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Using the Great Question Scheduling Tool
An indepth look at the scheduling tool.

Using the Great Question Scheduling Tool

Updated on
August 2, 2022

What is the Great Question Scheduling Tool?

The scheduling tool is used when creating and managing Customer Interviews. It lives under the Calendar tab, and is where you will be organizing your availability for those interviews with your participants.

Getting Started

  1. Make sure that your calendar has been integrated in your account.
  2. Create a new Customer Interviews study and proceed until you get to the Calendar step.
  • Note: If you are already in a study and have not integrated your calendar, you will be prompted to do so.
  • Note: Google Workspace and Microsoft should not both be integrated at this time.

Sidebar Menu

Scheduling Style
  • The first thing to notice here is the Scheduling style, and is where you will be able to choose Standard 1:1, Collective, or Round robin.
  • Standard focuses on the moderator's availability.
  • Collective focuses on multiple user's availability.
  • Round robin rotates moderators for each call based on fairness and availability.
  • Note: Scheduling Style cannot be changed once a study has been published.

Scheduling Style - More on Round robin

  • Once selecting Round robin, you can then choose how you want the feature to rotate through your moderators.
  • Availability-based will provide more time slots to choose from for the participants.
  • Fairness-based will ensure moderators conduct the same number of calls.
  • After choosing the type, you can then add your moderators.
Moderator
  • The moderator is the owner of the study, but can be changed once a new owner has been selected.
  • While hovering over the moderator's name, you will see a caret that can be clicked to see more details, such as changing the calendar used, or changing the moderator, as mentioned above.
  • Note: There can be more than one moderator in a study using Round robin, but still only one owner.
Check for conflicts
  • Check for conflict is enabled by default.
  • This feature will change the calendar view to show when there would be a conflict and prevents double bookings.
Observer
  • Observers are anyone that you want to be able to sit in on the interview.
  • Type in the name or email of the person that you want to observe.
  • If the user is already part of your team, and has their calendar integrated, they will show up in the list and can be selected.
  • If the user is already part of your team, and has not integrated their calendar, they will need to integrate their calendar first.
  • If the user is not already part of your team, you will see an option to send an invite.
  • Note: Observers are not an option in a study using Round robin.
Location
  • Location is where your meeting will be held.
  • Click on the Add call link button and choose where you want your meeting to be held.
  • If you have your Zoom account integrated, it will be your default option.
Duration
  • Duration is how long you want your interviews to last.
  • The duration also affects how blacks of availability are set and what options the participants sees.
  • Default duration is 30 minutes, but can be 15, 30, 45, 60, or 90 minutes.
Show Advanced Options
  • Click Show advanced options if you want to make additional adjustments to the calendar view and/or interview availability details.
  • To hide the advanced options, click Hide advanced options.
Minimum Scheduling Notice
  • The minimum scheduling notice determines how much time you want before a participant can schedule an interview.
  • Example: If you have your scheduling notice is 2 hours, candidates can only schedule time with you 2 hours from the current time. So no more new interviews scheduled 10 minutes from now, while you are still waiting on that first coffee pot.
Scheduling Increments
  • Note: This does not have any effect on the interview times or availability.
  • Scheduling increments change the view of the calendar while you set up your blocks of time. Meaning, it breaks up the time slots between 30 and 15 minutes, allowing for more granular availability block adjustment.
Buffer Between Calls
  • A buffer between calls allows for some time between scheduled interviews.
  • Example: If you have a 30-minute buffer and an interview scheduled at 9:00am that is 30 minutes long, participants will not be able to schedule an interview until 10:00 am. 30 minutes for the interview and 30 minutes for the break in between.
  • Note: When viewing the scheduler preview that the participants see, the buffer will not be visible in the time slots until the first interview has been scheduled.
Daily Hours
  • Note: This does not have any effect on the interview times or availability.
  • The daily hours change the view of the calendar while you set up your blocks of time.
  • The default is 7:00am to 7:00pm, but you can change that window to make it easier to focus on your preferred availability window.

Availability/Calendar

Within a date range
  • This is currently the only option. On a recurring basis is coming soon.
Date Selection
  • To choose your available dates, click on the To-From date dropdown and select your date range.
  • There is no limitation on how many days/weeks can be selected.
  • Changing the date range does not change the view, as the calendar view is weekly.
I'm Available
  • There are three quick options to use if you want to set a global availability for the calendar.
  • The quick options are great starting points.
  • 9:00am - 5:00pm will set all days to that block of time.
  • Mornings will set all days at 9:00am - 12pm.
  • Afternoons will set all days at 12:30pm - 5:00pm.
  • The timezone, automatically set based on your location, can be changed from the top left corner of the calendar if needed.
Adjusting time blocks
  • Each block of time can be adjusted by either clicking on the block and adjusting the times from the dropdown options, or by clicking and dragging the top and/or bottom of each block.
  • If you need to change one day, Friday for example, but do not want to adjust all Friday time blocks, click on the block and uncheck the Recurring checkbox. Once the box as been unchecked, only that time block will change as adjustments are made.
Preview
  • To see a preview of the scheduler that your participants will see, click on the Preview button in the top right corner of the calendar.
  • The participant view is a monthly view that allows the selection of a day, followed by the available time slots in that day.
  • Participants will see their own time zone, but can change it if they need to choose another. As well as be able to change from a 12 to 24-hour clock.
  • When a time slot is selected, they will see an option to confirm the selected time.
  • Once confirm is clicked, they will be brought to the confirmation page where they will provide their information and confirm the interview.
Once you have everything set up, click Next if you are in a draft, or Save if you are editing a published study. 🎉

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