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Researcher
March 13, 2024

Scheduling a call

Author
Jonathan Kennedy

To schedule a call with a participant, you’ll need to create a project, select participants, and provide a booking link so they can choose a time that works for both of you.

Follow the steps below to set everything up correctly.

Step 1: Create a Project and Select Participants

  1. Create a new project.

  2. Select the participants you want to interview.

⚠️ Important: Only selected participants will be able to book a call with you. If a participant is not selected, they won’t see your booking link.

Step 2: Set Up Your Booking System

You can use either:

  • Our internal booking system

    • Connect your Google Calendar

    • Set your availability directly in the platform

or

  • An external booking link (available for some older accounts)

Popular external calendar tools include:

  • Calendly

  • Google Calendar

  • Cal.com

  • Other scheduling tools

Step 3: Create a One-on-One Booking Calendar

When setting up your calendar:

  1. Create a booking page for one-on-one sessions.

  2. Make sure the calendar accurately reflects your availability.

  3. Block off non-working hours to avoid:

    • Double bookings

    • Calls outside your working schedule

Step 4: Add the Booking Link to Your Project

  1. Copy your booking link.

  2. Paste the link when creating or editing your project.

  3. Ensure the link allows participants to select from your preferred time slots.


Step 5: Consider Time Zones

If you’re running research with participants from different regions:

  • Be mindful of time zone differences.

  • Offer time slots that are reasonable for participants in other locations.

  • Clearly confirm that your booking tool automatically adjusts for time zones.

This helps avoid missed calls and scheduling confusion.

Step 6: Confirm and Pay

After the call:

  1. The participant will mark the call as Attended.

  2. The participant’s status will automatically change to Awaiting Payment.

  3. Click Confirm and Pay to complete the payment.

  4. Leave a review for the conversation you had.
    The participant will also be able to rate the conversation.