After creating a Live Video Interview Activity (Type: Participants Schedule their own Meeting), Recollective will automatically send an invitation to all Participants, informing them that the calendar to schedule their Meeting is now available. However, there may be times when you’re only looking to meet with select Participants or select Segment(s) of Participants. In this article, we highlight how you can limit who can be scheduled to meet.
Analysts and Moderators can Limit who can scheduled to meet by following this two-step procedure:
Option 1:
Step 1(a): Create a Segment to Assign Participants to (Bulk Import)
Moderators assigned to the study and Analysts can assign participants using Bulk Import.
Prepare a spreadsheet for Bulk Import
Label the first column: Email Address
Enter each participant's email address in a separate row
Label the second column with the desired Segment name (Example: Interviews - Group A)
Place a 1 in the column to assign a Participant to that Segment
Repeat #3 as needed to create additional Segments
Save the spreadsheet
ℹ️ Note:
📍Go to the Study Admin menu > Add Participants > Bulk Import a Spreadsheet
Import the spreadsheet
When prompted, define the columns as New Segment
📌 Note:
More information on the Bulk Import process is available here.
Step 1b: Create a Segment to Assign Participants to (Manual)
Manually assigning participants to a segment can only be done by an Analyst.
ℹ️ Note:
📍Go to Site Administration > Panelist > Segments
Select New Basic Segment
Name the Segment (Example: Interviews - Group A)
Optional: Limit the visibility of the Segment to the relevant Study. This step is recommended if you will run multiple Studies on the same Site
Click Save
Assign any relevant Participants to the Segment
Locate the Segment and click Advanced Options
Click Manage
Click Not Assigned
Optional: Add any other additional filters to narrow down the list of Participants (ie. Assigned Study)
For each Participant you want to assign, select the checkbox next to their name or username
At the bottom of the page, select Add to {Segment Name}
Click Apply
Step 2: Create a Live Video Interviews Activity
ℹ️ Note:
📍Go to the Activities tab within the Study
Click on Add Activity
Give the Activity a Participant-facing name
Select the Live Video Interviews Activity type
Select the meeting host(s), Interview Start Date, and Interview End Date
Select a date to Open activity on. This is the date by which invites will be sent and Participants can begin scheduling interviews
In the Activity Access section, under the Participant Access heading, click on Only select segments to select the desired segment(s) from the list
Optional: Configure the Activity Behavior settings as you see fit
Optional: Modify the Invitation as needed
Click Next Step
Configure the calendar per your individual availability
Once the Activity is open, Participants in the selected segments may begin scheduling themselves.
Option 2: Create a Live Video Interview Activity and select the specific Participants you would like to schedule to meet
ℹ️ Note:
📍Go to the Activities tab within the Study
Click on Add Activity
Give the Activity a Participant-facing name
Select the Live Video Interviews Activity type
Select the meeting Host(s), Interview Start Date, and Interview End Date
Select a date to Open activity on. This is the date by which invites will be sent and Participants can begin scheduling interviews
In the Activity Access section, under the Participant Access heading, click on Only select participants to select the desired participant(s) from the list
Optional: Configure the Activity Behavior settings as you see fit
Optional: Modify the Invitation as needed
Click Next Step
Configure the calendar per your individual availability
Once the Activity is open, the selected Participants may begin scheduling themselves.
📌 Note:
Note: Participants will be eligible for selection within the Only select participants menu if they have Joined the study, have been invited to join, or have been scheduled an invite.
⚠️ Warning:
Note: You only need to limit who can be scheduled to meet if participants are scheduling the meetings. When Admins schedule meetings, the activity is not visible to participants unless they have a meeting scheduled.
📌 Note:
🗣️: Still have questions or want to leave feedback on how we can do better? Contact us at [email protected].