Finding the best time for a community event is a “tick every option that works for you” problem across two axes: which days and which time slots. This template makes that a thirty-second tap-through and hands you an availability heatmap, instead of a message thread that loses replies and never converges.
Run it before any recurring or one-off event where the time is not fixed: the weekly game night, a raid, a community call, a tournament slot, a watch party.
The overlap is the answer
Members select every day that could work, then every time slot, then their timezone. You tally where availability overlaps and pick the slot that gets the most people in the room. An optional note field catches the constraints a grid cannot.
The example is a weekly community game night. Swap the event and the axes and it fits any group coordinating a shared time.
Variants
- Specific dates: swap the weekday list for concrete calendar dates when you are choosing between real options.
- Session format: add a question for duration or format (voice, stream, in-game) to plan more than the time.
- Cadence check: ask how often people would attend to size a weekly versus monthly event.
- RSVP follow-up: once the slot is set, follow with a simple yes/no RSVP.