tick off.

While they’re both scheduling polls, they suit very different groups.

This guide brings clarity to this topic. You get 11 availability poll apps compared on caps, costs, and sign-up rules. And where a vendor hides a number, I say so.

Table of contents

Quick Summary: What Are the Best Availability Poll Apps by Use Case?

What’s an Availability Poll?

How Did I Pick These Availability Poll Apps?

How Do the Best Availability Poll Apps Compare?

What Are the 11 Best Availability Poll Apps?

1. WhenAvailable
2. Doodle
3. When2meet
4. Calendly
5. Xoyondo
6. StrawPoll
7. Morgen
8. Koalendar
9. WhenIsGood
10. SurveyMonkey
11. Jotform

FAQ

Which Availability Poll App Should You Choose?

Quick Summary: What Are the Best Availability Poll Apps by Use Case?

The best availability poll app depends on the job you need done. This list below matches each availability poll app to a use case:

• Best For Free Polls With No Guest Sign-Up: WhenAvailable, When2meet, Morgen, Koalendar
• Best For Grid-Style Time Painting: When2meet, Morgen, WhenIsGood
• Best For Large or Uncapped Participant Lists: Xoyondo, StrawPoll, Morgen
• Best For Recurring Business Scheduling: Doodle, Calendly
• Best For Accurate Time Zone Handling: Morgen, Calendly, WhenIsGood
• Best For Ad-Free Simplicity: WhenAvailable, Calendly, Koalendar
• Best For Polls Built Into Booking or Forms: Calendly, SurveyMonkey, Jotform

What’s an Availability Poll?

An availability poll is a shared link that asks a group when each person is free. It then shows where the answers overlap. It’s synonymous with a scheduling poll.

This differs from a booking link, where one person shares open slots and someone else claims one. An availability poll handles the group version, where everyone gets a say at once.

Availability polls are run in either grid or list styles.

The grid style provides your group with a calendar to paint across, while the list style gives them slots to tick. Grids suit small groups exploring open time, and lists suit bigger groups that vote fast.

Notably, recruiters feel this pain most. For context, scheduling interviews accounted for 38% of recruiters' time in 2025, per GoodTime's 2026 report.

If you’re on a hiring team, a good hiring insight is to run candidate interview scheduling through a single shared link.

Slow scheduling also drains a team and feeds workplace stress. Time zone differences make it even harder, especially since a third of meetings now span multiple zones.

All these highlight the importance of availability poll apps. That said, these apps should sit beside your other collaboration tools for teams, not replace them. They also work well alongside the tools you already use to manage remote teams.

How’s an Availability Poll Different From a Booking Link? An availability poll finds one time that works for a whole group. A booking link just lets one person grab a slot on your calendar. The first solves a group problem, and the second solves a one-to-one problem.

How Did I Pick These Availability Poll Apps?

I picked these availability poll apps on five checks, including real group voting and a public free tier:

1. Real Group Availability: The availability poll app must allow a whole group to vote on a single time. Pure one-to-one booking links solve a different problem, so they did not make the list.
2. A Verifiable Free Tier: A free plan must exist, and its limits must be public. I highlight instances where no free tier exists or where a vendor hides its caps.
3. No Forced Guest Sign-Up: Guests should be able to vote from a link without having to create accounts. I flag instances where an availability poll app comes with that friction.
4. Automatic Time Zone Handling: The app should convert times for each person. This is where most availability poll apps quietly break for most spread-out teams.
5. Hands-On Setup: I created real polls across the availability poll apps, not just skimming their marketing materials. That was how I found hidden frictions, like a clumsy grid or a buried cap.

I applied the same discipline I use when selecting project management software for my agency. I lean on it again when I choose a task management tool for the team.

Check the source first, then report exactly what it says.

Which Check Matters Most? Time zone handling is the factor that separates the field the fastest. A grid or list is easy to find, but clean conversion across zones is rarer.

How Do the Best Availability Poll Apps Compare?

The best availability poll apps are compared based on voting style, free-tier caps, price, and ratings. This table lines up all 11 availability poll apps side by side.

Tool	Best For	Voting Style	Free-Tier Participant Cap	Starting Price	Native Mobile App?	Rating (G2)
WhenAvailable	Free group polls, no sign-up	Option list	20 guests	$10/poll	Yes, iOS and Android	Not rated
Doodle	Recurring business scheduling	Option list	10 slots	$15/seat/mo	No	4.4/5
When2meet	Free, no-frills grid	Grid	Not disclosed	Free, no paid tier	No	Not rated
Calendly	Booking-first teams	Option list	40 participants	$12/seat/mo	Yes, iOS and Android	4.7/5
Xoyondo	Uncapped lists	Option list	No limit	$29/yr	No	Not rated
StrawPoll	Large informal groups	Option list	FAQ says none — pricing says 1,000	$8/mo	No	Not rated
Morgen	Best-time ranking	Grid with heatmap	Unlimited	$25/seat/mo	Yes, iOS and Android	4.8/5
Koalendar	Ad-free simplicity	Option List	Set by organizer	$9.99/seat/mo	No	Not rated
WhenIsGood	Fastest setup	Grid	Not disclosed	$20/yr	No	Not rated
SurveyMonkey	Scheduling in a survey	Option List	25 responses	$30/user/mo	Yes, iOS and Android	4.4/5
Jotform	Polls as intake forms	Matrix	100 submissions/mo	$39/mo	Yes, iOS and Android	4.7/5

All prices and G2 ratings were verified in July 2026. Each G2 rating reflects the product overall, not the poll feature alone.

Which Availability Poll App Should You Shortlist First? Match the availability poll app to your group. Small teams with open calendars do well with a grid like When2meet or Morgen. Big groups that vote fast fit a list like WhenAvailable or Doodle.

What Are the 11 Best Availability Poll Apps?

The 11 best availability poll apps run from no-signup group polls like WhenAvailable to survey-based tools like SurveyMonkey. This list is arranged in use-case order, not a strict ranking of the apps.

1. WhenAvailable

WhenAvailable is the availability poll app for organizers who want to spare guests the hassle of creating accounts to vote. You share one link with your group, and the free plan stays ad-free the whole way.

Key Features

• Configurable Vote Types: Votes can be configured in different styles, such as “Yes/Maybe/No,” “Yes/No,” or “Yes only”
• Custom Question Slots: You can add text or number questions, like headcount
• Hidden Guest List: You can switch off the guest list so each person sees only their votes

Pros

• Guests reply faster, since no account stands between them and the vote
• Frequent organizers spend nothing, because every basic poll stays free

Cons

• The organizer must create an account, even though guests never do
• No calendar sync exists, so everyone marks their own times by hand

Pricing

• Basic: Free for up to 20 guests
• One-Time: $10/poll for unlimited guests
• Premium: $38/year for unlimited guest groups

Best For: Distributed teams and hiring panels of 20 people or fewer.

2. Doodle

Doodle is the availability poll app for recurring business scheduling, where one group meets often. Guests vote with no account, but its free tier is tight.

Key Features

• Three-Option Voting: Each slot takes a "Yes," "No," or "if-need-be" answer
• Four Scheduling Modes: Run a group poll, booking page, 1:1, or sign-up sheet
• Calendar Sync: Paid plans connect Google, Outlook, and iCal

Pros

• Participants can vote really fast, since account creation isn’t needed
• The "if-need-be" answer shows which participant’s time is flexible when slots clash

Cons

• Free polls cap at 10 slots and show ads to your guests
• Reminders, deadlines, and "if-need-be" option are limited to paid plan users

Pricing

• Free: For up to 10 slots (with ads)
• Professional: $15/seat/month
• Team: $20/month for two seats

• Enterprise: Starts from $15,000

Best For: Business teams of five to 30 running a recurring meeting scheduling poll.

3. When2meet

When2meet is the availability poll app for a fast, free grid with no account required. It runs on ads and donations, with no paid tier at all.

Key Features

• Drag-to-Fill Grid: Paint your free hours — darker green shows more overlap
• Auto Time Zone View: Specific-date events show each guest their local time
• Real-Time Heatmap: The grid updates in real-time as participants indicate their availability

Pros

• Setup takes seconds, since nobody signs up or pays
• Remote teams don’t have to worry about time zones on specific-date events

Cons

• It doesn’t offer calendar sync, so you have to add the winning slot by hand
• Ads and a dated interface might not suit client work

Pricing

• Free: Unlimited use

Best For: Informal groups and student teams needing a quick, free grid.

Also Read:

• Collaboration Tools For Teams To Work Together Online
• Top Tools for Managing Remote Teams Effectively

4. Calendly

Calendly is the availability poll app for teams already living in Calendly. Its meeting polls sit on every plan, free included, and the winning slot books itself.

Key Features

• Real-Time Calendar Sync: Proposed times reflect your actual availability, eliminating clashes
• Automatic Time Zone Conversion: Each participant sees the slots in their own time zone
• Vote Visibility Toggle: Hide votes on the poll page if you prefer

Pros

• One flow finds the time and books it, cutting a manual step
• Proposed slots are always reliable, since the poll checks your calendar

Cons

• Free polls hard-cap at 40 people and 40 slots
• You cannot edit a poll once voting starts

Pricing

• Free: Meeting Polls included, capped at 40 people and 40 slots
• Standard: $12/seat/month
• Teams: $20/seat/month
• Enterprise: Starts from $15,000/year

Best For: Sales and recruiting teams with fewer than 40 voters per poll.

5. Xoyondo

Xoyondo is the availability poll app for big invite lists with no signup. Its free plan includes every core poll type, though ads are included.

Key Features

• No Set Participant Cap: Invite as many people as your list needs
• Anonymous Poll Type: Confidential votes hide individual choices made from the group
• Multiple Poll Types: Mix meeting polls, opinion polls, and sign-up sheets

Pros

• Company-wide lists fit, since no cap gets in your way
• Sensitive decisions stay private with the anonymous poll type

Cons

• Times do not auto-convert, so guests do not see their own time zone first
• The free tier shows ads, and billing is annual only

Pricing

• Standard: Free for all core poll types, with ads
• Premium: $29/year
• Business: $55/user/year

Best For: Large teams that work together online in one time zone.

Also Read:

• What Is The Best Project Management Tool For A Digital Agency
• Highly Recommended Marketing Agencies for the Recruitment Industry 

6. StrawPoll

StrawPoll is the availability poll app for quick, casual group voting. Voters type a name, not account details, and it stays free (with ads).

Key Features

• Anonymous or Public Votes: Organizers can choose to reveal individual votes or not
• If-Need-Be Option: Voters flag a slot as a “maybe,” not just yes or no
• Per-Option Vote Caps: You can limit how many people can choose a given slot

Pros

• Large or informal groups can vote fast from one browser screen
• The “maybe” option shows who might be willing to adjust if a slot shifts

Cons

• Its participant limit is contradictory — the FAQ says there's no cap, but a spam cap lists 1,000
• Removing ads for voters needs a paid plan, and no native app exists

Pricing

• Free: Full polling with ads shown to voters
• Basic: $8/month
• Pro: $28/month
• Business: $52/month

Best For: Informal groups of up to a few hundred people.

7. Morgen

Morgen is a strong availability poll app for teams that span time zones. Its Scheduling Poll is a free tool and requires no account, even from the organizer.

Key Features

• UTC-Based Time Zones: Times are stored in UTC and shown in each person's local zone
• Color-Coded Heatmap: Darker green marks where more people are free
• Generic Weekday Mode: Poll a repeating Monday-to-Friday slot for weekly syncs

Pros

• Groups with members around the world don’t have to stress about time zone differences
• The heatmap surfaces the best slot at a glance

Cons

• Everyone votes by name, so no anonymous option exists
• The wider Morgen app has no free plan, only a 14-day trial

Pricing

• Scheduling Poll: A free standalone tool with no account
• Team Monthly: $25/seat/month, minimum of 2 seats
• Monthly (Individual): $30/month

Best For: Distributed teams that enjoy virtual team-building activities across several zones.

Also Read:

• Signs A Bad Social Media Agency Is Costing You Leads
• Questions to Ask When Hiring a Social Media Agency 

8. Koalendar

Koalendar is the availability poll app for a plain, ad-free group vote. Nobody signs up, and there's nothing to install.

Key Features

• No-Account Voting: Organizers and guests can vote without signing up
• Single Time Zone Poll: You set one zone, and everyone votes against it
• Free Companion Tools: A separate time zone planner helps remote groups

Pros

• An easy, no-signup page keeps voting simple for everyone
• There’s nothing to install — guests just have to open a link

Cons

• The poll uses one time zone, with no per-person conversion
• It's a booking-first product, so the free poll stays lighter than the booking page

Pricing

• Free: The meeting poll, with no ads
• Pro: $9.99/seat/month
• Teams: Custom quote

Best For: Small teams of 5 to 15 people in a single time zone.

9. WhenIsGood

WhenIsGood is the availability poll app built for speed. You can have a grid live in about a minute, with no signup step.

Key Features

• Click-to-Mark Grid: Guests click every time that works on a weekly grid
• Color-Coded Overlap: Green shows shared free time, and red flags clashes
• Update Link: Guests can reopen their link to change an answer anytime

Pros

• A poll goes live quickly since no signup is needed
• Privacy-conscious groups get no ads and no trackers

Cons

• Free replies are binary — no "maybe" option
• Time zone support is poor, which means cross-region guests can misread the grid

Pricing

• Basic: Free unlimited grids with binary voting
• Premium: $20/year, adds a “maybe” tier and Excel export

Best For: Teams under ten people settling on one meeting time.

Also Read:

• The Step-by-Step Guide To Effective And Productive Meetings
• Quick, Easy, and Fun Team Building Activities for Distributed Teams

10. SurveyMonkey

SurveyMonkey is the availability poll app only if you already run online surveys. It has no availability grid, so you build the poll inside a normal survey.

Key Features

• Times as Answer Choices: Type each slot into a multiple-choice question
• Checkbox Multi-Select: People tick the slots that work for them
• Hidden Results: Answers stay hidden from respondents by default

Pros

• One vendor covers scheduling and your wider survey work
• Anonymous responses suit sensitive internal polls

Cons

• No availability grid exists, so you tally the winning slot by hand
• The free plan caps each survey at 25 responses

Pricing

• Individual Plans:
• Basic: Free for up to 10 questions per survey
• Standard Monthly: $99/month
• Advantage Annual: $46/month (billed yearly)
• Premier Annual: $139/month (billed yearly)
• Individual Plans:
• Team Advantage: $30/user/month, 3-user minimum
• Team Premier: $92/user/month, 3-user minimum
• Enterprise: Tailored quote

Best For: Insights teams whose workforce planning already leans on surveys.

Also Read:

• How to Hire the Best Employees Using Social Media
• How To Use LinkedIn Polls To Drive Engagement and Client Enquiries

11. Jotform

Jotform is the availability poll app for teams that want a poll inside a form. Each person marks a grid of slots as part of a wider form.

Key Features

• Per-Respondent Matrix: Each person marks availability against listed slots
• Appointment Field: A separate field converts times to each attendee's zone
• Payment Integrations: Collect fees through Stripe, PayPal, or Square

Pros

• One form handles scheduling, sign-ups, and payments together
• Native iOS and Android apps keep responses in reach

Cons

• Results land as table rows, with no aggregated availability view
• The matrix field ignores time zones, and free forms carry branding

Pricing

• Starter: Free for 5 forms and 100 submissions a month
• Bronze: $39/month
• Silver: $49/month
• Gold: $129/month
• Enterprise: Custom price

Best For: Operations teams running intake forms and collaborative project management.

Also Read:

• Marketing Resource Management: Enhancing Efficiency with Project Management Tools
• How To Effectively Plan Your Workforce For Maximum Business Growth

FAQ

1. What's an Availability Poll?

An availability poll is a shared page where you propose times, and everyone marks the times that work for them. The overlap picks the winning slot for the group. A booking link differs because one person can just claim an open slot.

2. What's the Best Free Availability Poll App?

Morgen is the strongest free availability poll app, with unlimited participants and no account. It also stores times in UTC to keep time zones clean. When2meet is free but shows ads, and WhenAvailable is free for up to 20 guests and is ad-free.

3. Can People Answer an Availability Poll Without an Account?

Yes, in most cases. Guests vote without an account in WhenAvailable, Doodle, Calendly, When2meet, Xoyondo, Morgen, and Koalendar. For most tools, though, organizers have to sign up first.

4. How Do Availability Poll Apps Handle Time Zones?

Support for time zones varies across availability poll apps. For example, Morgen and WhenAvailable are good for showing each poll participant their local time zone. Calendly converts automatically, and When2meet adjusts specific-date events.

5. Should I Pick a Grid- or List-Style Poll App?

Choose a grid-style app when you do not know which times work. Use a list-style app when you know your slots and want a fast group vote.

6. How Many Time Options Should an Availability Poll Include?

Five to seven time options work well for most groups. Tool caps matter too, since several apps on this list have varying slot allowances and limits.

7. Which Availability Poll App Is Best for Large Groups?

Xoyondo and Morgen suit large groups, since neither imposes a participant cap. Calendly stops free polls at 40 people, so it fits smaller teams.

8. Do Availability Poll Apps Sync With Your Calendar?

Most apps do not, so you add the winning slot by hand. Calendly is the only exception, as it checks your real availability and books the slot. Doodle and WhenAvailable sync with paid plans.

Which Availability Poll App Should You Choose?

Choose your availability poll app by how your group votes. Focusing on brand names instead can lead to objective mismatches.

Use a grid tool when you want people to drag across open time. Use a list when you already know the slots you can offer.

Both availability poll styles reach the same answer, so a fast scheduling poll app wins on response speed. Some vendors hide their caps and retention rules, so check the limits before you send.

The best availability poll app is the one your group answers on the first try. That said, if your guest list keeps growing, you can compare options.

  Back to Small Business blogs