Meaningful product discovery begins when you put people first. Allowing participants to self-schedule research interviews shows respect for their time and makes it easier for them to take part. This approach also streamlines your work by reducing administrative effort and minimizing scheduling errors. By creating a scheduling page where participants can pick a meeting time that works for everyone, you make it possible to gather insights faster and focus on thoughtful conversations.
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Overview
Scheduling pages make it simple for people to sign up for customer research interviews on their own. You can create separate scheduling pages for individual interviews and for focus groups. Customize each one with different registration limits, interview durations, and available meeting times.
Individual: One participant per meeting slot. Use this option when you want to meet with people one at a time.
Group: Multiple participants can join the same meeting slot. Set a registration limit to control group size for each session. Once the first person selects a meeting time, others can join that same session (up to the registration limit).
After you create your scheduling pages, send invitations to your contacts. Decide whether you want participants to schedule an individual interview or join a group session. Each invitation links directly to the right scheduling page.
Set your availability in one of two ways:
Weekly hours: Define your standard weekly schedule in the Weekly hours section of the scheduling page, then set the meeting's schedule to Weekly hours.
Custom dates and times: Set the meeting's schedule to Custom and configure specific dates and time ranges.
If you use the Microsoft Outlook or Google Calendar integration for scheduling, any time marked Busy on a selected researcher's integrated calendar will not be offered.
Times will not appear as available when:
A session is already scheduled at that time.
A selected researcher's connected calendar shows the time as Busy.
The time falls outside the configured Date range in the Times section (how far into the future people can book and the minimum notice required).
Create a scheduling page
Configure the webpage participants will use to select a time to meet with you. Click Schedule from your study to get started.
Click Preview scheduling page at any point along the way to see how your scheduling page is shaping up.
Study information
The Study information section provides clear context — so participants know what to expect from your research session.
Title: Displayed as the main heading on your scheduling page. Use a clear, inviting title so participants recognize the purpose of the interview.
Details: Add a concise description of your study. Help participants understand your research goals and the topics you plan to discuss.
Footer: Share any extra information you want participants to see at the bottom of the scheduling page, such as privacy details.
Branding
Add custom branding to bring your organization's identity to your scheduling page.
Logo: Upload your logo to give the page a familiar, professional look. For the best results, use an image that is 480px by 300px (an aspect ratio of 1.6:1).
Accent color: Select a color that reflects your brand. Use the color picker to choose a color that matches your visual style.
Weekly hours
Set the times you are available to meet with participants.
Date range: Set how far in advance participants can schedule interviews and specify the minimum notice required. For example, if you allow scheduling up to 30 days in advance with a one-day notice, participants can choose any available time from one to 30 days after they receive the invitation.
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Availability: If you want interview slots to align with specific researchers' Google or Outlook calendars, select one or more researchers here. Participants will only see available times when at least one of those researchers is free.
If none of your researchers are integrated with Microsoft Outlook or Google Calendar, you will not be able to select a researcher here.
If you do not want to use an integration for scheduling, do not select a researcher here.
Weekly hours: Define the hours when researchers are actually available to meet. This prevents participants from booking time that appears open on a calendar, but falls outside of researchers' working hours.
Meeting types
Create meeting types that fit your research approach. Each meeting type you set up here will generate a unique scheduling page. Click Create to add another meeting type. You can add as many as you want.
Meeting format: Select either Individual (one participant per time slot) or Group (multiple participants can join the same session).
Interview duration: Choose how long each session will last.
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Schedule: Choose how to offer available time:
Weekly hours: Generate available meeting times based on the weekly hours and researcher availability you set previously.
Custom: Manually specify dates and times for each session. Click + Add to select a date and set the times you want to offer. Click Apply to save your changes. Click + Add again to add additional dates.
If you are using the Microsoft Outlook or Google Calendar integration(s), your scheduling page will not offer time slots when the researcher's connected calendar is busy.
Click Preview at any time to see a meeting type's scheduling page. Click Copy link to copy the scheduling page's URL. Click the trash icon to delete a meeting. This will make its scheduling page inactive.
Meeting link
Define how your participants will join the session.
Use my meeting URL: Enter the recurring meeting link you want to use for all sessions. You are responsible for recording the meeting and uploading the transcript to the interview afterward.
Use automatically generated URL: Select this option if you have the Zoom or Microsoft Teams integration. Aha! automatically creates a unique meeting link for each scheduled session and automatically uploads recordings and transcripts to the interview after each meeting.
Invite participants to self-schedule
Once you share a scheduling page's URL, people can use it to schedule time with you. You can customize an invitation to schedule a meeting and send it directly to participants from your study.
Customize the invitation macro
Navigate to the study's Macros page and access the Automated tab. Then, find the Invitation email.
Customize the invitation using the appropriate text replacements. Be sure to include the [SCHEDULE_LINK] text replacement — customers will need this link to self-schedule.
Enable the invitation macro with the toggle in the upper right.
Send the invitation
Navigate to your study's Participants page.
Select participants and click Invite.
In the Send invites window, select the Meeting format at the top. This ensures the invitation includes the right scheduling page link for the chosen type of interview.