Once you Create a Calendar you can set your Availability. This lets Participants know when they are able to book a time with you.

Day Availability Settings

Set your Availability by going to the project > Calendars > Edit > scroll down to the Availabilty section.

Each individual day defaults to a 9 AM to 5 PM interval of your local time, but you can edit the interval and specify settings for specific days.

To do this, click on the day in the calendar. Once the settings are edited you can apply the settings to either all of the specific weekdays or only the day you edited.

  • Interval: An interval is a block of time when you can conduct interviews/group sessions. By default, this is 9 AM to 5 PM in your calendar's timezone.

  • Increments: Increments are the blocks of time that participants will see available on the calendar. For example, if the interval is 9 AM to 11 AM, with a 1-hour increment, the participant will see two options - 9 AM and 10 AM. If it's the same interval with 30-minute increments, they will see 4 options - 9 AM, 9:30 AM, 10 AM, and 10:30 AM.

Advanced Availability Options

After setting up your availability you have the option of adding in a few additional scheduling settings. Let's break down each of these options.

  • From: What date does your Availability start?

  • To: What does your Availability end?

  • Max bookings: The maximum number of Sessions that can be booked on your Calendar.

  • Session duration: The length of each Session.

  • Session type:

    • One-On-One will allow only one participant per Session

    • Group will allow multiple participants to book per Session. You can customize how big you want your Group Sessions to be.

  • Buffer before/after session: The time required between Sessions. If you need a bit of time to debrief after the meeting, you will want to add some buffer time.

  • Max bookings per day: Limits how many bookings your calendar will accept per day. This does not impact the total Max Bookings number (in Calendar Information).

  • Min scheduling notice: The minimum time required before a participant can book. This setting prevents people from scheduling a last-minute booking.

    • Important Note: if this is set to 0 hours, a participant can book with 0 hours notice. If this is set to 12 hours a participant can book a session 12 hours from now.

Pro Tip: When setting up buffers after bookings, be sure that your buffers don't restrict the number of interviews you can conduct. I.e. If you have a 1-hour interview with a Respondent and set up a 1-hour buffer, the total time this booking will block out on your calendar is 2 hours.

FAQs:

The calendar isn't showing any availability! What's wrong!?

  • Have you checked the Max Booking options? One of those is likely making it so that your participants can't book.

Can I book a specific time for a participant?

  • No, the participant will be able to pick from the time intervals and days you provide, but you can not schedule anyone for a specific time. A workaround to this is to make a different calendar for each participant, however, this is not recommended since research participants might not be available at that specific time.

Somethings wrong, but I have no idea what -- What do I do?

  • Most calendar issues are related to settings, so we recommend reviewing all calendar settings. If you still aren't seeing what's going on, you can contact our support team through the chat option (bottom corner) when logged in.

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