When recruiting participants for moderated interviews, add your team’s availability in Maze and share it with potential participants. This way, you don’t need to use a separate third-party tool for scheduling.
In this article:
- Before you start
- Who can use this feature
- Start recruitment setup
- Recruitment settings
- Share the recruitment link
- What happens after the interview?
Before you start
- Maze only uploads session recordings automatically if using Maze Conferencing. If using other conferencing tools, remember to enable recording at the beginning of each session. Learn more about automatic recording
- The ability to recruit panel participants for moderated testing is currently in closed beta testing. If you would like to try out this feature in your Organization, please fill out this survey.
Who can use this feature
- Interview Studies are available in the Organization plan.
- Only team members can work together on interview studies. External collaborators can’t be invited to view sessions and insights in interview studies. Learn more about roles and permissions
Start recruitment setup
To get started, open an interview study and click Start recruitment setup. You’ll be taken to the recruitment settings.
Note that this step is optional. If you already have recordings that you wish to upload and analyze, click Go to sessions.
When setting up the recruitment link, you have the option to sync your calendar to enable automatic scheduling. To do so, select your calendar provider and follow the steps to authorize Maze. The calendar integration is supported by Cronofy. Learn more about connecting your calendar
To schedule interviews without connecting your calendar, click Skip for now. Learn more about scheduling without a calendar
Without a connected calendar, when participants book an interview, all attendees will receive an email with an ICS file to add to their calendar manually and keep track of the event.
In these cases, only Maze Conferencing will be available. Other conferencing tools aren’t supported unless you connect a calendar.
Maze won’t know your calendar events. Remember to block your available times in the recruitment settings, and manually keep them updated if anything changes.
Recruitment settings
Go through each tab to define the settings for your recruitment link:
Once you’re done, click Save changes.
Details
Fill out the basics about the study.
Details
- Study title: The publicly-available title for the study
- Study description: The description that participants see when opening the recruitment link, in the emails, and in the calendar invite
- Duration of each session
It’s possible to add basic formatting to text fields. Learn more about text formatting
Video conferencing tool
- When you select a conferencing tool, the email invite will include a conferencing link automatically.
- If Maze conferencing is selected, interview recordings are enabled by default. It’s possible to toggle off automatic recordings.
Study limits
- Session limit per day: If the limit is reached, no more time slots will be shown for the day
- Total session limit for the study: This option closes the recruitment link once you reach the total limit of sessions
Attendees
Define the people on your side who’ll be invited to attend the study sessions:
- Organizer
- Co-organizers
- Extra attendees
Learn more about the different types of attendees and their implications on scheduling
Availability
Recruitment availability
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Specific time slots: Define specific dates and times when participants can book. This option is ideal for smaller studies with limited availability, and for scheduling without connecting calendars.
-
Fixed date range: Set your weekly availability between a specific start and end date. This option is ideal for studies with a fixed timeframe.
-
Rolling availability period: Set your weekly availability rolling a defined number of calendar days into the future.
Additional settings
- Timezone: Timezone selection is used to determine your availability. Participants will see available slots in their own timezone.
- Buffer time before and/or after each session: Avoid back-to-back sessions by adding some time before and/or after each session
- Minimum notice: How much time in advance a session can be scheduled
- Start time increments: How frequently time slots are presented to participants
Screener
The Screener allows you to qualify or screen out potential participants. This helps you to only spend time with participants who accurately represent the characteristics, interests, behaviors, and knowledge of your target user group.
Adding screening questions is optional when recruiting your own participants. A minimum of 2 screener questions is required when hiring participants from the moderated panel.
To add screening at the start of your recruitment link:
- In the recruitment settings, click + Add first question.
- Enter up to 10 multiple-choice questions. Each can be single-select or multi-select.
Learn more about setting up screening logic
Contact form
Refine the fields in the contact form.
The fields below are required for recruitment links:
- First name
- Last name
The fields below can be made optional, or hidden altogether:
- Job title
Reminders
Define whether you’d like participants to receive email reminders before the interview starts, and how long in advance. Up to two reminders can be sent.
Sharing the recruitment link
Before sharing, it’s important to preview and test your links to rule out any content or performance errors, and make sure what’s being asked is clear. For best results, share the preview link with someone at your organization who isn’t directly related to the project.
There are three ways to share your recruitment link with potential participants:
- Copy link: Distribute the recruitment link through your own channels
-
In-product prompt: Allows you to embed the recruitment link as a popover on your website. Learn more about setting up prompts on your websiteIn interview study prompts, participants will always be directed to a new tab. It’s not possible to book an interview directly via the prompt.
- Hire panel participants: Allows you to recruit panel participants for moderated interview studies. Learn more about the moderated panel
What happens after the interview?
After the scheduled session, go back to the Recruit page to mark the participant as Interviewed or No-show.
Interviewed participants will then appear on the Sessions page, where you can upload the interview recording for analysis.
Do you have any feedback?
This feature is currently in a beta testing phase. If you have any questions, feedback, or issues, please let our team know!