How to Coordinate Group Schedules & Plan Hangouts

📅 Availability Calendar

Visual calendar showing when everyone is available. Click on dates to mark your availability and select time slots. The calendar highlights overlapping free time automatically.

🤖 AI Location Suggestions

Let AI help you find the perfect venue! Based on your hangout preferences, location, and even weather, Hangoa suggests venues that match your needs. Available on Starter plan and above.

🗳️ Voting System

Members can vote on location suggestions with a thumbs up. The most popular venues are highlighted, making it easy to see what the group prefers.

💬 Comments & Chat

Discuss details, ask questions, or coordinate with other members using the comments section. You can comment on specific locations or use the general chat.

🌤️ Weather Integration

For finalized hangouts, Hangoa shows weather forecasts to help you plan accordingly. Perfect for outdoor events!

👥 Guest Access

Members don't need an account to join! They receive a magic link via email and can participate fully in planning. They can sign up later if they want to create their own hangouts.

Starter Plan (Free)

• Up to 2 active hangouts at a time
• 20 AI location suggestions per month
• Unlimited members per hangout
• All core features included

Pro Plan (Coming Soon)

• Unlimited active hangouts
• Unlimited AI location suggestions
• Priority support
• Advanced analytics

Enterprise Plan (Coming Soon)

• Everything in Pro
• Custom integrations
• Dedicated account manager
• SLA guarantees

For Hosts

• Set clear preferences when creating a hangout to get better AI suggestions
• Mark your availability first to encourage others to do the same
• Use AI suggestions to discover new venues you might not have considered
• Finalize plans only after most members have marked availability
• Use comments to clarify details or answer questions

For Members

• Mark your availability as soon as possible to help the group find common times
• Be specific with time slots—it helps narrow down the best options
• Vote on locations you like to help the host make a decision
• Suggest locations if you have ideas—everyone's input is valuable!
• Use comments to share dietary restrictions, accessibility needs, or other preferences

How do I coordinate schedules with multiple people?

Hangoa makes it easy to coordinate schedules with multiple people. Simply create a hangout, invite members by email, and everyone can mark their availability on a shared calendar. The app automatically highlights overlapping free time, making it easy to find times that work for everyone.

Do people need to sign up to join a hangout?

No! Guests can join hangouts via a magic link sent to their email—no account required. They can mark availability, vote on venues, and participate fully without creating an account. This makes it perfect for one-time events or when you want to keep things simple.

How do I find a time that works for everyone?

After everyone marks their availability, Hangoa's calendar automatically shows overlapping free time. Dates with the most availability are highlighted, making it easy to see which times work for the most people. You can also see individual availability to find the best compromise.

What's the best way to plan a group event with friends?

Start by creating a hangout with a clear title and description. Invite all your friends via email—they'll receive a magic link to join. Everyone marks their availability, then you can use AI suggestions or manual suggestions to find venues. Members vote on their favorite locations, and once you have enough input, finalize the date, time, and venue.

How do I collect availability from team members?

Invite team members by email when creating a hangout. They'll receive an invitation link and can mark their availability directly on the calendar. You can see everyone's availability at a glance, and the app highlights overlapping times automatically.

Is there a free event scheduling tool for small groups?

Yes! Hangoa's Starter plan is completely free and perfect for small groups. You can create up to 2 active hangouts at a time, invite unlimited members, and use 20 AI venue suggestions per month. No credit card required.

How do I find venues for a group hangout?

Hangoa offers two ways to find venues: AI-powered suggestions and manual suggestions. For AI suggestions, describe what you're looking for (e.g., 'rooftop bar with outdoor seating'), and Hangoa will suggest venues based on your preferences, location, and even weather. Members can also suggest venues manually, and everyone can vote on their favorites.

Can I use this to schedule meetings with multiple attendees?

Absolutely! While Hangoa is designed for social hangouts, it works great for team meetings, workshops, and other group events. The availability calendar helps you find times that work for everyone, and you can finalize plans with calendar invites (.ics files) that work with Google Calendar, Outlook, and other calendar apps.

I didn't receive the join link

Check your spam folder. If you still can't find it, ask the host to resend the invite or share the link directly.

AI suggestions aren't working

Make sure you haven't exceeded your monthly limit (20 for Starter plan). The limit resets at the beginning of each month.

I can't finalize the hangout

As a host, you need to complete all planning steps: at least one person must mark availability, at least one location must be suggested, and you must select a final date, time, and location.

I want to change my plan

Pro and Enterprise plans are coming soon! For now, all users are on the Starter plan. Check back later or contact support for updates.