Date Poller Module - User Manual

Introduction

The Date Poller module helps bands find the best dates for events by allowing members to indicate their availability. You can create polls with multiple date options, members respond with their availability, and the system shows which dates work best for everyone.

Getting Started

Accessing Date Poller

  1. Select a band from the band selector
  2. Click "Date Poller" in the main menu (under "Tools")
  3. You'll see a list of all date polls for the selected band

Permissions

The Date Poller module requires no special permissions. All band members can create polls and respond to them.

Creating a Date Poll

Adding a New Poll

  1. Click the "Create Poll" or "New Poll" button
  2. Fill in the poll details:
    • Title (required) - Name of the poll (e.g., "Rehearsal Dates", "Gig Options")
    • Description (optional) - Additional information about the poll
    • Dates (required) - Add one or more date options
    • Time Slots (optional) - Add specific time options for each date
  3. Click "Create Poll" or "Save"

Adding Dates

  1. In the poll creation form, click "Add Date"
  2. Select a date from the date picker
  3. Optionally add time slots for that date
  4. Repeat for all date options
  5. Dates are added to the poll

Adding Time Slots

For each date, you can add specific time options:

  1. Click "Add Time Slot" next to a date
  2. Enter start time and end time (optional)
  3. Time slots help narrow down availability

Responding to a Poll

Viewing a Poll

  1. Go to the Date Poller list
  2. Click on a poll to view it
  3. You'll see:
    • Poll title and description
    • All date options
    • Your current responses
    • Summary of all responses

Indicating Availability

  1. For each date option, select your availability:
    • Available - You can make it
    • Not Available - You cannot make it
    • Maybe - You're unsure (if available)
  2. Click "Save Response" or responses save automatically

Bulk Response

Some polls support bulk responses:

  1. Click "Bulk Response" or similar
  2. Select availability for multiple dates at once
  3. Useful for quickly responding to many options

Viewing Poll Results

Results Summary

The poll view shows:

  • Date Options - All dates in the poll
  • Response Count - How many members responded
  • Availability - Who's available for each date
  • Best Dates - Dates with most availability (highlighted)

Winning Dates

The system automatically identifies "winning dates":

  • Dates with the most "Available" responses
  • Highlighted for easy identification
  • Useful for quickly seeing which dates work best

Using Poll Results

Creating Events from Polls

Once you've identified the best dates:

  1. View the poll results
  2. Select winning dates or preferred dates
  3. Click "Create Rehearsals" or "Create Gigs"
  4. The system will:
    • Create events for selected dates
    • Use poll information (title, description)
    • Link back to the poll

Bulk Create

You can create multiple events at once:

  1. Select multiple dates from poll results
  2. Choose event type (rehearsals or gigs)
  3. Click "Bulk Create"
  4. All events are created automatically

Managing Polls

Editing a Poll

  1. Go to the poll view page
  2. Click "Edit"
  3. Modify:
    • Title and description
    • Add or remove dates
    • Add or remove time slots
  4. Click "Save Changes"

Note: Editing a poll may reset some responses if dates are changed.

Deleting a Poll

  1. Go to the poll view page
  2. Click "Delete"
  3. Confirm deletion

Warning: Deleting a poll removes all responses. This cannot be undone.

Date Chooser Feature

Quick Date Selection

The Date Chooser provides a quick way to find available dates:

  1. Go to "Date Chooser" in the Date Poller menu
  2. Select a date range
  3. View member availability for that range
  4. See suggested dates based on availability
  5. Create events directly from suggestions

Multi-Band Date Chooser

If you're in multiple bands:

  1. Use "Multi-Band Date Chooser"
  2. Select which bands to check
  3. View combined availability
  4. Find dates that work for all selected bands

Poll Limits and Restrictions

Package Limits

Your package may have limits on:

  • Maximum Polls - Total number of polls per band

Checking Your Limits

  1. Go to My Account
  2. Navigate to Package Information
  3. View your current limits and usage

Reaching Limits

If you reach a limit:

  • You'll see a message when trying to create more
  • Delete old polls to free up space
  • Contact your administrator to upgrade your package

Tips and Best Practices

Creating Effective Polls

  1. Be specific - Clear title and description help members understand
  2. Reasonable options - Don't include too many dates (5-10 is ideal)
  3. Time slots - Add time options if timing matters
  4. Deadline - Set a response deadline if needed (via description)

Getting Responses

  1. Notify members - Let members know a poll is created
  2. Follow up - Remind members to respond
  3. Make it easy - Keep polls simple and clear
  4. Quick response - Respond promptly to encourage others

Using Results

  1. Review all responses - Check who's available
  2. Consider preferences - Some dates may be better even with fewer responses
  3. Create events quickly - Use bulk create to save time
  4. Close polls - Mark polls as closed once dates are chosen

Troubleshooting

Can't Create a Poll

"Maximum number of polls reached"

  • Check your package limits
  • Delete old polls
  • Contact administrator to upgrade

Members Not Responding

"No responses to poll"

  • Notify members about the poll
  • Send reminders
  • Make sure members have access to Date Poller
  • Check that poll is visible to all members

Dates Not Showing

"Dates not appearing correctly"

  • Check date format
  • Verify dates are in the future (if required)
  • Try refreshing the page

Frequently Asked Questions

Q: Can I change my response after submitting?
A: Yes! You can update your availability at any time by viewing the poll again.

Q: Can I see who responded and how?
A: Yes! The poll results show all responses and who made them (if you have permission).

Q: What happens if I delete a date from a poll?
A: Responses for that date are removed. Members may need to respond again if you add it back.

Q: Can I create events directly from poll results?
A: Yes! Use the "Create Rehearsals" or "Create Gigs" buttons to create events from winning dates.

Q: How many dates should I include in a poll?
A: 5-10 dates is usually ideal. Too many options can be overwhelming, too few may not find a good date.

Q: Can I use Date Poller for past dates?
A: Date Poller is typically used for future events. Past dates may not be useful for availability polling.

Q: What's the difference between a poll and the date chooser?
A: A poll is a structured question with specific date options. The date chooser lets you browse a date range and see general availability.

Last updated: January 2025

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