How to Find a Club Meeting Time Across Busy Schedules

With a club, you will not find a time that works for every member. The goal is a time that works for the people who have to be there and for as many members as possible.

1. Lock in the e-board first

The officers running the meeting have to be there. Have them mark their availability first, then create the member event using only the dates and time range that work for the e-board. This keeps the member poll short.

2. Create one event for members

Create a FreeAvail event covering the date range of an upcoming normal week and a realistic time range, like evenings after classes. Nobody needs an account to respond.

Create a free event

3. Share the link everywhere members are

Post the link in your group chat, Discord, or Instagram. You can open and fill it in right from Instagram's in-app browser, no app switching. At a general meeting or tabling event, show the QR code from the share sheet on a slide or a flyer so people can scan it.

4. Decide with a clear rule

Tell members up front how you will decide, for example "we'll pick the time the most people can make." The group view shows the overlap, and FreeAvail points out the top window plus alternates, so the choice is easy to explain.

5. Announce it and keep it

Post the time, room, and how often you meet in one message. Changing the time every few weeks costs more attendance than it saves, so re-poll at the start of each term when schedules change.

Scheduling a smaller group? See how to schedule a group project meeting or how to run a weekly study group.

New to FreeAvail? See how it compares on our free When2meet alternative page, or create a free event now.