Rally Scheduler

Scheduling interviews is made simple with our Study Scheduling Tool. You can easily set up your interview type, hosts, and availability. Check out our tips on Effective Scheduling Strategies.

Setup Your Rally Scheduling

Select the Scheduling step of your Study.

Event Setup

1. Select your preferred Calendar app.

3. Add the Event Name and Event Description.
   1. We suggest using Personalization Tokens to customize outreach.
4. Set the interview Duration in minutes or hours.
5. Specify the Location.
   1. Select 'Zoom' or 'Google Meets' for online interviews with our integrations.
   2. Select 'Custom Location' for in-person interviews or to use an alternative video conference app.
      1. For alternative video conference apps, include the link in the additional Calendar Location text field.
      2. For in-person interviews, if the location for all in-person interviews for this Study will be the same, use the additional Calendar Location text field to add the physical address and room where interviews will take place, or leave this field blank to add later in location details for each event.
   3. Select 'No Location' to exclude locations during scheduling and manually update the location later in your own calendar tool.

Assignment

1. Choose your Scheduling Type from the following options:
   1. Standard 1:1: The participant meets with one interviewer.
   2. Collective: The participant meets with a group of interviewers when all of them are available.
   3. Round Robin: The participant meets with one interviewer out of a rotating pool of interviewers. As long as at least one of the hosts is available, Rally shows the slot as available. Then we randomly select one of the available hosts as the interviewer. This optimizes for the maximum number of available slots.

2. Add Hosts. For Collective and Round Robin scheduling, include multiple hosts.

3. Optionally, you can also add Guests. Guests will be included in all interview invites regardless of their availability.

Availability

1. Available Dates: Select either a Fixed Date Range or a Rolling Date Range. For a fixed date range, choose a start and end date. For a rolling date range, specify the number of days.
   
2. Availability: Choose between a common schedule for all hosts or individual host availability.
   1. Set the same hours for all interviewers: Set the days and hours you want interviews to be held. You can also select specific dates that override the common schedule. Additionally, set the meeting conflict handling.
   2. Use each interviewer's preferred hours: Use each host's general availability, which can be customized in the Availability section of settings. If there are multiple hosts, you can view their shared availability by clicking the 'Check Availability' button in the top right corner. If their shared availability is limited, Super Admins can override it. Learn more about Conflicts and Overrides.
      
3. Date Overrides: Add dates when availability changes from normal working hours.
4. Meeting Conflict Handling: Decide how Rally's Scheduler treats your Interview team's other calendar events when booking new interviews.
   1. Default: Don't book over busy events.
   2. Strict: Don't book over any events (Free or Busy).
   3. Off: All events can be booked over.

Limits

1. Buffer time before and after interviews: Optionally allow for preparation or wrap-up.
2. Minimum booking notice: Specify your preference, such as 12 hours minimum booking notice, to avoid last-minute booking surprises. Time slots within the minimum booking notice window won't be displayed.
3. Daily Interview Limit:Restrict the number of interviews that can be booked in a given day for the study. Leaving it blank means unlimited interviews per day.
4. Time Slot Intervals: Set the frequency of available time slots on the booking page. Smaller increments will provide more available options for participants.

Advanced

Customize the participant's view after booking an interview or once the study's interview limit is reached.

1. Confirmation Page: Shown once a participant successfully books a time.
2. Fully Booked Page: Shown when the study is closed, paused, or you have no more availability within the date range.

Observer Rooms

Optionally, enable a virtual Observer Room to invite stakeholders or teammates to view a live stream of your user research interviews without distracting participants.

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You can add observers as hosts to consider their availability as well.