How do I schedule a mastermind meeting with ten people?

Create a free poll over the candidate dates, share the single link with the circle, and let each person mark available, maybe or unavailable. The best-attended date is ranked first, so you choose from the result rather than from the loudest reply.

Can I use it for a recurring meeting?

Yes. Poll a full quarter of candidate dates in one go and set the recurring slot from the overlap, then re-poll only when a session needs to move.

Can people answer across time zones?

Yes. Dates are handled as plain calendar days, and time slots are labelled by you, so a group spanning several time zones answers exactly the options you wrote.

How do we handle a member who keeps not responding?

The organizer view shows exactly who has answered, so you can send a short direct reminder to just the missing member instead of resending the poll to the whole circle.

Do participants need an account?

No. Participants can open the shared link and mark their availability without creating an account. They enter a name, tap the days that work, and submit.

Is EveryoneAvailable free?

Yes. EveryoneAvailable is currently free to use. There are no paid plans, no upgrade prompts, and no ads.

Mastermind groups

Mastermind and peer-advisory group scheduling

Mastermind circles run on attendance. Miss two members and the session loses the thing it exists for. Collecting availability properly — once, in one place — is the cheapest way to protect the room.

Find a Date See how it works

Create a free availability poll and share it with your group.

Why the group chat keeps failing you

In a chat, answers arrive out of order, against different messages, and change silently. Nobody can see the whole picture, least of all the person trying to count it.

A poll gives every answer the same shape and keeps it in one grid, so counting stops being a task.

Running the session cadence

Poll a quarter of candidate dates at once and set the cadence from the overlap. Then use a fresh poll only when something has to move.

Time slots let a virtual circle spanning time zones answer 8am and 5pm options separately.
Maybe answers surface members you can win back with a small shift in the date.
Export the responses if you keep session records for the group.

Hybrid and virtual circles

For virtual groups the day is often less contested than the hour. Fix the day, add the two or three candidate windows as time slots, and let the grid pick the one that costs the fewest members.

Annual retreat versus the regular cadence

Treat an annual in-person gathering as a separate poll from the regular monthly or quarterly sessions. The regular cadence can be set a quarter ahead with a one-week response window, since it is a rhythm the group already protects. A retreat needs a longer lead time — six months is typical — because members have to clear it against vacations, other commitments and travel booking windows that a short poll will not capture accurately.

Quorum and who is really needed in the room

Some masterminds run on a strict minimum-attendance rule; others are more informal but still lose value if the group's most relevant voices for that session are missing. Either way, check the top-ranked date against who specifically needs to be there, not just the raw headcount — a date with ten out of twelve but missing the two members most relevant to that session's topic may be worse than the next-ranked date.

Maybe answers are worth a direct follow-up before locking a date, since a small shift can often convert them to a firm yes.

Chasing replies and confirming the date

The organizer view shows responses as they arrive, making it easy to see who is still missing and follow up with only that person rather than the whole circle. Once a date clears the bar the group cares about, close the poll, export the CSV if the group keeps records, and share the results link so the confirmed date is visible to everyone in one place.

Worked example

Example: a virtual mastermind fixing its session hour

An eight-member virtual mastermind spanning three time zones needs to settle a recurring monthly slot after growing from six to eight members.

1The organizer fixes the day — the first Thursday of the month — and creates a poll with three time-slot options: 8am, 12pm and 5pm in the group's reference time zone.
2The link is sent to all eight members with a five-day deadline stated in the message.
3Six members respond within two days; the organizer follows up directly with the two who have not.
4The results show 12pm clearing seven of eight members, against five of eight for the other two options.
5The organizer locks 12pm as the new recurring slot and shares the results link with the group.

The group settles on a single recurring time with seven of eight members confirmed, replacing a rotating time that had been agreed informally and inconsistently followed.

Frequently asked questions

How do I schedule a mastermind meeting with ten people?: Create a free poll over the candidate dates, share the single link with the circle, and let each person mark available, maybe or unavailable. The best-attended date is ranked first, so you choose from the result rather than from the loudest reply.
Can I use it for a recurring meeting?: Yes. Poll a full quarter of candidate dates in one go and set the recurring slot from the overlap, then re-poll only when a session needs to move.
Can people answer across time zones?: Yes. Dates are handled as plain calendar days, and time slots are labelled by you, so a group spanning several time zones answers exactly the options you wrote.
How do we handle a member who keeps not responding?: The organizer view shows exactly who has answered, so you can send a short direct reminder to just the missing member instead of resending the poll to the whole circle.
Do participants need an account?: No. Participants can open the shared link and mark their availability without creating an account. They enter a name, tap the days that work, and submit.
Is EveryoneAvailable free?: Yes. EveryoneAvailable is currently free to use. There are no paid plans, no upgrade prompts, and no ads.

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