Why Calendar Setup is Required
Before you can invite participants to your study, you must set up your calendar availability. This ensures participants can book appropriate time slots and receive proper meeting information.
Step 1: Set Availability
Configure your scheduling preferences:
Buffer before interview: Time buffer before each session (in minutes)
Buffer after interview: Time buffer after each session (in minutes)
Minimum scheduling notice: How far in advance participants must book (in hours)
Max Bookings: Total number of bookings allowed for this calendar
Max Bookings per day: Daily limit on scheduled sessions
Then select your available time slots using the calendar grid:
Navigate between weeks using Today/Back/Next buttons
Click on time slots to mark them as available
Resize time blocks as needed (you cannot drag and drop slots)
Set availability across multiple days as needed
Step 2: Set Meeting Details
Provide essential meeting information:
Meeting link: Add your Zoom, Google Meet, or Microsoft Teams link (this link will be used for all sessions and sent to participants when they schedule)
Special instructions: Additional details for participants (appears in their calendar invite)
Example special instructions: "Please arrange to be in a private location (your office or home, but not a cafe) when joining the call. It's also important that you have a solid connection so that we can hear each other clearly!"
Step 3: Set Notification Users
Choose who receives email notifications:
Add team members who should be notified about participant activity
Multiple users can be added to the notification list
Notifications are sent for: qualified participants being added, participants scheduling sessions, and participants rescheduling sessions
Important Notes
Calendar setup must be completed before you can invite any participants
Participants will see your available time slots and can book directly
When participants book, a session is automatically created in your project
A Tetrabot will be scheduled to record and stream the meeting to your app
Next Steps
With your calendar configured, you're ready to start managing participants and sending invitations.
Next: Managing Participants →