Conversations with customers lead to better product decisions, but coordinating those conversations can take time. Aha! Discovery simplifies interview scheduling. You can invite participants to book a time themselves, or you can manually create an interview when the meeting is arranged outside the scheduling page.
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Overview
Aha! Discovery supports two ways to schedule interviews:
Use a scheduling page so participants can choose an available time.
Manually create an interview when the meeting is arranged outside Aha! Discovery.
Scheduling pages work for individual and group sessions. When a participant books a time, Aha! Discovery creates the interview, adds it to the workspace calendar, and sends confirmation emails with calendar invites.
If a participant needs to change an upcoming interview, they can reschedule it from their schedule details page.
Participant self-scheduling
Save time by letting participants schedule interviews themselves.
Before participants can book interviews, you need to:
Invite contacts in your account to schedule an interview.
Self-scheduling experience
When participants open the scheduling link in your invitation, they go to your scheduling page. There, they enter their name and email, choose an available time, and click Schedule.
After booking, they see a confirmation page with options to:
Add the event to Google Calendar
Download an ICS file for Apple Calendar or Microsoft Outlook
If a participant already has an upcoming interview linked to that scheduling page, they will see the confirmation page for that interview instead of a new list of available times.
The calendar event includes a meeting URL. At the scheduled time, participants can open that link, return to the confirmation page, and click Join meeting.
If you use automated macros, the participant receives the Joined email and any other emails you have enabled.
Researchers linked to the study also receive a confirmation email with a calendar event they can add to their personal calendars.
Rescheduling
Participants can open the schedule details page from their original confirmation email or calendar invite. If the interview is still upcoming, they can select Reschedule and choose a new time based on the host's availability.
They can also add a reason for the change before selecting a new time. After they confirm the update, Aha! Discovery sends updated details and updates supported calendar events.
Scheduling follow-up interviews
During a study, you may want to meet with the same participant more than once. For example, you might hold a weekly feedback call during a multi-week early access program. You can reuse the same scheduling page link for follow-up interviews.
When a participant opens the scheduling link:
If they already have an upcoming interview, the scheduling page shows that interview's confirmation page instead of new time options.
If they do not have an upcoming interview, the scheduling page shows available time slots so they can book a new interview.
This lets you send the same scheduling link each time you invite the participant to book a follow-up conversation. Each new booking creates a separate interview record, adds it to the workspace calendar, and sends updated confirmation details. It also prevents overlapping future bookings for the same participant.
Scheduling meetings outside of Aha! Discovery
If you have already coordinated with a participant and scheduled a meeting (or plan to) outside of Aha! Discovery, you can manually create an interview record with the accurate date and time to ensure the team can track and manage research activity. Doing this will also ensure that you have a dedicated place to upload and store relevant video or transcript assets for analysis after the meeting has taken place.
When manually creating interviews:
Aha! Discovery will not send emails (calendar invites or reminders) to the participant or the researchers for the meeting automatically.
The interview will appear on the Calendar in Aha! Discovery.
Manually create an interview
Navigate to your study and access its Participants page. If the person you are scheduling for is not already a study participant, add them now.
Navigate to the study's Interviews page and click Add interview.
Name the interview. Then, select the meeting host from the Researchers menu.
Use the Participants menu to select the person you are scheduling.
Configure the interview's Date and Time.
Choose a Mode.
Click Create interview.