Schedule Board Meetings Without the Executive Assistant Burnout
Coordinate busy board members in minutes, not weeks
WhenToMeet simplifies board meeting scheduling by showing when executives and directors are actually available. Stop the endless email chains and find meeting times that work for your board with generous free-tier limits.
The Challenge
- ✕Coordinating extremely busy schedules across multiple board members and executives
- ✕Weeks of back-and-forth trying to find a single time that works for everyone
- ✕Board members in different time zones making scheduling even more complex
- ✕Last-minute cancellations requiring rapid rescheduling with everyone's calendars
- ✕Last-minute conflicts requiring rapid coordination with busy executives
How WhenToMeet Helps
Executive-Grade Scheduling
See actual board member availability from connected calendars. No more guessing or relying on outdated information about who's free when.
Save Days of Coordination Time
What used to take 2-3 weeks of email coordination now takes 24-48 hours. Get board meetings scheduled while the quarter is still young.
Global Board Support
Board members across continents? WhenToMeet automatically converts all times to each member's local zone, eliminating confusion.
Handle Complex Governance
Coordinate board meetings, committee meetings, and special sessions all in one tool. Add unlimited participants with no extra per-user fees, completely free.
Instant Calendar Sync
Once finalized, board meetings automatically appear in all participants' calendars with meeting materials and dial-in details.
Key Features
Executive Calendar Integration
Connect board member calendars to see real availability and avoid conflicts with their existing commitments and travel schedules.
Simple Participation
Board members vote on availability without creating accounts—just click the secure poll link and select available times.
Confidential Poll Links
Generate secure, unique links for each board meeting poll. Share privately with board members via email or board portals.
Executive Notifications
Get notified when board members vote and when it's time to finalize the meeting, with options to send reminders to non-responders.
Buffer Time Management
Automatically add buffer time before and after board meetings to accommodate executive preparation and post-meeting discussions.
Get Started in 3 Steps
Create board meeting poll
Propose potential board meeting dates based on typical quarterly schedules. WhenToMeet checks connected calendars and suggests times that avoid known conflicts.
Board members vote
Share the secure poll link with all board members and key executives. They can see their calendar overlay and vote on available times in under a minute.
Finalize and distribute materials
Review responses to find times that work for required quorum. Finalize the board meeting with one click, and the event syncs to everyone's calendar automatically.
Best Practices for Board Meeting Scheduling
- ✓Start polling for board meetings 6-8 weeks in advance to accommodate executive travel schedules
- ✓Propose 4-6 date options to maximize the chance of finding a time that meets quorum requirements
- ✓Set a clear response deadline (e.g., 7 days) to maintain momentum in the scheduling process
- ✓Enable calendar overlay so board members can see their existing commitments while voting
- ✓For quarterly meetings, consider polling for all dates at the start of the year when possible
- ✓Consider time zones carefully—aim for times that are during business hours for all board members
- ✓Use buffer time settings to allow for executive arrival, pre-meeting prep, and post-meeting discussions
Frequently Asked Questions
Do board members need to create accounts to participate?+−
No, board members can vote on their availability by simply clicking the poll link—no account or signup required. Only the meeting coordinator needs a free WhenToMeet account.
How do I ensure we meet quorum requirements?+−
You can see exactly which board members voted for each time slot. This lets you identify times that work for the required number of members before finalizing.
Can I schedule multiple board meetings at once?+−
Yes! Create separate polls for regular board meetings, committee meetings, and special sessions.
How secure is the polling process?+−
Poll links are unique and unguessable. You control who receives the link, and calendar details remain private. WhenToMeet meets enterprise security standards.
What if a board member has a last-minute conflict?+−
Simply create a new poll with alternative dates. The quick voting process means you can reschedule within 24-48 hours instead of weeks.
Can I see board member availability without revealing calendar details?+−
Yes, WhenToMeet shows when members are busy or free without revealing specific event details. Calendar privacy is maintained while still enabling coordination.
How does this handle different time zones for global boards?+−
WhenToMeet automatically detects each board member's time zone and displays all proposed times in their local hours, eliminating the confusion of manual timezone conversion.
Is there a limit to how many board meetings I can schedule?+−
Group scheduling is completely free with unlimited polls, participants, and time slots. You can coordinate board meetings, committee meetings, and special sessions at no cost, with no limits on scale.