How PickaWhen works

Choose how you want to plan. People respond through a shared link.

Find a dateLet your group vote.Book appointmentsOne person per time slot.Fill a sessionSet the number of places.

Options from scheduling rules

Enter scheduling rules yourself or describe dates, times and requirements in the optional homepage chat. You can generate appointment slots or propose whole days and continuous periods for a group. Check the preview and remove unwanted options. After you accept a homepage preview, add the event details and continue to the review screen. The chat uses an external AI provider and can misread requirements; add names and contact details later, outside the chat.

Plan with the AI scheduling assistant

Create your poll or booking page

Choose a group vote, individual appointments or sessions with several places. Add your event details and email. Choose dates, day parts or a date range for a group, or select appointment times. Select Review plan and check the summary. Use Edit details or Edit options to change your draft. When everything is correct, select Create poll or Create booking page.

Choose a date with a group

Respond to a poll

For a group vote, choose Yes, If needed or No for each option. Unanswered options count as unavailable when you submit. For appointments, choose an available place and book it. Your private response link lets you return to your answer.

Manage a group vote

Open the admin link or find the poll in My planning. Voting settings let you set a deadline, require attendees and allow suggestions. Results rank options by required people available, then available votes and if-needed votes. Confirm the final option, or add another voting round. Earlier answers stay available.

Manage appointments

Booking settings let you enable a waiting list. For sessions with several places, you can also limit bookings per person. Participants can cancel through their private link. A waiting-list message does not reserve a place; the person must complete a booking. You can export a private participant list.

Repeat a group meeting

Select the initial dates or times, then enable repetition. Choose every week or every two weeks and the number of occurrences. Preview the dates, add them and remove exceptions. Updating the repeat settings keeps dates you added yourself and remembers removed occurrences. Reset removes the generated repetitions while preserving your other choices. Each meeting is voted on and confirmed separately. For alternative dates for one event, leave repetition off.

Find your polls again

Sign-in is optional. Open My planning and use the same email address you used to create polls. The sign-in link works once for 15 minutes. Your session lasts up to seven days. Saved time-zone and notification preferences apply to new polls. You can reuse an earlier poll without copying its participants or answers.

Dates and time zones

Appointment times are shown in the selected time zone. Date-only options keep the same calendar date everywhere. A day part or range has no exact meeting time. Its calendar entry is an all-day placeholder with the day part in the description.

Create poll