Find the perfect time for workshops, training sessions, and team events. See when everyone's available and schedule with confidence.
You're planning a design workshop for your 12-person product team.
Send poll asking "When are you available for a 2-hour workshop next week?"
Wait days for responses. 4 people haven't replied. Follow up twice
Tuesday 2-4pm has 8 votes, but your key designer has a client call
Wednesday 10-12 works for 9 people. Ask the other 3 if they can move things
One person is on PTO. Another has an investor meeting. Try Thursday
Finally pick Friday afternoon. 10 people confirm, 2 reluctantly accept
Day of: 3 people "forgot" and double-booked themselves
Time spent:
5+ hours
Plus the frustration of people forgetting or showing up resentful
Same scenario: Design workshop for 12-person team.
"Q1 Design Workshop" with 2-hour time slots next week
Share link in Slack: "Mark all times you're available for our workshop"
Heat map shows Thursday 2-4pm works for all 12 people. Schedule it instantly
Time spent:
15 minutes
Everyone chose that time. Calendar invites sent. 100% attendance
Design sprints, brainstorming sessions, retrospectives. Find times when the whole team is available.
Onboarding workshops, skill development, certification courses. Coordinate instructors and attendees.
Community meetups, alumni gatherings, industry mixers. Pick a time that maximizes attendance.
Strategy sessions, quarterly planning, board meetings. Get all stakeholders in one room.
Book clubs, study groups, office hours. Set up once, reuse every week or month.
Conferences, off-sites, hackathons. Find consecutive days when everyone can attend.
"I organize 4 professional development workshops per quarter for our 40-person team. BatchBook turned a 2-day scheduling nightmare into a 20-minute task. Attendance went from 60% to 95% because we finally pick times that actually work for people."
How Taylor scheduled a 2-day team off-site for 40 people
Created "Q2 Team Off-Site" collection asking for 2 consecutive full days in April
Posted link in company Slack with deadline: "Submit your availability by Wednesday"
38 out of 40 people submitted availability. Taylor sent personal Slack reminders to the last 2
Opened heat map. Saw that April 18-19 (Thursday-Friday) had 37 people available—the best option
Checked with the 3 people who had conflicts. One could move a client call. Two would attend Day 1 only
Finalized April 18-19. Sent calendar invites with hotel info, agenda, and pre-work assignments
38 people attended both days. 2 attended Day 1 only. Zero no-shows. Most engaged off-site in company history