UW-Madison Doodle - Doodle Service Evaluation Project

What is Changing on December 7, 2026?

All UW-Madison Doodle accounts will be migrated from the legacy plan to a new user experience. 

1. Core License 

• Eligibility: Available to all active employees and enrolled students.

• Features Included:

  • 1 Active Group Poll

  • 1 Active Booking Page

  • 1 Calendar integration

  • 1 Video conferencing tool integration

2. Full License 

• Eligibility: Allocated to top campus power users (highest creators of group polls and booking pages). Note: Current students are not eligible for Full licenses.

• Features Included:

  • Unlimited Group Polls and Booking Pages

  • Up to 10 Calendar integrations

  • Multiple video conferencing integrations

  • Co-hosted booking pages, delegation, and premium features

Pilot Program

Duration: October 19 – December 4, 2026

A pilot program will be launched to capture information about the new user experience, identify support and KB needs, and evaluate alternative scheduling tools (e.g., Microsoft 365, Zoom Scheduler). This will include vendor hosted training and Q&A.  The pilot will be capped at 50 users. 

Top 25 power users and select individuals will receive an email invitation on 10/07/26 to join. Participation is optional.  

Individuals who did not receive an invite and would like to participate can submit a request by emailing uwmadison_doodle_update@g-groups.wisc.edu . Limited spots are available. Access will be provided on a first-come first-serve basis. 

Once the pilot program concludes, individuals will have the option to keep their Doodle license or return their license and transition to another service.

Key Dates & Transition Timeline

• October 7, 2026: IT community notification sent; invitations sent to top 25 Doodle power users for the pilot program.

• October 19 – December 4, 2026: Pilot program active.

• November 3, 2026: Targeted email sent to all eligible UW–Madison Doodle users and announcement published on it.wisc.edu.

• November 18, 2026: TechNews announcement for faculty and staff.

• December 7, 2026: All eligible UW–Madison Doodle accounts transition to the new license model.

• December 2026: Vendor-hosted training, Q&A sessions, and alternative scheduling tool demos.

• December: Vendor-hosted training & alternative tool demos begin

Alternative Scheduling Tools

1. Microsoft 365: Scheduling Polls, Personal Bookings, and Scheduling Assistant.

2. Zoom Scheduler: On our service roadmap and currently being reviewed.

Note: A KB comparison document between Doodle, Microsoft 365 and Zoom Scheduler is in progress and will be published soon.

Contact

Please feel to reach out if you have any questions or feedback at uwmadison_doodle_update@g-groups.wisc.edu .

Q&A

1. Who gets a full license vs a core license?

   1. Top 200 power users will receive a full license. 

   2. Remaining users will receive a core license with an option to upgrade, if needed. Full licenses are limited.

2. What functionality changes when a user is downgraded from a full license to a core license?

   1. Please see the license description above.

   2. We anticipate learning more once the pilot program begins. 

3. Can departments purchase additional full seats?

   1. No, additional full seats are not available for purchase. 

4. Will service accounts continue to have access?

   1. This is currently being evaluated. 

5. Can departments receive a list of users that will be impacted?

   1. Yes, please submit a request to uwmadison_doodle_update@g-groups.wisc.edu and include a list of NetIDs that you would like us to review.

6. What happens to active or historical Doodle polls or booking pages?

   1. Active: It depends. 

      1. Legacy full license -> New full license: Continue to access existing polls and booking pages

      2. Legacy full license -> New core license: Downgraded experience. 1 active poll, 1 active booking page, 1 calendar integration, 1 videoconferencing tool. Artifacts that exceed this limit will be archived. 

   2. Historical: Artifacts will be archived.

   3. We anticipate learning more once the pilot program begins. 

7. How will this affect external participants?

   1. No impact. 

8. What is the communication plan?

   1. Please see above.

9. Will Doodle KBs be updated?

   1. Yes, as we learn more about the new user experience, our documentation will be updated. 

10. Is Doodle approved for HIPAA use?

    1. No. 

11. I work in the Health Care Component. What scheduling tool do you recommend?

    1. Please consult your IT department for guidance. 

12. When will Zoom Scheduler become available?

    1. It is currently being evaluated. Individuals can request a quote for planning purposes.