Conversations with your customers are invaluable, but scheduling them can be time-consuming and frustrating for both parties. Create a self-scheduling page to streamline the process, enabling your research participants to schedule at their convenience. This makes it easier for customers to meet with you and gives you time back to talk to more customers.Click any of the following links to skip ahead:
Scheduling overview
Keep track of your customer interviews by scheduling them with Aha! Discovery. Workspace contributors can schedule interviews manually and link them to research studies. You can also customize a self-scheduling webpage for your study that customers can use to self-schedule a meeting with you.
When someone self-schedules a meeting through your scheduling page, Aha! Discovery creates a new interview record and links it to your study. The interview will be added to the workspace calendar at the scheduled time.
Manual scheduling
If you have already agreed on a date and time to meet with a participant, you can schedule their interview manually in Aha! Discovery.
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 for.
Configure the interview's date and time.
Choose a Mode.
Click Create interview.
If you need to reschedule an interview, you can do so from its Overview tab:
Navigate to your interview's Overview.
Hover your cursor over the When field and click Reschedule.
In the rescheduling window, adjust the date and time and enter a Reschedule reason (optional). This field can be pulled into your automated Reschedule macro with the [Interview_reschedule_reason] text variable.
Click Reschedule interview.
Self-scheduling
Save time reaching out to each participant individually by letting customers self-schedule interviews. To do this, create a scheduling page, prepare an invitation, and invite participants. Then, follow up with participants who schedule with you.
Create a scheduling page
Configure the webpage invited participants will use to select a time to meet with you. To do so, click Schedule from your study's Overview page. Then, configure the following sections. Click Preview scheduling page at any point along the way to see how your scheduling page is shaping up.
Branding: Customize the page to match your brand. Upload a Logo and choose an Accent color.
Study information: Describe your research so participants will understand what you want to discuss with them. Enter a Title and Details in this section. This will display at the top of your scheduling page under the logo.
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Times: Set the times you are available to meet with participants.
Interview duration: Select an option for how much time you need to conduct each interview.
Availability: Click Add specific days and times. Then, select a date and configure the time ranges when you are available to meet with participants. Click + to add an additional time range for the same date. Click Apply to save your changes. When someone schedules a time, it will no longer be available for other participants to select.
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Meeting link: Choose an option for the meeting link that will be provided to the participants:
Use my meeting URL: When you select this option, enter the meeting URL you will use to meet with participants. Use a recurring meeting link here. You will need to record the meeting and import the meeting's transcript manually.
Use automatically generated URL: This option is for use with the Zoom and Microsoft Teams integrations. When someone schedules a meeting, a meeting URL will be created automatically through the integration. You will need to record the meeting. The video and transcript recordings will be uploaded to the interview automatically.
Invite participants to self-schedule
Once you share your 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 to send the email invitation.
Self-scheduling experience
Participants can click the scheduling link from the email invitation you sent to navigate to the scheduling page you prepared. From here, they can enter their name and email address and select the time they would like to meet with you before clicking Schedule.
After a participant schedules an interview, they will see a confirmation. From here, they can add the meeting event to their Google Calendar or download the event to their Apple or Outlook calendar.
Saved calendar events will include a meeting URL. That URL will bring the participant back to the confirmation page, where they can click Join meeting to meet with you.
The participant will see a confirmation screen stating that their interview is scheduled.
If you are using automated macros, the participant will receive the Joined email and the following applicable emails that have macros enabled.
Follow up with participants
If you are planning to conduct your interview over video and you do not want to provide a recurring meeting URL, you will need to provide a participant with the meeting URL. If the participant self-scheduled, you can do this from a study's Inbox.
In Aha! Discovery, access the study's Inbox and toggle to Sent.
Select the email confirmation you sent the participant to reveal the ability to reply.
Use a manual macro or type in a friendly message and paste in the meeting URL.
Click Send.