How to find a date that works for everyone.
Ask for all the days people can make, compare the overlap, then make a clear decision. Here’s a simple process for dinners, trips, game nights, and other get-togethers.
Everyone’s days. One clear choice.
Give the group a simple decision to make
“When is everyone free?” leaves a lot open. A more useful starting point is: “Let’s have dinner one evening in the next two weeks. Which days could you make?” You can use the process below with Pick Our Day or with a calendar and a list.
Agree on the plan and who needs to be there
Say what you’re doing, roughly how long it will take, and whether anyone is essential. A birthday guest, host, or game master may need to be available even if another date gets more replies.
Choose a reasonable window to consider
Give the group a manageable set of possibilities in your invitation: a few weekends for a dinner, or a longer window for a trip. Agree on that window in the chat so everyone knows which dates to mark.
Ask for every possible day, not just a favorite
Someone’s second choice may be the only day everyone shares. Ask people to mark all the days they could attend. In Pick Our Day, they can also mark favorite days as Preferred.
Set a reply date and follow up
Put a clear deadline in your message, such as “Please add your days by Thursday.” Before choosing, check whether you are still waiting on anyone. A missing reply is not the same as being unavailable.
Compare people as well as totals
Look for a day everyone can attend. If several dates work, consider people’s preferences, the host’s needs, and travel time. In Pick Our Day, review the people listed on each promising date before making it final.
Choose the date and tell everyone
Confirm the day, time, and place in one message. Add the details to your plan and share the final announcement in the same group chat. Ask people to add it to their calendars; choosing a date does not automatically notify them.
What if no date works for everyone?
First, check whether everyone has replied. If they have, the next step is a conversation, not another round of guessing.
- Try another window. Ask whether a later week or a different day of the week opens up more options.
- Check the constraint. Could a shorter visit or different start time make one of the dates possible? Ask before assuming.
- Protect essential guests. The date with the biggest total may still miss the person you’re celebrating.
- Agree on a compromise. If the group is happy to go ahead, choose the best fit and include the people who missed out next time.
What about a tie?
If the same people can attend two dates, use their Preferred days, the host’s availability, or booking options to decide. State the choice clearly so the group does not keep voting after the plan is set.
Start with an invitation people can answer
Adapt this example and replace the placeholder with your plan’s invitation link:
Keep the link in a pinned chat message when your chat app allows it. In Pick Our Day, My Plans also helps you find plans you have opened on this browser. Sign in with email and save your plans to your account if you want to find them on another device.
Good to know
How many dates should I offer?
Choose a window that fits the event and gives the group real options without asking them to check months of dates. A casual dinner may need only a few possibilities; travel may need more advance planning.
What if someone has not replied?
Send them the invitation link again with a friendly reply deadline. Check whether they are essential to the plan before choosing a date. Do not treat an unanswered calendar as a definite no.
Should I pick the date with the most people?
Start there, then check who those people are. Make sure the host and anyone essential can attend. If full attendance is impossible, agree with the group on the compromise.
Can people change their days?
Yes. In Pick Our Day, open the plan and select your name to update your availability. After the first “Save my days,” later changes save automatically.
Do I need everyone to create an account?
No. Pick Our Day lets up to 15 people share their availability without accounts. Optional email sign-in is available for saving plans to your account in My Plans.
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