Scheduling FAQs

Scheduling FAQs:

How do I mark a session as canceled, completed, or no-show?

1. Open the study that you want to update.
2. Within the Participants view, click on the Scheduled tab.
3. Select the candidate(s) by checking the box next to their name.
4. Click Mark as…
5. Select Mark as completed, Mark as canceled, or Mark as no-showed.

How do I reschedule sessions?

1. Open the study that you want to update.
2. Within the Participants view, click on the Scheduled tab.
3. Select the candidate(s) by checking the box next to their name.
4. Click Reschedule.
5. Edit email as necessary.
6. Click Send request.

How do I sort participants within my shortlist?

1. Open the study that you want to update.
2. Within the Participants view, click on the Shortlisted tab.
3. Find the column you would like to sort by.
   1. You can add more columns by clicking on the + sign on the right side.
4. Hover over the column and click on the carat (down arrow).
5. Select the option that you want to sort by.

How do I manually mark a candidate as booked?

1. Open your study.
2. Select the candidate(s).
3. Click “Mark as booked”.

What if the observer I want to add does not have an email that matches our company domain?

• You can now add people as an observer, regardless of their email. These observers, as well as observer roles, will have an asterisk* by their name, indicating that their calendar will not be shown.

What happens if someone responds to a study that has reached its participant limit?

• If a study has reached its participant limit, a message will appear and inform the candidate that there are no additional time slots available. Similarly, if the study has been closed, the candidate will see a message and will not be able to sign up.

What changes can the candidate make in Great Question?

• Book events 
  • Creates events in everyone's calendar.
• Cancel events 
  • Cancels the event in everyone's calendar.
• Reschedule events 
  • Updates the event in everyone's calendar.

What changes can the candidate make in their calendar?

• Delete or mark as not attending
  • Cancels the event in everyone's calendar. Marks the participation as canceled.
• Other changes
  • People can make any changes to an event, but if they are not the owner, it will only change their own event. Nothing happens here.

What changes can the researcher make in Great Question?

• Reschedule
  • You can send a request to the candidate, but you can't directly reschedule the event. Candidate will pick a new date.
• Add teammate to Study as observer
  • The teammate will be added to all future team events. Call observers will receive separate, internal calendar invites for each interview that gets scheduled, but they won't be included on the invite with the participant. Call observers will not be taken into account when checking for conflicts.
• Add teammate to Study as moderator
  • The teammate will be added to all future team events. Call moderators will be taken into account when checking for conflicts - as per what Scheduling Style was selected.
  • For Collective - When selecting a calendar, other than the default calendar, it will only be used for conflict checking. The event will be created on your default calendar.
• Cancel
  • This will cancel the event and remove it from the calendar.

What changes can the researcher make in their calendar, and how will it affect the event in Great Question?

• Reschedule
  • Change the start time
    • The event will be updated for the participant, but they will have to accept the invite again to confirm the change works for them.
    • The participation in Great Question will be updated with a new interview date.
  • Changing the end time
    • Does not do anything in Great Question.
• Add teammate to team event
  • We save them as a phantom user on the account.
• Add teammate to participant event
  • Nothing happens.
• Delete or mark as not attending as moderator
  • Cancels the participation for all parties.
• Delete or mark as not attending as observer
  • Nothing happens.
• Change duration of event
  • Nothing happens.

When I updated my integrated calendar, the scheduling page has not updated. Why?

• As the scheduling pages rely on complex API integrations, it can take a few minutes for your availability to update. Please give it up to ten minutes to update. If it still hasn’t updated, please contact support.

How do I ignore specific events on my calendar?

• Within your integrated calendar, you can update the event to be Free instead of Busy. This will now make that specific time slot available on your scheduling page and will not be included in the Checking for Conflicts feature.

How do I set specific availability blocks that differ week to week?

• When editing your time slots, uncheck Recurring in the event, and you can then set the time for that specific day without it affecting the same day in other weeks.

Can I include my team on the bookings made by candidates?

• Yes, this is the Observers feature. Any team member who is added to a study can be added to an internal calendar event which mirrors the same event that you and the participant have. However, the participant will only be included in the event with the owner of the study.

Can I preview my entire team’s availability when setting up a booking calendar?

• This is an upcoming feature. Any calendars that Great Question has access to, either directly from your connected accounts, or connected accounts of your teammates, will soon be available to be previewed when setting up a calendar.

Can I have a calendar on a study that only offers slots for booking that are available on multiple calendars?

• It is currently not possible to enforce availability across calendars that you do not personally have access to - even if those team members have connected their calendar to Great Question. However, any calendars that you personally have access to can be used.

Can I create scheduling pages for calendars that I only have read access to?

• Right now, no, however this is an upcoming feature. Soon, scheduling pages will be able to be built for any calendar that your calendar integration has access to, regardless of whether it is read only or not.

Can I set whether my teammates are required to attend the booked event?

• Right now, all attendees on the team event are marked as required. Soon, however, it will be possible to set whether the teammates on a study will be marked as required or optional. Note, this will not enforce or consider their availability when the participant is making the booking.

Can I round-robin bookings across teammates?

• Yes. When creating the study, select the Round Robin option and add the users to the Moderators list as needed.

Can I completely ignore my availability when setting up a calendar?

• Yes. Unchecking Check for conflicts will ignore all events on your calendar.

Have Questions?

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