Use a team poll to ask the people involved in a booking whether they are available. Invited participants can answer Yes, No or Maybe and add a comment. A poll is linked to a specific booking; it is not a general calendar subscription.
Who needs a paid plan?
An agency can create polls in its bookings and invite artist team members. Those invited people can answer without a paid artist plan. If the artist group wants to create its own polls, it needs the appropriate paid artist plan and the person creating the poll needs permission to edit the booking. The artist plan applies to the group, not a separate paid subscription for each person answering.
If a poll is not available to you, ask the person managing the booking to check the group’s plan and your permissions. Joining an agency’s poll does not mean you must purchase a plan.
What do Participate and View only mean?
Participate allows the person to answer the poll.
View only allows the person to see it without answering.
A person with neither option selected cannot see or answer that poll.
How should we compare several possible dates?
Start with a Pending booking and temporarily use one of the proposed dates as its booking date.
Use a separate poll for each possible date, making the date clear in the question.
Ask the relevant fixed team members to respond and review their comments as well as their answers.
Agree the final date with the organiser once the responses are available.
Update the date of the existing booking so the information stays together.
You can instead list several dates in one poll and ask people to explain their available dates in a comment. Separate polls are usually easier to compare. For a technician who is not a permanent artist team member, confirm availability through your usual communication channel before deciding how to share the booking.
What about an option with a deadline?
Record the tentative engagement as Pending and add a task for the person responsible to follow up by the option deadline. A poll response is not an automatic confirmation of the booking. Do not rely on a tentative booking to extend or remove itself when time runs out; an automated expiry workflow would need to be specified separately.
Can someone answer through Google or Apple Calendar?
A calendar feed displays booking information; it does not send a Yes or No availability response back to Optune. Use a team poll for a particular show. For a general absence, a team member with the required editing rights can record a Blocked availability period and identify the person in its note.
What if someone cannot see or answer the poll?
Check that you are discussing the same booking and person, and whether that person was given Participate or View only. If the issue remains, send support the booking link, the affected person’s role and what they see. Keep invitation links and personal details private.