Research Coordinators can schedule and reschedule or cancel interviews via the calendar in the “Sessions” tab.
If the Research Coordinator is not also the Recruiter, they need to choose between Recruiter participant pools (if the project has multiple recruiters) when adding sessions.
1: Viewing Sessions
First, navigate to the “Sessions” tab.
Next, you will see the calendar view.
1. Times: These always reflect the time zone of the person viewing the calendar.
Note: You can verify your time zone by clicking your name at the top right of the screen. Clicking the selected time zone will allow you to change your time zone. Time zones are automatically selected based on your geographic location.
2. Sessions scheduled: Shows how many sessions are upcoming.
3. Available: White slots in the calendar are ones where sessions can be added.
4. Not Available: Grey slots are times which are in the past and no sessions can be added there.
5. Calendar view: You can switch between viewing a Month, a Week, a Day, or an Agenda, similar to the options in your Outlook or Google calendar.
Note: This calendar currently does not integrate with Outlook or Google calendars.
2: Adding a Session
When you hover over an available time slot with your mouse, the “Add Session” button will be visible.
Click the “Add session” button to open the Add new session menu.
3: Configuring General Session Details
The following dialogue box will open. In the GENERAL tab, enter the following details:
1. Time zone: Reminder that the calendar view reflects your own time zone.
2. Session Name: The Participants never see the session name. Be careful not to include any Participant/Respondent Personally Identifiable Information here as this name can be seen by anyone in the client team.
3. Start date & End date: Even if you have not clicked “Add Session” on the correct day, you can make changes here as needed. Adding an end date can be useful when adding sessions in APAC markets.
4. Start time & End time: If the correct values are not displayed here by default, you can change these from the dropdowns.
5. Next: Add people: Click to continue once the correct date and times have been set.
Next, you need to choose which Recruiter’s pool (if the project has multiple Recruiters) to draw Participants(respondents) from. Afterwards, you will need to schedule Moderator(s) and Participant(s).
4: Adding People to a Session
On the PEOPLE tab, you will choose which Recruiter’s pool (if the project has multiple Recruiters) to draw Participants from. Then, you will schedule Moderator(s) and Participant(s).
4.1: Choosing a Recruiter
Select a recruiter from the drop-down menu.
If you are unsure which Recruiter’s pool to draw Participants from, you can check who has added the Participant you wish to schedule by going to the “Participants” section of the project and clicking on the Participant’s name.
4.2: Adding Moderator(s) to the Session
Select the moderator(s) from the drop-down menu. If you are unsure who will be moderating the session, you can leave this field blank. All users listed as Moderators in the “People” section will be able to moderate the session.
Note: You can only select a Moderator who has been already added to the project. All available Moderators will appear in the dropdown menu. You cannot type an email address here. If you need to add additional Moderators, please add them to the “People” section of the project.
4.3: Adding Participant(s) to the Session
Select the participant(s) from the drop-down menu. The participants shown were added by the selected Recruiter in the “Participants” tab.
Note: If you have a large number of participants, you can type their “Display name” in the field and the Participant(s) you need will be filtered out.
Note: You can schedule only one Participant (for an IDI session) or multiple Participants (for a Group session).
Once you have selected the Participant(s) and Moderator(s), click “Next: content”.
5: Adding Stimuli to a Session
Finally, you can assign a “Stimuli template” to the session. If your project is not using any stimuli, leave this blank.
Note: Stimuli templates need to be pre-added in the “Stimuli” tab.
Note: If there is only one Stimuli Template it will be automatically added to the session.
Note: You can change the Stimuli Template at any time prior to the Session’s start. If the Session has started, you will NOT be able to change the template.
Once ready, click "Save” and the Participant(s) will receive an invitation to the meeting at the scheduled time (reflecting the time zone the Recruiter has selected for the Participant).
The session will then appear in the calendar view.
6: Rescheduling/Editing a Session
If you need to edit or reschedule a session, click on it in the calendar view and the following will open.
You can change the times in the “Start time” and “End time” drop-down menus.
Click “Next: Add people” and, if necessary, make amendments to the list of Moderator(s) and Participant(s).
Click “Next: content” and if necessary, change the Stimuli template.
When your changes have been made, click “Save” and the Participants will receive an updated notification, advising them of the new session times.
7: Cancelling a Session
To delete a session, click on the session you wish to cancel in the calendar and press “Delete session”.
If a session is Deleted (cancelled), the participant(s) will get the following notification.
