Reliable scheduling and availability poll apps help film teams find a time that works for everyone. They make it easier to plan rehearsals and meetings without endless texts and calls. Leading platforms include WhenAvailable, Doodle, When2meet, Crab Fit, and Xoyondo.
I know how hard it can be to line up busy schedules. How do you find one hour that six actors are available, when three of them have day jobs? An availability poll makes it easier. Team members can mark the times that work for them. You can then collect responses and pick a time that suits the whole group.
In this guide, I’ll explain what an availability poll is. I’ll also compare the top five scheduling and availability poll apps to help you choose.
What is an Availability Poll?
An availability poll is a shared page where everyone marks the times they’re free. You and your group can then compare the answers and agree on the best option. The best scheduling and availability poll apps include this feature.
Even so, many people confuse various scheduling tools. Knowing the distinction helps you choose correctly.
- Availability Poll: Everyone marks when they are free. This works well for planning a table read or group meeting.
- Sign-Up Sheet: People choose specific tasks or time slots. These could be volunteer shifts or backstage jobs.
- Booking Link: You share your calendar so other people can book a time with you. It’s a good choice for auditions or one-on-one meetings.
Some tools sold as polls are really booking links. Before choosing a tool, check exactly what it does. Picking the right scheduling and availability poll apps makes planning much easier.
Why is Scheduling Important for Creative Teams?
Most guides explain how to build a shooting schedule. But they skip one important step. First, you need to know when everyone is actually free. That takes work, yet few people teach it. This is where scheduling and availability poll apps can save you time.
Your cast and crew are not trying to make things hard. They’re simply busy, and Bectu’s Big Survey of creative freelancers proves it. The study found that 23% of freelancers work 12-hour days or longer in 2025. About 38% work 10–11 hours, while 14% work 13–14 hours.
Image via Bectu
The film industry also depends on freelancers. In April 2026, ScreenSkills reported that 92% of employers hired freelancers during the previous 12 months.
Many people also balance more than one job. Lancaster University’s Work Foundation reports 1.35 million people in the UK now have second jobs. That’s the highest number since records began in 1992.
Your actors may work full-time while your crew may already have other film projects. So, before you lock in a schedule, you need to find the best time for everyone.
What are the 5 Best Scheduling and Availability Poll Apps?
The top scheduling and availability poll apps are WhenAvailable, Doodle, When2meet, Crab Fit, and Xoyondo. Each tool handles group scheduling a bit differently. Some even let you get started with zero budget.
The table below gives you a quick way to compare the five tools at a glance. Look at the key features, account needs, and limits to choose the right fit for your team.
| Tool | What it’s for | Free tier | Guests need an account? | Watch out for |
| WhenAvailable | Group polls, one-off events | Unlimited polls, 20 guests each | No | Reminders need a paid plan |
| Doodle | Polls, booking pages, one-to-ones | One group poll, booking page, one-to-one | No | Free plan only allows one of each |
| When2meet | Weekly availability, painted grid | Free, no tiers stated | Not stated | No clear account or pricing details |
| Crab Fit | Time-zone overlap, heat-map | Free, donation-funded | Not stated | Deletes events after 3 months of inactivity |
| Xoyondo | Date polls plus sign-up sheets | Free, no registration | No | Paid plans appear on a separate page |
Note: All free plans and paid tiers are verified as of July 2026.
1. WhenAvailable
Image via WhenAvailable
WhenAvailable is a free group-scheduling and availability-poll tool. Its free plan lets you create unlimited polls with up to 20 guests each. Guests can also vote without creating an account.
It’s among the best scheduling and availability poll apps for teams with limited production budgets. If half your cast is unpaid, every sign-up screen costs you replies.
The only drawback is that reminders sit behind paid plans. You need to pay $10/poll for its OneTime tier to get them. Alternatively, you can pay $38/year for its Premium plan and access reminders for a whole year.
2. Doodle
Image via Doodle
Doodle is one of the best-known scheduling and availability poll apps. The tool works well for creative teams that want to find a common free period. It also supports booking pages and one-to-one meetings. People can join your poll even if they don’t have an account.
Before you commit, check its free plan. It includes one group poll, one booking page, and one one-to-one meeting. Doodle also offers paid plans starting at $15 per seat/month.
3. When2meet
Image via When2meet
When2meet keeps group scheduling simple. Its main feature is a shared weekly grid. You drag across the times you are free. The app then creates a heat map showing where everyone overlaps.
It’s a great choice for rehearsals, production meetings, or other repeating schedules.
The service is free, and the homepage does not list pricing tiers. Still, it also gives very little information about accounts or future plans. That lack of detail may matter if you want long-term support.
4. Crab Fit
Image via Crab Fit
Crab Fit works especially well for teams in different time zones. You just create an event, share the link, and watch the heat map update as people respond. It is open source and runs on donations.
There is one catch, though. The homepage explains that events disappear after three months without activity. If you leave a poll untouched for too long, you’ll need to create a new one.
Even so, it ranks among the best scheduling and availability poll apps for remote groups.
5. Xoyondo
Image via Xoyondo
If you’re looking for flexible scheduling and availability poll apps, Xoyondo is worth a thought. The platform offers more than simple date polls. You can also create opinion polls, anonymous polls, message boards, and sign-up sheets.
The sign-up sheet feature works well when you need people to volunteer shifts.
Xoyondo offers a free plan and doesn’t require registration. You can run unlimited polls with unlimited participants on the free plan. Paid packages are also available, starting at €29 (roughly $33)/year.
| What are the Best Scheduling and Availability Poll Apps?
WhenAvailable and Doodle offer a strong mix of ease and useful features. When2meet and Crab Fit stand out if you want to start with no budget. Xoyondo is a good option if you want a flexible platform with many features. |
What Does “Free” Actually Mean in These Apps?
Not every free plan gives you the same value. Some scheduling and availability poll apps let you create unlimited polls. Others only allow one. For example, Doodle’s free plan includes just one group poll, and many people don’t notice that limit at first.
Finding a free availability poll is easy. However, choosing a free plan that works for a real film project is much harder.
Both When2meet and Crab Fit don’t list paid plans on their websites. WhenAvailable clearly explains its limit. You can create unlimited polls, but each poll supports up to 20 guests.
Which Apps Make Your Cast Sign Up — And Which Ones Don’t?
Some scheduling and availability poll apps make joining very easy. WhenAvailable, Xoyondo, and Doodle allow guests to join without creating an account.
On the other hand, When2meet and Crab Fit don’t clearly explain their account rules. You shouldn’t assume they work the same way.
Your cast and crew give you their time. So, every extra step makes people less likely to reply. That’s why the best scheduling and availability poll apps keep the process simple. Picking the right solution is a great pre-production hack that gets your team onboard.
A good test is easy. Share the poll link in a group chat. If everyone can open it and vote right away, you are off to a good start. If they must create an account first, you will probably get fewer responses.
Does Google Have an Availability Poll?
No. Google doesn’t offer a true availability poll. It includes a few scheduling tools, but they work differently. Google Calendar has Find a time, which only checks calendars already shared with you.
Appointment Schedules let people book time on your calendar. Neither feature works like the scheduling and availability poll apps in this guide.
Google Meet and Google Chat also include polls. However, they collect opinions during meetings instead of checking schedules. Google Forms can help, but you must review all the answers yourself.
If you compare free plans, several scheduling and availability poll apps offer more than Doodle. WhenAvailable gives you unlimited polls on its free plan, while Doodle limits you to one.
One more thing matters if you use Microsoft tools. Microsoft explains that calendars not linked to a Microsoft 365 account may show availability as “unknown.” That means cast or crew using Gmail may appear unavailable, even when they are free.
Which Scheduling and Availability Poll App Should You Choose?
The best scheduling and availability poll apps depend on what you need to do. WhenAvailable and Doodle work well for one-time events. For repetitive weekly filming schedules, When2meet is better. Xoyondo helps with sign-up sheets, while Crab Fit is great for planning across time zones.
The table below shows the right tool for every production stage:
| The Job | What it Actually Needs | Best Tool |
| Table read with six actors who have day jobs | One-off poll with no sign-up | WhenAvailable or Doodle |
| Six-week rehearsal schedule | Recurring weekly grid | When2meet |
| Crew call or location recce | No account or registration needed | Xoyondo |
| Festival meetings across three time zones | Easy time-zone comparison | Crab Fit |
| Volunteer and runner shifts | Sign-up sheet instead of a poll | Xoyondo |
| Post-production review sessions | Repeat polls with no limit | WhenAvailable |
How to Run a Poll People Actually Answer
The best scheduling and availability poll apps work better when you keep things simple. People reply faster when the poll is clear and easy to complete.
- Set One Deadline: Tell everyone exactly when the poll closes. If you leave it open, people may wait too long to respond.
- Include the Time Zone: This helps everyone choose the right time. For example, you can write Tuesday, 2:00 pm PT (5:00 pm ET).
- Send a Reminder: Follow up if needed. Then close the poll and share the final result with everyone.
- Check How Long Your Poll Stays Active: Crab Fit removes events after three months without activity. If you wait too long, your poll may disappear.
| How can you run a poll that your team will actually answer?
Keep it short, add a clear deadline, and share the time zone. Then, send a reminder, and check how long the poll stays active before you share it. |
FAQs
- What is the app that shows people’s availability?
The best group scheduling and availability poll apps show you when every person is free. Everyone marks the times they are available. Then the app highlights the best options for the group. Popular apps include WhenAvailable, Doodle, When2meet, Crab Fit, and Xoyondo.
- How to create a poll for availability?
Choose one of the scheduling and availability poll apps like WhenAvailable or When2meet. Add your dates or set up a weekly schedule. Then share the link with your group. Many of these tools let people reply without creating an account.
- Is the Doodle poll still free?
Yes. Doodle still offers a free plan. As of 25 July 2026, it includes one group poll, one booking page, and one one-to-one meeting. If you need more, you must upgrade to a paid plan.
- Does Google have an availability poll?
No. Google doesn’t offer a true availability poll. Google Calendar can check calendars you already have permission to view. Appointment Schedules let others book time with you. Neither works like scheduling and availability poll apps for group planning.
- Which scheduling and availability poll apps are better than Doodle?
It depends on your needs. WhenAvailable gives you unlimited free polls, making it a better choice for many groups. When2meet suits recurring schedules while Crab Fit handles time zones well. Xoyondo adds sign-up sheets alongside availability polls.
- Are there free scheduling and availability poll apps?
Yes. Several scheduling and availability poll apps offer free plans. WhenAvailable, When2meet, Crab Fit, and Xoyondo all provide free options. Doodle also has a free plan, but you only get one poll and booking page.
- Do people need an account to answer an availability poll?
Not always. Many scheduling and availability poll apps let people reply without signing up. WhenAvailable, Doodle, and Xoyondo all support guest responses. This makes it easier for your cast or team to answer quickly.
- Which app is best for film rehearsals?
When2meet is a great choice for repeating rehearsal schedules because it uses a weekly grid. If you only need a one-time rehearsal or table read, WhenAvailable is a better option.
Ready to Choose a Scheduling and Availability Poll App?
The best scheduling and availability poll apps make it easier to plan shoots, rehearsals, and meetings. Instead of sending messages back and forth, everyone shares their free time in one place.
Tools like WhenAvailable don’t force your team to create an account or install extra software. This keeps the process quick and simple. Others like Crab Fit work especially well for teams in different time zones.
Start by picking one or two tools that fit your needs. Test them with your team before you commit. This gives you a chance to see what works best for specific needs.
Gaurav Sharma is the founder and CEO of Attrock, a results-driven digital marketing company. Grew an agency from 5-figure to 7-figure revenue in just two years | 10X leads | 2.8X conversions | 300K organic monthly traffic. He also contributes to top publications like HuffPost, Adweek, Business 2 Community, TechCrunch, and more.
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