How to Invite Participants to Schedule a Live Video Interview

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 a select subset of Participants. In this article, we highlight how, through Segmentation, 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:

Step 1: Create a Segment to assign participants to (Manually or using the Bulk Import method).

Step 2: Create a Live Video Interview Activity, limiting who can be scheduled to meet to the new Segment

Step 1a: Create a Segment to Assign Participants to (Bulk Import)

Moderators assigned to the study and Analyst can assign participants using Bulk Import.

Prepare a spreadsheet for Bulk Import
Label the first column: Email Address
1. Enter each Participants email address in a separate row
Label the second column with the desired Segment name (Example: Interviews - Group A)
1. Place a 1 in the column to assign a Participant to that Segment
2. Repeat #3 as needed to create additional Segments
Save the spreadsheet

📍Go to the Study Admin menu > Add Participants > Bulk Import a Spreadsheet

Import the spreadsheet
When prompted, define the columns as New Segment

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 Analyst.

📍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
1. Locate the Segment and click Advanced Options
2. Click Manage
3. Click Not Assigned
4. Optional: Add any other additional filters to narrow down the list of Participants (ie. Assigned Study)
5. For each Participant you want to assign, select the checkbox next to their name or username
6. At the bottom of the page, select Add to {Segment Name}
7. Click Apply

Step 2: Create a Live Video Interviews Activity

📍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 in which invites will be sent and Participants can begin scheduling interviews
Under the Limits heading, enable Limit who can be scheduled to meet
Select the desired segment(s) from the list
1. Optional: Configure all other Limits as you see fit
2. Optional: Modify the Invitation as needed
Click Next Step
Configure the calendar per your individual availability
Once the Activity is open, Participants may begin scheduling themselves!

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.