Panel Scheduling in EyeQuestion

Panel Scheduling in EyeQuestion


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.


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

    • Related Articles

    • How can I import a panel?

      You can invite panellists to participate in your panel by: - Transferring them from the Panel Database to the panel access list - Using Import Open a project and click the panel tab. Panelists can be added to the panel by adding them to the access ...
    • How to cite EyeQuestion/EyeOpenR in your article

      Data Collection If you have used EyeQuestion for data analysis you can use the following citation form:  EyeQuestion® (version xxx, EyeQuestion Software, the Netherlands) Data Analysis If you have used EyeOpenR for data analysis you can use the ...
    • Categories and Dynamic Panel

      Dynamic panels allows the panel manager to create a panel based on one or more category filters. Categories are characteristics of panelists. It contains the information such as allergy information, age, gender etc. Please note: dynamic panels are ...
    • Why are the results from panel and panelist performance different?

      Although the panel performance and the panellist performance seems to be linked, at least from an interpretation point of view (one could expect that the panel is discriminating if panellists are discriminated), the analyses involved different data ...
    • What are the messages that are displayed to the panellists?

      Login failed The username and/or password is not correct. User names and passwords are case sensitive, please check if Caps Lock is set on. If necessary, please use the Forgot password? option to request a new password. A new password will be ...