Board meeting scheduling without reply-all

Collect availability from directors and assistants

Send one link to the board and their offices. Each director — or the person who holds the calendar — marks the candidate dates and the ranked result shows which day protects quorum best.

Nobody creates an account or connects a corporate calendar, so there is nothing for anyone's IT team to approve.

• Available, maybe and unavailable per date, so conditional answers stay visible.
• Response deadline so the schedule can be set on a known day.
• CSV export for the company secretary's records.

Committees and annual calendars

Audit, remuneration and nomination committees usually need dates around the board's, not independent of it. Poll the board first, then poll each committee against the confirmed board dates.

For the annual calendar, one poll across a quarter of candidate days lets you set several meetings at once instead of negotiating each in sequence.

Privacy and discretion

The poll shows names and availability only — no email addresses are exposed to other participants, and the organizer link that controls the poll is separate from the link directors receive.

Poll pages are excluded from search engines, so a meeting date is not something anyone can stumble on.

Quorum as the deciding factor, not the headcount

The right date is whichever one keeps the board above its quorum requirement and, ideally, includes the specific directors needed for the items on that meeting's agenda — not simply the date with the most total marks. Read the grid with the agenda in mind: a date with nine of eleven directors but missing the audit committee chair may be worse than a date with eight of eleven where everyone required is present.

A maybe from a director close to the quorum line is worth a direct follow-up before the date is locked, since a small shift in timing can often resolve it.

Travel, time zones and EA involvement

Directors of larger companies often travel internationally on fixed schedules set well in advance; sending the poll to their executive assistant alongside the director themselves is standard practice and materially improves response speed and accuracy. Dates are shown as plain calendar days, so international directors do not need to convert time zones to answer a whole-day question.

Chasing non-responders and locking the meeting

The organizer view shows every response as it lands, so the company secretary or chair's office can follow up individually with only the directors who have not yet answered, well before the deadline rather than after it passes. Once the date is confirmed against quorum, close the poll, export the CSV for the minute book, and issue the formal meeting notice from that confirmed date — the poll is a scheduling step, not a substitute for the notice itself.