Schedule All-Hands Meetings That Actually Get Full Attendance
Find times when your entire company can attend
WhenToMeet helps leadership teams and HR coordinate all-hands meetings across departments, locations, and time zones. Maximize attendance and engagement by choosing times that work for everyone with generous free-tier limits.
The Challenge
- ✕Low attendance because the chosen time doesn't work for all departments or shifts
- ✕Coordinating across multiple offices and time zones makes scheduling complex
- ✕Announcing all-hands meetings without checking availability leads to conflicts and no-shows
- ✕Difficulty finding times that work for both individual contributors and executives
- ✕Managing regular all-hands cadences (monthly, quarterly) with consistent attendance
How WhenToMeet Helps
Maximize Company-Wide Attendance
Poll employees across all departments and levels to find times when the most people can attend. Higher attendance means better company alignment.
Cross-Time Zone Coordination
Employees in different continents? WhenToMeet automatically converts all times to each employee's local zone for clear communication.
Respect Employee Schedules
See aggregated availability to avoid scheduling all-hands during common meeting blocks or team-specific busy periods.
Accommodate All Shifts
Find times that work for employees across different work schedules, from 9-to-5 office workers to shift workers and remote teams.
Instant Calendar Sync
Once finalized, all-hands meetings automatically appear in every employee's calendar—no manual invites for hundreds of people.
Key Features
Calendar Integration
Connect employee calendars to see real availability patterns and avoid scheduling during common meeting times or departmental events.
No Account Required
Employees can vote on all-hands meeting times without creating accounts—just share the poll link company-wide.
Company-Wide Distribution
Generate poll links and share via email, Slack, Teams, company intranet, or any internal communication channel.
Participation Tracking
Get notified as votes come in and see participation rates across departments to ensure you have representative input.
Buffer Time Protection
Add buffer time before all-hands so employees can wrap up work, and after so they have time to discuss takeaways with their teams.
Get Started in 3 Steps
Create all-hands poll
Propose 4-6 potential meeting times across different days of the week and times of day. Consider time zones and typical work schedules for your distributed workforce.
Employees vote company-wide
Share the poll with everyone in the company via email, Slack, or internal communication channels. Employees vote on their availability in seconds—no signup required.
Finalize and announce
Review voting results to see which time works for the most employees. Finalize the all-hands meeting, and the event automatically syncs to everyone's calendar.
Best Practices for All-Hands Meeting Scheduling
- ✓Poll for all-hands meeting times 3-4 weeks in advance to maximize participation and give employees notice
- ✓Propose times across different days of the week (avoid Mondays for morning meetings, Fridays for late afternoon)
- ✓For global companies, consider rotating meeting times quarterly to share the inconvenience of off-hours meetings
- ✓Set a response deadline to create urgency, but allow at least 5-7 days for company-wide polling
- ✓Enable calendar overlay so employees can see their existing commitments while voting
- ✓Consider shift workers and remote employees in different time zones when proposing options
- ✓For regular all-hands, consider establishing consistent timing (e.g., first Thursday of each month) to build habits
Frequently Asked Questions
How do I ensure good participation across all departments?+−
Share the poll through multiple channels (email, Slack, Teams) and set a clear deadline. With Pro, you can track participation rates by department to ensure representative input.
What if I can't find a time that works for everyone globally?+−
For truly global companies, consider rotating meeting times quarterly or running two separate all-hands sessions for different regions. WhenToMeet can help you optimize times for each region.
Can I see which departments or teams prefer which times?+−
Yes, you can see individual responses and identify patterns in availability across different employee groups.
Do all employees need to create accounts to vote?+−
No, employees can vote on all-hands meeting times by simply clicking the poll link—no account or signup required. This maximizes participation.
How do I handle shift workers who work non-traditional hours?+−
Propose time slots that span early morning, mid-day, and late afternoon to accommodate different shift schedules. You may also consider recording the all-hands for those who genuinely cannot attend live.
Is there a limit to how many employees can participate?+−
Group scheduling is completely free with unlimited polls, participants, and time slots. Whether your company has 50 employees or 5,000, WhenToMeet handles company-wide polling at no cost.
Can I sync the finalized all-hands meeting to everyone's calendar at once?+−
Yes, once you finalize the meeting, it automatically syncs to all participants' connected calendars. No need to send manual calendar invites to hundreds or thousands of employees.