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 select Participants or select Segment(s) of Participants. In this article, we highlight how you can limit who can be scheduled to meet. 

1. Prepare a spreadsheet for Bulk Import
2. Label the first column: Email Address
   1. Enter each participant's email address in a separate row   
3. 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
4. Save the spreadsheet

1. Import the spreadsheet
2. When prompted, define the columns as New Segment

Step 1b: Create a Segment to Assign Participants to (Manual)

Manually assigning participants to a segment can only be done by an Analyst.

1. Select New Basic Segment
2. Name the Segment (Example: Interviews - Group A)
3. 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 
4. Click Save
5. 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

1. Click on Add Activity
2. Give the Activity a Participant-facing name
3. Select the Live Video Interviews Activity type
4. Select the meeting host(s), Interview Start Date, and Interview End Date
5. Select a date to Open activity on. This is the date by which invites will be sent and Participants can begin scheduling interviews
6. In the Activity Access section, under the Participant Access heading, click on Only select segments to select the desired segment(s) from the list
   1. Optional: Configure the Activity Behavior settings as you see fit
   2. Optional: Modify the Invitation as needed
7. Click Next Step
8. Configure the calendar per your individual availability
9. 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

1. Click on Add Activity
2. Give the Activity a Participant-facing name
3. Select the Live Video Interviews Activity type
4. Select the meeting Host(s), Interview Start Date, and Interview End Date
5. Select a date to Open activity on. This is the date by which invites will be sent and Participants can begin scheduling interviews
6. In the Activity Access section, under the Participant Access heading, click on Only select participants to select the desired participant(s) from the list
   1. Optional: Configure the Activity Behavior settings as you see fit
   2. Optional: Modify the Invitation as needed
7. Click Next Step
8. Configure the calendar per your individual availability
9. Once the Activity is open, the selected Participants may begin scheduling themselves.