Rally's Study Scheduler streamlines the process of scheduling and managing interviews with Participants. Here's how you can handle interview scheduling and the various scheduling states in Rally as you begin contacting and engaging Participants and they move through the various stages and statuses.
Scheduling an Interview
Once you've selected and invited Participants to the Study, you can send them an email invitation to schedule their interview.
The Participant can select a date and time that works best for them through the provided scheduling options.
After the Participant schedules their interview, a calendar invite containing the meeting conferencing link and dial-in details will automatically be sent to both the Participant and the researcher.
You can also manually book an interview for a Participant when relevant.
Interview Scheduled
As soon as the Participant schedules an interview, their Participant status in the Study will automatically change to "Interview Scheduled."
This status indicates that the interview has been successfully scheduled and confirms the Participant's availability.
Cancellation
In the event of an interview cancellation by either you or the Participant via the calendar invite, the Participant's status will be marked as "Canceled Interview" in the Study.
This status change helps keep track of canceled interviews for future reference.
Participants can cancel a booking from the link in their interview confirmation email.
To cancel an interview in a Study, select 'Interviews' from the sidepanel, select the relevant Interview status tab such as 'Upcoming', select the 3 dots ... to the right of an interview and scroll down in the actions menu to select 'Cancel Interview'.
Rescheduling
If you or the Participant reschedules an interview via the calendar invite, the Participant's scheduled date and time will be automatically updated in Rally.
This ensures that the Study schedule remains up-to-date and avoids any potential conflicts.
To reschedule an interview in a Study, select 'Interviews' from the sidepanel, select the relevant Interview status tab such as 'Upcoming' or 'Completed', select the 3 dots ... to the right of an interview and scroll down in the actions menu to select 'Compose reschedule email' to request the Participant to book a new time, or select 'Reschedule interview' to book a new time on behalf of the Participant.
No Show
In case a Participant does not attend the scheduled interview (no-show), it is essential to take appropriate action.
You can either re-schedule the interview with the Participant using the options in the section above, or manually update their status to "No Show" in Rally.
Select 'Interviews' from the sidepanel, select the 'Completed' tab, select the 3 dots ... next to an interview and scroll down in the menu to select 'Mark as no show'.
Manual Status Update
As a researcher, you have the option to manually update the Participant's interview status in Rally.
To make updates, hover over the Participant's name, select the 3 dots ... to open the actions menu, select 'Participant Status' to view all available options and select a new status to apply. Confirm your status change in the popup.
You can select the appropriate status for the Participant, such as "No Show," "Interview Canceled," or any other relevant status.
💡 Learn how Rally's native Scheduler allows for easy schedule configuration, interview booking, and management, or learn to Book Manual Interviews.