How to Use tokipick
A step-by-step walkthrough of how to coordinate schedules with tokipick.
Step 1: Create an Event
Start scheduling from the "Create New Event" form on the homepage. Enter the following information:
Event Title
Enter a title that clearly describes the purpose of the scheduling. For example: "Weekly Team Meeting," "Project Kickoff," or "Online Social Gathering." Choose a title that participants will immediately understand.
Organizer Name
Enter your name. This will be displayed to participants so they know who created the scheduling poll.
Date Range
Select the start and end dates for the scheduling period. You can specify a range of up to about two weeks. We recommend narrowing the range to reduce the response burden on participants.
Time Range
Set the time window for each day. For example, "9:00 AM–6:00 PM" for business meetings, or "7:00 PM–10:00 PM" for casual gatherings.
Slot Duration
Choose between 30 minutes or 60 minutes. Select based on the expected duration of your meeting.
Timezone
Select your timezone. It's usually auto-detected from your browser, but you can change it if needed. Candidate times are generated based on this timezone.
Step 2: Select Candidate Times
After entering the basic information, click "Next" to proceed to the time slot selection screen. A calendar-style grid appears, with each cell representing one time slot.
Click or drag cells to select the candidate times you want to present to participants. Only the selected time slots will be shown to participants, so removing times that are obviously inconvenient will make it easier for participants to respond.
Google Calendar Integration (Optional)
Sign in with your Google account to see your existing events overlaid on the candidate time grid. This helps you avoid selecting times that conflict with your schedule. Only free/busy information is accessed — event details are never retrieved.
Step 3: Share the URL
After creating the event, two URLs are generated: a sharing URL and a management URL.
Sharing URL
This is the URL to send to participants. Share it via email, Slack, LINE, or any other messaging tool. Anyone with this URL can submit a response.
Management URL
This is the organizer-only URL for checking responses, finalizing the date, and deleting the event. Do not share this URL with others.
Sharing Tips
- Including a deadline like "Please respond by [date]" alongside the URL improves response rates
- For international participants, adding a note like "Times are automatically displayed in your local timezone" is helpful
- For larger groups, sending a reminder message can be effective
Step 4: Review Responses
When participants open the URL, candidate times are displayed in their local timezone. They select the time slots when they're available and submit their response.
On the management page, you can view all responses in real time. It's easy to see how many people are available for each candidate time at a glance.
Color Guide
- All OK — Everyone is available for this time slot
- Majority — More than half are available
- Few — Only a few people are available
Step 5: Finalize the Date
Once you have enough responses, finalize the date from the management page. Recommended candidates (time slots where everyone or the most people are available) are highlighted, so you can use them as a reference when clicking the "Confirm" button.
Once a date is finalized, it's displayed on the event page. Participants can check the confirmed date and time by reopening the URL.
Automatic Google Meet Link Generation
Enable the "Also create a Google Meet link" option when finalizing to automatically create a Google Calendar event with a Google Meet URL. This completes the entire flow from scheduling to setting up an online meeting in one step.
Tips for Scheduling Across Time Zones
Here are some helpful tips for coordinating schedules with international team members.
Be Aware of Overlapping Hours
For example, Tokyo (UTC+9) and New York (UTC-5) have a 14-hour time difference. Working hours overlap around 9:00 PM–1:00 AM Tokyo time (8:00 AM–12:00 PM New York time). With tokipick, each participant sees times in their local timezone, making it intuitive to find these overlapping windows.
Watch Out for Daylight Saving Time
Many regions in the US and Europe observe Daylight Saving Time (DST). Between March and November, clocks shift by one hour, which can disrupt previously scheduled regular meetings. tokipick's automatic timezone conversion handles DST correctly, ensuring candidate times are always displayed accurately.
Narrow Down the Candidates
When participants are spread across very different time zones, the feasible meeting window is limited. By pre-selecting only the time slots that fall within overlapping hours, you reduce the burden on participants and make it easier to reach a decision quickly.
Encourage Early Responses
Coordinating across time zones often takes longer to collect all responses. Share the event URL as soon as possible and clearly communicate a response deadline to keep the scheduling process moving smoothly.