Connect your Google account to Ethnio to automatically see scheduled participants on your calendar, create separate calendar invites for Collaborators with no P.I.I., and more. This can help with show rates and internal visibility for getting your team to attend sessions. Works with 1:1, Group, Backup, and MSM sessions. Sections in this article are coming soon:
To get started, head to Account >> Integrations >> Calendars
Step 1: Then select Sign In with Google
And select the screener you'd like to connect your Google calendar to (don't worry you can connect it to as many screeners as you'd like once you've authorized Ethnio)
Now you'll need to select the Google account you'd like to use
And here comes the most important part, which may look different depending on the security settings on your Google account, particularly at large organizations. You may need to request permission from your security/IT team before being allowed to continue.
Last step is to choose the calendar in your Google account you'd like to use for calendar invites. Note you can use a different calendar for collaborator invites, and you should see any calendar that Google lists under My Calendars, which means if you have write permission then you can use it in Ethnio.
You've now authorized 🎉🎉🎉 It's time to turn on the calendar invites and setup options.
The first thing you'll want to do is activate the toggle at the top left of Scheduling >> Calendar Invites is turned on, and now go through important options
This is mainly for the facilitator and can't really be shared unless you use a shared Google calendar. It contains PII and your participant will see the content of the calendar invite on their calendar. Location is synced automatically with scheduling emails, so if you setup a Zoom here it will also be reflected as [Location] in any emails or reminders. The idea is if you have other attendees, the participant shouldn't see them, which is why we've created a separate collaborators tab (more on that below).
This is a separate calendar event that the participant never sees so you can send to anyone you'd like, and typically it doesn't contain PII about the participants. This can either be something you put on a shared internal calendar or add guests. This way you could invite 100 collaborators and say something like "YOU MUST WATCH THIS AMAZING RESEARCH SESSION," without worrying the participant will see that.
How to Test
The logical first thing you'll want to do is make sure calendar events show up on your GCal, but there are a couple key things to keep in mind to make sure your test is successful. First, the quick tips on how to test:
- Use a secondary email you can check for the fake participant that is NOT your main Google account. If you have a throwaway email on Hotmail you never use, or a personal Gmail outside of your work email that is perfect. You can also use the + trick to make sure it's unique every time. Something like email@example.com will not be in Ethnio already as a duplicate and you'll see what it's like to receive the calendar invite
- Confirm manually to speed things up
- Look for calendar invite in the scheduling feed - if that shows up there it should be on your Gcal
- If you turn on collaborator events, give those an additional 10sec to show up
Longer Testing Instructions
Step 1: Create some interview spots in the future from scheduling >> calendar
Step 2: Open up the screener from Preview or the link using the shortcut at the top of your screen
Step 3: Fill out the screener and be very careful to use a unique secondary email that is not the same as your Google account and you haven't already used in Ethnio. In other words, if your Google account is firstname.lastname@example.org you need to use email@example.com when filling out the screener, and if you are trying multiple times, each time use a different participant email like firstname.lastname@example.org or email@example.com
This is the biggest source of testing errors - using the same email your Google calendar uses or not using a real email you have access to
Step 4: Confirm Manually for speed's sake, so click on the Potential Recruits to Invite
And then the grey Confirm Manually button
Step 5: Check Feed & Calendar for Calendar Invite, where you should see bo
Problems Connecting? Common Issues
The most common problem trying to connect your Google account to Ethnio is missing one of their small checkboxes as you go through the authorization steps.
Changing an event in GCal
If you change an event on your GCal, it will update for participants and/or collaborators but it will not update back in Ethnio. There are a bunch of reasons for this, but our recommendation is to make changes in Ethnio if you can, or if you need to add a new Zoom link or something like that.