Creating + Sharing Meeting Links

For online studies, you'll need to create and share a meeting link with a participant.

If you'd like to use Zoom or Google Meet meeting links, we have an integrations for that! With our integrations, you can automatically generate unique links, making it really quick and easy to set up moderated sessions. Check out our Zoom integration support guide and Google integration support guide for more information.

If you'd like to share a GoToMeeting, Webex, Lookback, or any other tool's link with a participant, we'll share how to do that below.

Moderators 

The project owner or any project collaborator can update the default or session moderator.

Default moderator 

👤 To set or update the default moderator on a project
1. Visit your project workspace and click on Research design.
2. Go to the Research activity tab.
3. Under the Session attendance, location, and scheduling section, you’ll see an option to edit session attendance and location.
4. Here, you can use the dropdown to designate the moderator for the session. You can also set default session attendance for each collaborator (Moderator, Required, Optional, Not included). Note that you can only have one moderator per session.
5. Click “Save”, and UI will automatically use these attendance rules for every confirmed session.

The default moderator can be the project owner or any of the project collaborators. You can set the default moderator during project creation, or anytime after the project has launched. Updating the default moderator will only apply to sessions that are confirmed after changes are made.

💡Note: You can only have one moderator per session. If you want to have additional people attend the session, you can add them as required attendees.

Session moderator

👤 To set or update the session moderator
1. Visit your project workspace and click on Participant management.
2. Go to the Sessions tab.
3. Select the pencil icon on the session you’d like to set or update with a session moderator.
4. Select a moderator from the drop down.
5. Insert the session link in the Location box.
6. Save

The session moderator will be the default moderator unless you’ve updated the moderator on the confirmed session itself. If the session moderator changes, the link field will automatically update to the new link for confirmed participants, as the email field is a variable.

Session location

To set the default session location, navigate to the Session location dropdown menu in the “Attendance and location” drawer. You’ll see the option to set a manual session link, or use the moderator’s connected Google Meet or Zoom account to generate meeting links automatically.

💡Note that User Interviews will always default the session location to the moderator’s connected account. So if you need to change moderators for any reason, simply update that person’s role to “Moderator”, and the session location options will update to the new moderator’s connected accounts.

For ReOps folks, this means you (as the project owner) can easily set up a project on the behalf of someone else (the session moderator), setting the session location to their connected account. This will ensure that the moderator is set up with the right meeting link, and collaborators will receive all of the appropriate calendar invitations and updates.

Session link

If you need to distribute unique links using a tool other than Zoom or Google, you will need to create those links and copy/paste them as session links.

• If the default or session link changes, the link field will automatically update to the new link for confirmed participants, as the email field is a variable. 

👤 To set or update the session moderator
1. Visit your project workspace and click on Participant management.
2. Go to the Sessions tab.
3. Select the pencil icon on the session you’d like to set or update with a session moderator.
4. Select a moderator from the drop down.
5. Insert the session link in the Location box.
6. Save

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*If when the participant confirmed their session there was NOT a default and/or session link, we strongly recommend adding the link no later than 24 hours before their confirmed session to ensure they receive the link in the reminder email. Links added within 24 hours of the session where there wasn’t a default and/or session link before may not be automatically emailed to the participant.

Accessing session links

You can always access a session link in the "Confirmed sessions" section of your project, as well as from the calendar event and day of sessions reminder email.

Calendar events

Your link will populate in a calendar event for synced calendars. You'll notice the link may look different—we convert your link into a variable so should you update the link (eg if you switch moderators) you'll still be able to access your session from your calendar.

Day of sessions reminder email

On the day of sessions, you'll receive an email with information for each session: the session time, participant's name, meeting link, etc. You'll notice the link may look different—we convert your link into a variable so should you update the link (eg if you switch moderators) you'll still be able to access your session from the email.