Scheduling pages help participants book customer research interviews on their own, so you can spend less time coordinating schedules and more time learning from conversations. When people can choose a time that works for them, it is easier for them to participate. That means fewer scheduling delays, fewer manual updates, and a faster path to the feedback your team needs.
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Overview
Scheduling pages make it easy for people to sign up for customer research interviews. You can create separate scheduling pages for individual interviews and focus groups, each with its own registration limits, interview duration, and available meeting times.
Private: One registrant per meeting slot. Use this option when you want to meet with one person or one organization at a time.
Group: Multiple registrants can join the same meeting slot. Set a registration limit for each session. After the first person selects a time, others can join the same session until it reaches capacity.
A study’s Schedule page includes everything you need to create either private or group self-scheduling pages. There are two tabs:
Use the Scheduling page tab to define the information and branding participants see and to configure the meeting link they will use to join.
Use the Availability tab to define when sessions can be booked and which meeting types are offered.
After you set up the scheduling page and availability, share invitations with participants. Each invitation links directly to the right scheduling page for the meeting format you choose.
If you use the Microsoft Outlook or Google Calendar integration for scheduling, times marked Busy on selected researchers' calendars are not offered.
Times are not 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, which controls how far into the future people can book and the minimum notice required.
Create a scheduling page
Create a scheduling page in three steps:
Click Preview scheduling page at any point to see how the scheduling page will appear to participants.
Customize the scheduling page
Open the study and select Schedule.
At the top, select the Scheduling page tab.
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Configure the Study information section:
Add a Title so participants can quickly recognize the purpose of the interview.
In the Details field, add a short description of the study and the topics you plan to discuss.
In the Footer field, add any extra information you want participants to see, such as privacy details.
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Configure the Branding section:
Upload a Logo to give the page a familiar, professional look. For the best results, use an image that is 480px by 300px.
Select an Accent color that matches your brand.
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In the Meeting link section, choose how meeting links are generated for each session:
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Automatic: Use this option if you have the Zoom or Microsoft Teams integration. Aha! creates a unique meeting link for each scheduled session and uploads recordings and transcripts to the interview after each meeting.
Select a researcher in the Meeting host menu. Generated meeting links use that person's account.
Manual: Use this option if you are not using the Zoom or Microsoft Teams integrations. 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.
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Changes save automatically.
After you customize the scheduling page, configure availability before participants can book time.
Configure availability
At the top of the Schedule page, select the Availability tab.
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Define Weekly hours:
Next to Date range, set how far in advance participants can schedule interviews and the minimum notice required. For example, if you allow scheduling up to 30 days in advance with one day of notice, participants can choose any available time from one to 30 days after they receive the invitation.
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(Optional) To align interview slots with selected researchers' Google or Outlook calendars, select one or more researchers in the Availability menu. When you do, participants will only see times when at least one of those researchers is free.
If you do not want to use a calendar integration for scheduling, do not select a researcher here.
If none of your researchers are integrated with Microsoft Outlook or Google Calendar, you cannot select a researcher here.
Set Weekly hours to define when researchers are available to meet. This prevents participants from booking time that appears open on a calendar but falls outside working hours.
Weekly hours save automatically.
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In the Meeting types section, add the meeting types you want to offer. Each meeting type generates a unique scheduling page.
Click Add meeting type to create a meeting type.
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Configure the Format & Duration settings:
Meeting format: Select Private for one registrant per time slot or Group for multiple registrants in the same session.
Interview duration: Choose how long each session will last.
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Configure the Schedule & Availability settings:
Start time increment: Choose whether meetings can begin every 15, 30, or 60 minutes.
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Custom schedule: Turn this on to override the configured Weekly hours. Leave it off to use the configured Weekly hours.
If you turn this on, 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, then click + Add again to add more dates.
The meeting type saves automatically.
Click Preview at any time to see a meeting type's scheduling page. Click Copy link to copy the scheduling page URL.
If you use the Microsoft Outlook or Google Calendar integration, your scheduling page will not offer time slots when a selected researcher's connected calendar is busy.
Enable the scheduling page
The final step is to open the scheduling page so participants can book time.
Select Preview scheduling page at the top of the page to open the public scheduling page in a new window. Review the title, details, branding, meeting link, and available times from a participant's perspective.
Make adjustments if needed.
When you are ready, set the Scheduling toggle to Open. Set it to Closed to pause new bookings while you adjust meeting types or availability.
Invite participants to self-schedule
After the scheduling page is ready, invite participants to book time with you.
Customize the invitation macro
Open the study's Macros page, select the Automated tab, and find the Invitation email.
Customize the invitation with the text replacements you want to use. Include [SCHEDULE_LINK] so participants can access the scheduling page.
Enable the invitation macro with the toggle in the upper-right corner.
Send the invitation
Open the study's Participants page.
Select participants and click Invite.
In the Send invites window, select the Meeting format at the top so the correct scheduling page link is included.