Scheduling Overview


Finding and tracking research interview times is a huge pain in the ass. We aim to make that easier with our scheduling feature. Here's how it all works:


Step 1: Add a Scheduling Question

Go to Screeners >> Questions, and add a question that is "Magic Scheduling." You also have to have both an email and a phone question. This is so our automated emails and texts can work.




Step 2: Define Open Interview Times

Head to "Scheduling" in the top nav and add Open Interview Spots (or OIS if you will) that you want to have available for participants to choose for an interview time. Make sure that your correct time-zone is chosen.


2a) Preview that screener to see what kind of experience your participants will have. They are also required to choose their timezone and we calculate the difference - thanks, computers, for being good at that:


Step 3: Customize Emails

The core of scheduling is letting ethnio send emails to your potential participants. You can customize the sender, the from, and all the text. Mainly you need to be comfortable letting ethnio send an email to each participant that you choose in the next step on your behalf. Once they are confirmed, they also will get all the details via email.

3a) Customize and set automatic reminders for participants about their selected interview. This is totally optional and you can disable them but helpful in making sure people actually remember their times.



Step 4: The Yellow Boxes

As recruits sign up for date/time slots, you will have the option to schedule them by noticing that an interview spot turns yellow and shows how many potential participants you have for that time. A confirmation email will be sent to recruits after they sign decide to participate and choose a date & time- and are confirmed to be scheduled by You. It will only turn green after the participant has clicked "confirm my interview," or whatever language you choose because it's totally customizable and international-friendly for other languages.


4A) If you fill out a preview you will see yourself appear in a yellow box. This is also where you'll see prospective participants. Rollover their name to click the Schedule button. Note this will send them an email so they can confirm their interview.



4B) This is what your participant will then see - first an email and then a congratulations page if their time is still open. In a weird situation where two people click the link close together, the first one gets it, and the next person gets a "Sorry about that - this time is no longer available."




Step 5: Success: A Green Box

That's it! Once a box turns green your participant is scheduled for that time slot. Feel free to ask if you have any other questions regarding this, or if you think a particular feature might be beneficial for using this 'scheduling' we have created. 




Now at this point you can do a couple more optional things. You can add backup/alternate spots that either are one for the whole day or one backup for a specific spot. Just hit the Backups toggle to turn on that mode and click to add backup spots. You can also Export to Outlook/iCal or use the Google Calendar Sync. The advantage of gCal sync is that it's instant, whereas export can take 10min or even hours to update on your Outlook or iCal calendar, depending on your refresh settings.


Here's an overview of the whole process in case it's helpful:

Have more questions? Submit a request


  • Avatar
    Avvo User Research

    The user sees a button in the email that says "confirm my interview" - what happens with that information? Do I get confirmation that the button was clicked (or not)?

  • Avatar

    What happens if more than one user chooses the same slot before we are able to schedule them? How do we ask them to reschedule?

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    Ethnio Help

    Good questions - updating this since we've updated scheduling quite a bit -

    Avvo: you do get notified when the user clicks "confirm interview" both via email and on your calendar page the time slot for that participant turns green and their name appears.

    Myhealthcasts: while multiple users can select a given time, you can only confirm one participant per time slot. Once someone is confirmed the time is no longer available.

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    Simon Johnson

    My interview are 4 hours in duration. I want ppp to be able to choose any starting hour between 9am and 4pm. Is it best to set up a 1-hour open slot for every hour of the day so people can choose the nearest hour that suits them? If I specify the slots are 4 hours in duration I can't place more than 2 slots per day. - Any ideas?

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    Ethnio Help

    Probably the best is to set up a bunch of spots, then add a follow-up question asking them "if none of the above times work for you please specify when would work for you." If you create 1 hour spots there are gonna be all sorts of problems once you start scheduling people. You can always move the 4hr spot and re-send the screener with the suffix #schedule to a participant after you've changed the time... Like

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    Simon Johnson

    Thanks for the tip. You mentioned a "follow-up question", how exactly would you create that in the screener? Ideally it a follow-up question would only appear after the participant had chosen a time slot.

  • Avatar
    Ethnio Help

    Just a regular next question that says "If there are other times that work better for you then the times listed above, please specify them: [ single text field]"

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