Help & Support

How do I add or remove sessions to/from my calendar?

Adding and editing sessions on your project calendar.

written by
Melanie Albert
Last updated:
September 30, 2019

To update your calendar, click "Manage Availability" under the Schedule section of the left hand menu. You'll be able to add future blocks of time. As you add new times, a button will appear that will allow you to save your changes. Be sure to do this before you move off that page!

Best Practices

Managing a calendar can be tricky, so please keep the following in mind.

Timezones

During setup, check that the timezone is correct based on your location. You will not be able to change your timezone after a project has launched. If participants are scheduled and you need to update your timezone, all participants will need to be rescheduled. If it needs updating, email projects@userinterviews.com for assistance.

Rescheduling Participants

If you need to reschedule a participant, you will incur a fee if they are unable to schedule a new time. If your schedule is flexibility, consider reaching out to the participant directly and agree on a new time.  You can add that time to your schedule and move them directly into that spot.

Calendar Formats Based on Project Type

The calendar formats are different for each of the four project types. Outlined below are the setup, tips, and how to edit each type of calendar.

1-on-1 Interviews

The calendar design for this type of interview allows you to block out individual times. 

A few things to keep in mind:

  • Select the correct timezone based on your location. If you change your timezone, the session will not automatically update. Be sure to move, remove, or add sessions to match your new timezone.
  • Set the default number of slots in each session to 1, so it appears as "0/1 slots" in each blue time block. Otherwise, multiple people can sign up for the same session time.
  • All sessions must be the same length, reflecting the session length determined in your project setup.

Last but not least, be sure to save your changes!

An example of a 1-1 interview scheduling format.

Focus Groups

The calendar design for this type of interview allows you to block out individual times where multiple people can be booked for a single session. 

A few things to keep in mind:

  • Set the default number of slots in each session to reflect the number of people who can sign up for a specific time. If you'd like to change a session to allow more or less than your default, click the edit icon in the blue time block. This will let you update each block of time individually.
  • All sessions must be the same length, reflecting the session length determined in your project setup.

Last but not least, be sure to save your changes!

An example of a focus group scheduling format.


Multi-Day Studies

The calendar design for this type of interview allows you to block out days, not times, over which the study will be run.

A few things to keep in mind:

  • Sessions within this study type must be at least 1 full day. You will not be able to list partial day sessions.
  • Set the default number of slots in each session to reflect the number of people who can sign up for a specific time. If you'd like to change a session to allow more or less than your default, click the edit icon in the blue time block. This will let you update each block of time individually.
  • All sessions must be the same length, reflecting the session length determined in your project setup.
  • If you change your timezone, the session will not automatically update. Be sure to move, remove, or add sessions to match your new timezone.

Last but not least, be sure to save your changes!

An example of a multi-day study scheduling format.

Unmoderated Tasks

The calendar design for this type of interview allows you to set a deadline for when the task must be completed by your participants.

A few things to keep in mind:

  • If you change a deadline (either by shortening or lengthening), all confirmed participants will be notified via our automated email.
  • To view participant contact information, click the plus sign beneath their name.
  • The "Completed" and "Did Not Show" options will appear once the deadline has passed. This means you'll need to wait until after the deadline passes to record participation.
  • Selecting a 12:00 AM time will represent the beginning of the following day.

Last but not least, be sure to save your changes!

An example of an unmoderated task scheduling format.

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