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Using an appointment scheduling tool

To make the scheduling of user sessions easy, we recommend using an online appointment scheduling service. These tools can save you a lot of time by providing end users with a simple calendar interface where they can sign up to a timeslot when you're available. They can also automatically handle if a participant needs to reschedule or cancel, saving you a lot of email ping-pong.

The beta version of Airtime comes with built-in appointment scheduling features designed specifically for user researchers that want to implement continuous research. We recommend you give it a shot!

There are a number of alternative scheduling tools with different features and pricing schemes available:

  • Calendly is the most popular tool currently. The free version is enough for executing a single research project, but for long-term use a paid version is necessary.
  • is an open-source solution that you can run in a self-hosted configuration.
  • CalendarHero
  • Doodle

Joining the Airtime Beta Program

Airtime is a research platform that the authors of this playbook have created with the goal of building the best tool for teams who want to implement a continuous research practice. We are currently in closed beta and looking for early adopters to test Airtime and give us feedback on the roadmap.

Airtime study configuration page

Join the Beta Program

Alternative: Setting up Calendly

To understand the basics of Calendly, follow the below tutorial:

Calendly basics video tutorial

TIP: The free version of Calendly allows a single event type, which should be sufficient for executing your first research project.

Using Invitee Questions to segment participants

Calendly has a useful feature that lets you collect information from participants when they sign up for a session. This is a good opportunity to gather some demographic and segmentation data that are relevant for your research project.

Using invitee questions in calendly video tutorial