New scheduling feature: Sending appointment confirmation email with a calendar invite.
Scheduling helps a user to send emails to panelists from a questionnaire so that they
can make an appointment and receive a confirmation email from EyeQuestion. The
new feature will add a calendar invite when sending out a confirmation email so that
panelists can easily add the appointment in their calendar. In order to learn more about the scheduling functionality, please continue reading.
One of the more challenging tasks in conducting sensory and consumer research is the process of manually checking the availability of your panellists participation by calling or emailing them. This traditional approach is not ideal as it is time consuming as well as resource-heavy for both the user and panellist. Users are burdened with extra work whilst panellists can feel overwhelmed if they need to reschedule their appointment and a check with the study coordinator for the next available timeslot is required.
In order to make this process more user friendly for both sides we have improved the option to schedule appointments in EyeQuestion 5 for all users who do not have access to EyeContact Advanced Panel Management. Using a regular EyeQuestion Project, users can add timeslots and send automatic emails from the application to a panel. Panellists can easily make an appointment for a certain timeslot and reschedule on their own if needed.
How does it work?
After creating a Project, timeslots can be added under the “Schedule” tab.
Users can send the email immediately or at a specific date and time to the panellist via the option Schedule Email.
Panellist will receive an email with a portal link to view all the available timeslots and select one that works best for them to create an appointment.
Once a timeslot is booked, panelist will get an automatic confirmation email with a calendar
invite so that panelists can add the appointment date and time in their calendar. This calendar
invite works for the email providers such as: Gmail, Outlook, Yahoo!Mail
Once a panelist accepts the invitation then it will be added in their calendar.
The confirmation message can be customised to add more details like the study location, general guidelines etc.
Project managers can easily track the status of panellists appointment via “Users Status” tab in the Project and plan the sample preparation accordingly.
The projects that are using timeslots can be viewed in the Allocate > Calendar which makes it easy for a user to coordinate sensory studies if there are multiple departments running sensory and consumer studies frequently. To view more details about the Project, click on the timeslot in the Calendar.