Learn the answers to our most frequently asked questions around moderated scheduling. |
This article applies to: UserZoom
On this page:
- Do I have to use scheduling to run a Moderated study?
- How can I turn on Scheduling for a Moderated study?
- I have already arranged the sessions with my participants. Can I use the scheduler?
- Can scheduling for Moderated studies be turned off?
- How can I modify my availability for a study?
- Can I cancel or reschedule a session?
- Can a participant cancel a session?
- Can a participant reschedule a session?
- What happens if a participant does not show up for a session?
- What happens if the participant visits the link ahead of time?
- What happens if a participant tries to join a session late?
- What if participants try to use a link twice to join a session?
- Am I notified when the Moderator or participant cancels a session?
- Are there backup participants scheduled in case of a no-show?
Do I have to use scheduling to run a Moderated study?
This depends on your recruiting method:
- Yes: When recruiting participants with IntelliZoom.
-
No: When recruiting your own participants you can:
- Send participants the Screener & Scheduler Link so they can choose a slot from the Scheduler. This is the only option if you want to use a Screener.
- Agree with participants on a date and time for the session. Send them the Session Link. The Session Link allows them to join the session directly at the time of the session.
How can I turn on Scheduling for a Moderated study?
To turn on scheduling, add your availability to the Scheduler and add your questions to the Screener. Recruiting begins when you launch the study.
I have already arranged the sessions with my participants. Can I use the scheduler?
- No. Adding already scheduled sessions to the calendar is not available at this time.
- If you've agreed on a time with your participants or plan on doing so:
- Don’t add availability to your calendar for these time slots.
- Send participants the Session Link that will take them directly to the session.
Can scheduling for Moderated studies be turned off?
- Scheduling can't be turned off.
- Workaround:
- Send participants a Session Link.
- This allows participants to bypass the scheduler and go straight into the session at the date and time you have agreed with them.
How can I modify my availability for a study?
- Moderators can easily edit availability in the scheduler before or after the study is launched.
- Click and drag the top or bottom of the time block, or choose the time frames in the From and To dropdown.
Can I cancel or reschedule a session?
- Moderators can cancel sessions, but not reschedule them.
- You can cancel a session at any time, but keep in mind:
- If you cancel within 24 of the session start, you are charged.
- If you cancel outside of 24 hours before the session start, you are not charged.
- Refer to the UserZoom Fair Usage Policy for more information on cancellations.
To cancel a session, follow these steps:
- Within your study, go to Recruitment > Scheduler.
- Choose the session that you want to cancel.
- Click Cancel session.
- In the pop-up window, confirm the cancellation. The impacted participant gets an email letting them know the session was canceled/rescheduled.
- Choose if you want to:
- Keep the time slot open for other participants.
- Remove the availability completely.
Can a participant cancel a session?
- Participants can cancel a session using the confirmation email they received when they confirmed their spot.
- At the bottom of the email, they can click the link to cancel the session.
- Participant cancels flow:
- The participant opens their confirmation email.
- They click the cancel the session link.
- Both you and the participant receive a cancellation email.
Pro Tip: Remember to check your spam or junk folders if you're not receiving these emails. - If you're automatically recruiting participants with UserZoom, this slot will open up for a new participant.
Can a participant reschedule a session?
- Participants can reschedule a session using the confirmation email they received when they confirmed their spot.
- At the bottom of the email, they can click the link to reschedule the session.
- Participant reschedules flow:
- The participant opens their confirmation email.
- They click the reschedule link.
- Both you and the participant receive a cancellation email.
- The participant then schedules a new session.
- Both you and the participant receive an email with the new date and time.
Pro Tip: Remember to check your spam or junk folders if you're not receiving these emails.
What happens if a participant does not show up for a session?
Participants are given 15 minutes from the scheduled start of the session to join. After 15 minutes, they are considered a no show. If you're automatically recruiting participants with UserZoom, this slot will open up for a new participant.
What happens if the participant visits the link ahead of time?
- Participants can start the tech check 10 minutes before the session starts.
- Just like Moderated studies without scheduling, after the tech check, they stay in the waiting room until the moderator lets them in the session.
- If participants click the link more than 10 minutes before the session, they see a message that it's not time for their session yet and that they'll be able to join 10 minutes before the session starts.
What happens if a participant tries to join a session late?
- Participants see this message: "Your session time has passed!"
- Click the Start unscheduled button in the scheduler.
- Copy the link.
- Send the link to the participant.
- Click Start session.
- If the participant leaves the session and you click End session, repeat steps 2 through 5.
Note: If you don't click End session when the participant drops, they won't need a new link to rejoin.
What if participants try to use a link twice to join a session?
- Participants see this message: "Thank you for participating!"
- Give the participant a link directly to the session:
- Click the Start unscheduled button in the scheduler (Legacy studies before April 22, 2021)
The link generated when you click Start Unscheduled Session can only be used once. - Click the Study Links button (studies created after April 22, 2021).
- Click the Start unscheduled button in the scheduler (Legacy studies before April 22, 2021)
- Join the session.
Am I notified when the Moderator or participant cancels a session?
Yes. No matter who cancels the session, the Moderator and participant receive a cancellation email.
Are there backup participants scheduled in case of a no-show?
Recruiting continues once they are marked as a no-show to fill their slot as long as there is availability listed in the scheduler. If there is no availability in the scheduler, add more availability so someone else can schedule. There is no "waiting list" for additional participants.
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