Offer multiple dates and collect availability

Advanced planning gives each candidate time a real date, local time, duration and stable identifier. Participants can mark each candidate Available, Maybe or Unavailable and save an RSVP separately. This is more precise than asking people to choose between labels such as Friday and Saturday without a date or timezone. It still requires the organizer to check venues, access needs and external commitments.

Configure the candidate times

Create a Plan action, then open Set up dates, RSVP & recurrence on its action page. Choose a named IANA timezone such as America/New_York. Add each realistic time, a useful label and its duration in minutes. The current resource plan limits the number of candidates. A free plan can offer a small set without enabling a repeated series. Use full local dates and check the named zone near clock changes. An explicit UTC offset is optional for an ordinary time but is required when a local time occurs twice during a daylight-saving transition. A nonexistent local time is rejected. Do not guess an offset to make an invalid time pass.

Save the response meaning

Explain the difference between availability and RSVP. Someone can be available for several candidate times without committing to attend every one. The organizer can select a preferred or confirmed time and mark the plan confirmed after checking the real arrangements. If several proposals remain, the calendar export can include several tentative events. A recurrence with multiple alternatives requires a selected slot so the repeated series has a defined base time. Availability slots cannot be replaced after saved responses exist, because that would change what earlier answers mean. Duplicate the plan for a materially different set of dates.

Review the group results

Each participant uses the availability controls and saves an RSVP. Group totals show the saved status of each candidate. Aggregate counts include all responses, while the visible people list is bounded for page performance. A display list limit does not mean later responses are excluded from capacity or totals. Use the result to identify a workable proposal, then check the actual host, venue and access arrangements. A popular option is not a booking. Communicate the final time and cancellation route clearly, including any people who did not respond. Silence should not be counted as agreement.

Troubleshoot configuration conflicts

If the plan already has ordinary choice votes, create a duplicate before enabling a different response format. If dated responses already exist, changing slot identities, starts or durations is rejected. These protections preserve participants’ original meaning rather than discarding their answers silently. Check your editor role and the workspace owner’s plan if a control is unavailable. A collaborator’s personal subscription does not expand another owner’s planning quota. Include the exact error and action URL in a support request without disclosing private attendance details.

Continue with related help

• RSVP capacity, guests and the waitlist
• Recurring events and daylight-saving changes
• Download and update a calendar file

Search the help center · Current plans and limits · Contact support

Still need a hand?

The site assistant can find related guides. For an account-specific issue, use the support form and include the page URL and exact error, without passwords or payment details.

Contact support ↗