πŸ“š MeetTimeSync User Guide

Use AI time sync for meeting times and AI seating for event tables. This page covers creating, joining, and confirming both.

πŸ“‹ Service overview

What is MeetTimeSync?

MeetTimeSync is a web service that makes it easy to coordinate times for group meetings.

For weddings and events, AI seating can propose seats. Guests can join with a name only, and the host confirms the result.

The steps are further down this page.

Key features

πŸ“…

Create a meeting

Set the meeting name, period, and expected number of people

πŸ”—

Share an invite link

Invite easily with a link or QR code

⏰

Select available times

Select time slots easily by dragging

πŸ€–

AI time recommendations

OpenAI-based optimal time analysis

⭐

Preferred time rankings

Set your 1st–3rd preferred times

βœ…

Time confirmation notification

Get the confirmed time by email

πŸͺ‘

AI seating

Read the room and propose seats from guest names

How it works

Create a meeting
↓
Share invite link
↓
Select times
↓
Complete voting
↓
AI recommendation
↓
Confirm time

πŸš€ Getting started

Accessing the service

Visit https://meettimesync.com in your web browser

πŸ’‘ Supported browsers: Chrome, Safari, Edge, Firefox (latest version recommended)

How to log in

πŸ”΅

Log in with a Google account (recommended)

  1. Click the "Start with Google" button
  2. Select a Google account and log in
  3. Automatically move to the main screen
πŸ‘€

Join anonymously (participants only)

  1. Click the "Start anonymously" button
  2. Enter a display name (e.g., "John Doe")
  3. Click the "Get started" button

⚠️ Note: Anonymous login is for joining only. Creating a meeting or a seating plan requires signing in with Google. An anonymous account may also be lost if you clear your browser data.

πŸ‘‘ Host guide

AI time sync

  1. After signing in with Google, click the "AI time sync" button
  2. Enter the meeting details
  3. Click the "Create meeting" button
ItemDescriptionExample
Meeting nameThe title of the meeting"February team dinner"
Expected attendeesExpected number of participants5 people
Meeting durationHow long the meeting will take2 hours
Survey periodDate range to survey for times1/20 – 1/31
Voting deadlineDeadline for selecting times1/25

Sharing the invite link

πŸ“‹ Copy link

Click the copy button β†’ paste into a messenger, email, etc.

πŸ“± QR code

Save the QR code image or share your screen

Time slot color guide

Everyone available
Some available
No one selected

πŸ‘₯ Participant guide

Joining a meeting

  1. Click the invite link shared by the host
  2. Log in (Google or anonymous)
  3. Automatically move to the meeting detail page

Selecting available times

πŸ–±οΈ On PC (mouse)

  • β€’ Click or drag the time slots you're available
  • β€’ Selected times are shown in green
  • β€’ Click again to deselect

πŸ“± On mobile (touch)

  • β€’ Tap the time slots you're available
  • β€’ Drag to select multiple times
  • β€’ Tap again to deselect

⚠️ Important: the Complete voting button

After selecting all your available times, be sure to press the "Complete voting" button! If you don't press the button, your selected times won't be counted.

πŸ€– AI recommendation feature

Once all participants have completed voting, AI analyzes the optimal time.

AI recommendation conditions

  • βœ“ All expected participants have completed voting
  • βœ“ Or the voting deadline has passed

Viewing AI recommendations

  1. When the conditions are met, the "πŸ€– View AI recommendations" button is enabled
  2. Click the button β†’ AI analysis begins
  3. Up to 3 recommended times are shown

Recommendation result details

Rank1st, 2nd, 3rd
Date/timeRecommended time slot
Available attendeesNumber of people available at that time
Recommendation reasonThe rationale analyzed by AI

βœ… Confirming the meeting time

Confirming the time (host only)

  1. Select your preferred time from the AI recommendations or the calendar
  2. Click the "Confirm this time" button
  3. Click "Confirm" in the confirmation popup

After confirming

  • βœ… An email notification is sent to all participants
  • βœ… The confirmed time is displayed on the meeting page

Adding to your calendar

πŸ”΅ Google Calendar

Click the "Google" button β†’ move to Google Calendar

πŸ“₯ ICS download

Import into Outlook, Apple Calendar, and more

πŸ“… Requesting an extension

If the voting period is too short or scheduling is difficult, participants can request a period extension from the host.

Requesting an extension (participant)

  1. Find the "Request survey period extension" section
  2. Click the "Request extension" button
  3. Select your desired end date
  4. Enter a reason for the request (optional)
  5. Click the "Submit request" button

Handling the request (host)

  1. Receive the extension request notification by email
  2. Go to the meeting detail page
  3. Check the "Period extension request list"
  4. Click "Approve" or "Decline"

πŸͺ‘ AI seating for hosts

Use this when you need to seat people at tables, such as a wedding, reception, or dinner. A name is required. Other fields are collected only if the host turns them on. AI proposals can be wrong, and the host confirms the result.

Create a seating plan

  1. Sign in with Google. Creating a seating plan requires a Google account.
  2. On the home page, + AI seating opens the create screen. AI seating in the menu opens the list of plans you created.
  3. Enter a name and press Create seating.

Prepare the tables

Venue photo

Choose a photo and run Detect tables with AI. Check the detected seat counts, then apply them. The photo is used only to read the tables and is not stored.

Add them yourself

Add table lets you set the shape and the number of seats.

Choose what to collect

  1. In Select Information to Collect, turn on the fields guests should fill in. Select all turns every field on at once.
  2. Name is always required. Age is collected only as a 5-year band, from 1–5 through 96–100, not as an exact age.
  3. Guests can submit with a name only. They may leave a turned-on field empty or choose Skip.

Collect guests

  1. In Invite Participants, copy the link or show the QR code.
  2. In Roster Management, add people yourself or import and export a CSV. A name column is required.
  3. Remove on the participant list takes that person out. Their submitted info and assigned seat are deleted together.

Ask AI for a seating proposal

  1. To seat someone first, use Fixed Seats. A fixed person keeps that seat when you run placement again.
  2. Write a placement request or pick an Example prompts item. If an example is off, turn on that collection field first.
  3. Press Run AI placement. A result can take up to 30 seconds.
  4. On the result, click seats to swap two people.

Free includes 2 seating plans a month and 3 successful AI placements per plan. A failed run, or one blocked before it starts, does not count. Pro is unlimited for both creating plans and running placements.

Confirm and share

  1. After a placement, press Confirm Placement. Guests cannot see their seat before confirmation.
  2. Share the result by link, image, or email. You can also export the chart as an image.
  3. To edit again, press Unconfirm.

Remove it from your home list

  • Before confirmation, the trash icon deletes the whole seating plan. It disappears for guests too and cannot be undone.
  • After confirmation, the trash icon only hides it from your list. Open Hidden and press Show in list to bring it back.

πŸ§‘β€πŸ€β€πŸ§‘ AI seating for guests

Guests enter through the invite link or QR code. They can join as a guest without creating a Google account.

Submit your info

  1. Open the invite link from the host, or scan the QR code.
  2. Sign in with Google or continue as a guest.
  3. Enter your name. Other fields can be left empty or set to Skip, and Submit info still works. For each item, choose whether other attendees can see it. Items left visible are submitted only after you agree. Your name is always visible to other attendees.
  4. Age is chosen as a 5-year band, and you can submit without choosing one.
  5. If you are not attending, press I can't attend. After submitting, use Edit my info to change it.

See your seat

  • Before confirmation, the page says the seating arrangement has not been confirmed yet.
  • After the host presses Confirm Placement, your seat appears on the same page. The host can still change it.
  • Participation shows names and the items each attendee chose to show others. Host-only items stay hidden.

Leave, or hide it from your list

  • Leave on the join page deletes the info you submitted and removes the plan from your home list. You can leave after confirmation too.
  • On the home Seating tab, the trash icon before confirmation means leave. After confirmation it only hides the plan from your list, and you can show it again from Hidden.

❓ Frequently asked questions (FAQ)

Q. I pressed the Complete voting button but nothing happened.

A. Check your internet connection and try refreshing the page. If that doesn't work, try a different browser.

Q. I can't see other participants' selections.

A. A participant's selections only become visible to others after they press the "Complete voting" button. Until voting is completed, only you can see them.

Q. I lost the meeting invite link.

A. Participants should ask the host for the link again. The host can log in and select the meeting from the "My meetings" list to view the invite link again.

Q. The AI recommendation isn't appearing.

A. AI recommendations are enabled once all expected participants have completed voting or the voting deadline has passed.

Q. I'm not receiving email notifications.

A. Please check your spam folder. Also confirm that you logged in with a Google account and that your email address is correct.

Q. It's hard to select times on mobile.

A. Try switching your screen to landscape mode, or zoom in with two fingers before selecting.

Q. Can I join a seating plan with only my name?

A. Yes. A name is required. You can leave the other fields the host turned on empty, or choose Skip, and still submit.

Q. AI seating will not run.

A. Check that the plan has tables and guests. Free includes 3 successful placements per plan. A failed run does not count toward that limit. After the limit, Pro can continue.

Q. I confirmed, but guests cannot see their seats.

A. Guests can see a seat only after the host presses Confirm Placement. Ask them to open the same invite link again or refresh the page.

πŸ“ž Questions & feedback

If you run into any issues or have suggestions for improvement while using the service, please reach out below.

βœ‰οΈ bodalbuddyaiai@gmail.com