Live Video Interviews allow you to schedule one-on-one video interviews with your participants. The Activity has been designed to maximize the number of completed meetings while minimizing the administrative burden.
Watch the interactive walkthrough below for an overview of Live Video Interview Activity setup.
Basic Settings
Every Activity must have a name. Note that Activity names will be revealed to participants in email notifications, even if the Activities are sequenced and the participant has not completed the prerequisite ones. For this reason, Live Video Interview Activity names should not include product/brand names that are meant to be blind throughout the study.
As part of the Live Video Interview setup, you must select who the Meeting Host(s) will be, as well as a window of dates for the interviews to occur.
Time Zone: Controls the time zone that meetings will be booked in. Participants and Admins calendars will always appear in their own time zone regardless of the Activity time zone (e.g. If the meeting times are set to 9-5 EDT, and the admins/participants time zone is CDT, it will appear as 10-6 CDT).
Meeting Hosts: This drop down menu is used to select the desired Hosts for the Activity. You can select as many Analysts or Moderators to be Hosts as you would like, and additional Hosts can be configured after the Activity has started if necessary.
Interviews Start: Indicates the first day that interviews can be scheduled.
Interviews End: Indicates the last day that interviews can be scheduled. This can be extended at any time if you need to add additional days.
You can further customize the date and time availability within this window using the Calendar settings.
Scheduling
When scheduling Live Video Interviews, you will have the option to have Participants schedule all meetings or Administrators schedule all meetings. When Participants are scheduling their meetings, they can enter the activity ahead of the Start date and then choose an interview time from a list of available time slots. When Administrators schedule all meetings, participants will not have access to the calendar and all meeting will be scheduled by an Analyst or Moderator.
Note that these settings will vary based on the selected schedule option. Please click on the relevant link below for more information.
Calendar
This section allows you to configure the calendar from which Admins or participants will select interview times. Each of the settings is explained in detail below.
The Meeting Duration: This allows you to determine the length of each interview time slot on the calendar. The meeting duration can be exceeded if necessary and is primarily for defining the frequency of interview slots or available start times.
The Meeting Buffer: This allows you to determine a buffer between scheduled meetings. This buffer window can help to avoid situations where a host has multiple consecutive meetings in a row and allows meetings to exceed the allotted time without influencing additional meetings that are scheduled afterwards.
Time Slots: This allows you to control how time slots appear on the calendar. You can optimize for flexibility or predictability. Please note that you cannot change this setting after meetings have been scheduled.
Flexible: Allows Live Video Interview activities to make use of a “flexible” calendar mode that allows for meetings to be scheduled on any 15-minute increment during available meeting times. For each host, this means meetings with a duration greater than 15 minutes will automatically “occupy” multiple time slots in this mode.
Predictable: Time slots will be preset to match the Meeting Duration and will be spaced out by any Meeting Buffer that has been selected. Only time slots that fit within the Meeting Times will be shown.
Meeting Times: Allows you to define when meetings can be scheduled. Participants are shown a set of available meeting times and are then required to schedule their meeting themselves. For example, you can configure the meeting times so that participants are only able to schedule meetings from 10:00 AM to 2:00 PM on specific days. These meetings are then evenly assigned to available hosts. It is important to note that you will not be able to modify the Meeting Start Time once meetings or Host Availability have been scheduled. However, you can extend the end time at any point if you need to account for meetings later than you had originally intended.
Host Availability: Determines whether hosts will start as available or unavailable by default. Hosts who start as available will be required to remove undesirable meeting times, while those who start as unavailable will be required to add desirable ones.
Waiting Room
The Waiting Room manages access to the Live Interview for the Participant and Client(s) until an Analyst or Moderator admits them.
During Activity setup, you can configure whether Clients should be admitted automatically into the backroom.
By default, all users see this message when joining the waiting room: Welcome. The host has been notified of your arrival. Selecting Customize waiting room message lets you update the default welcome message to suit your session’s audience. The welcome message appears to all users in the Waiting Room.
Notifications: Hosts and Participants
Within the Activity's setup > Notifications tab, you can choose what notifications are sent to Hosts and Participants, and whether or not Clients should be notified of new meetings. Notification options will vary based on whether Admins or Participants are scheduling meetings.
You can customize the following Notifications:
Meeting scheduled
Meeting starting soon
Customizing these notifications is a great way to let Participants and any Administrators you've selected know what to expect in their upcoming meetings.
Notifications: Administrators and Clients
Select the names of any Administrators from the drop-down list to ensure they receive a copy of the meeting notifications sent to hosts and participants.
📌 Note: Clients and Moderators will only appear in the list if they have been given access to the Study.
Point Customization
If you have chosen to enable the point tracking feature for your Study, you will see a Points tab on the Activity Setup page with the option to Customize points awarded for activity completion. This is an opportunity to depart from the default point allocation for a Live Group Chat Activity as configured in Study Settings: Points.
Prepared Content Items
Once the setup stage is done and saved, you can begin to build out any Prepared Content you know you'll need for your Live Video Interviews. Navigate to the Prepared Items tab and select the Add Item button at the bottom of the page to add new items.
🗣️ Still have questions or want to leave feedback on how we can do better? Contact us at helpdesk@recollective.com.