Panel Scheduling in EyeQuestion

Panel Scheduling in EyeQuestion


Introduction


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?

Timeslots creation

After creating a Project, timeslots can be added under the “Schedule” tab.







Email panelist(s) to make an appointment

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.

A quota is automatically applied for each timeslot: 
if you invite 10 panellists for a location with 6 booths. After the 6th appointment is scheduled, the next panellist won’t be able to book. 


Monitoring appointment


Project managers can easily track the status of panellists appointment via “Users Status” tab in the Project and plan the sample preparation accordingly.

In case a panellist cancels an appointment the user will need to manually re-send invitations to panellists who didn't make an appointment yet, if he/she wants all the booths to be occupied.


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.


Questions?

If you have any further questions about this feature, please do not hesitate to contact our friendly Support team on support@eyequestion.nl








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