Clubs and recreation
Collect availability for a recreational team
Ask each member which windows they can attend and whether they want every week or only some. Check those replies against the venue's open hours, propose a slot only from stated availability, and name every unresolved conflict.
A text to start with
I run a recreational [sport or activity] group with [number] members. The venue is usable [venue days and hours]. These are the replies so far, by member code: [replies]. These members have not answered: [member codes]. Find the windows where the most people can attend, list who is unconfirmed or in conflict, and suggest a slot. Count only members who gave a stated window.
Example request. Change the details to fit your situation.Availability tracker by member code
Group and activity: [ ] Venue open days and hours: [ ] Reply deadline: [ ] Member code: [ ] Available windows, in the member's own words: [ ] Attendance preference (weekly, some weeks, occasional): [ ] Reply received on: [ ] Replied personally or through someone else: [ ] Unresolved conflict: [ ] Proposed slot: [ ] Members who confirmed yes: [ ] Members who confirmed no: [ ] Members with no reply: [ ] Final decision and date: [ ] Repeat the item block as needed.
Silence and partial answers
A member who has not replied has told you nothing, so keep them in a separate unconfirmed list and leave them out of any slot's count. Watch for replies that give a day but no time, or say "usually free" without a window. Check whether a weekly preference clashes with a rotating venue booking. If two slots tie, say so instead of choosing quietly. Confirm the proposed time falls inside the venue's hours. Treat a reply sent on someone's behalf as unconfirmed until that person confirms it themselves.
Ask another agent to check the result
List every member code placed in the proposed slot and quote the exact reply that confirms each one. Flag anyone included only because they did not object. Then recount attendance using confirmed replies alone and say whether the slot still works.
Confirm the slot with members
Send the proposed slot to everyone, including people who did not reply, and ask for a yes or no by a set date. Record each answer next to the member code. If too few confirm, go back to the tied or runner-up slots. Once a time holds, note who attends and who cannot, and keep that record for the next round.