Tutorial: Make Your First Poll

Open the Form Builder

• Go to EBRAINS Form Builder
• The builder opens with a blank draft
• You’ll see the 3-panel layout (desktop) or bottom tabs (mobile)

Configure Form Basics

In the General tab (left sidebar):

Form Name:

• Enter: team-meeting-scheduler-2025
• Use lowercase letters, numbers, and hyphens only

Form Title:

• Enter: “Team Meeting Scheduler”

Description:

• Enter: “Help us find the best time for our weekly team sync”
• This explains the purpose to your team members

Add the Time Poll Field

Desktop - Drag and Drop:

• Scroll down in the left sidebar palette to “Interactive Components”
• Find “Time Poll”
• Click and drag it to the center canvas
• Drop it in the form area

Mobile:

• Tap “Palette” tab (bottom)
• Scroll to Advanced Fields section
• Tap “Time Poll” to add it
• Switch to “Builder” tab to see it

The Time Poll field appears on your canvas and is automatically selected.

Configure Poll Properties

With your Time Poll field selected, the right sidebar shows its properties:

Label (required):

• Enter: “When are you available for our team meeting?”
• This is the question users see above the poll

Required:

• Toggle ON (everyone must respond)

Hint (optional):

• Enter: “Select all times that work for you”
• Shows below the field in lighter text

Configure Time Slots

In the field properties, find “Time Slot Configuration”:

Add Time Slots:

• Click "+ Add Time Slot"
• Enter first option: “Monday, Jan 27 - 10:00 AM”
• Click "+ Add Time Slot" again
• Add more options:
  • “Monday, Jan 27 - 2:00 PM”
  • “Tuesday, Jan 28 - 10:00 AM”
  • “Tuesday, Jan 28 - 3:00 PM”
  • “Wednesday, Jan 29 - 11:00 AM”

Select Timezone

Find “Timezone” in the field properties:

• Click the dropdown menu
• Choose your reference timezone from 10 available options.

Add Context Fields (Optional)

Make your poll more useful by adding context:

Add a Text Field:

• Drag a “Text Input” field above the Time Poll
• Label: “Your Name”
• Required: ON

Add a Text Area:

• Drag a “Text Area” field below the Time Poll
• Label: “Additional comments or constraints”
• Required: OFF (optional)
• Hint: “Let us know if you have any scheduling conflicts”

This helps you understand who’s available and any special considerations.

Configure Advanced Settings

Click “Advanced” tab (left sidebar):

Visibility:

• Private (default) - Only authenticated EBRAINS users
• Public - Anyone with the link (no login required)
• For team polls, keep it Private

Expiration Date:

• Set a deadline for responses
• Example: If meeting is Jan 30, set expiration to Jan 29 at 5 PM
• After expiration, form shows “This poll is no longer accepting responses”

Submission Policy:

• Allow Multiple Submissions: OFF (one response per person)
• This prevents duplicate votes

Preview Your Poll

Before publishing, always preview:

• Click “Preview” button (top of page)
• Close preview when satisfied
• Make any final adjustments

Publish Your Poll

• Click “Publish Form” (top right)
• System validates your form
• If valid, poll goes live immediately
• Draft is deleted (no longer in Drafts)

Your poll URL format: https://forms.ebrains.eu/f/team-meeting-scheduler-2025

Monitor Responses

As submissions arrive:

• Go to My Forms
• Click your poll

Identify the best time:

• Look for time slots with the most selections
• Check comments for conflicts or preferences
• Choose the time that works for the most people

Export and Analyze Data

When you’re ready to finalize the schedule:

• Open your poll in My Forms
• Click the download icon
• CSV format downloads automatically
• Open in Excel, Google Sheets, or Numbers
• Each row shows a respondent’s selections
• Count selections per time slot to find the winner