Attendees are all the people defined in the recruitment settings of a particular study. This includes the organizer, as well as co-organizers and extra attendees.
Different types of attendees have different implications on the time slots shown to participants when scheduling an interview.
Organizer
The organizer is the primary team member responsible for the interview recruitment. By default, this is the person who’s started the recruitment setup.
If the organizer’s calendar is connected, invitations will be sent from their email. Otherwise, all attendees and participants will receive an invite from Maze with an ICS file.
Co-organizers
The co-organizers are team members that you add to your interview sessions.
If a co-organizer’s calendar is connected, their availability is considered to prevent conflicts. When scheduling, participants will only see time slots where both the organizer and all co-organizers are available.
If you don’t want their availability to limit the time slots offered to participants, add them as ‘Extra attendees’ instead.
Extra attendees
Extra attendees can join your interview sessions, but their availability won’t affect which time slots are offered. This is the best option if their attendance is optional and you want to offer more time slots to participants.
Extra attendees can be both team members and people external to the team.
If you need them to be there, it’s better to add them as a ‘Co-organizer’, so their availability is considered.
Implications on scheduling
If a team member has connected their individual calendar, and they’re added as the organizer or a co-organizer, their availability will be reflected in the time slots offered to participants when they’re scheduling an interview. Once they’ve been scheduled, sessions are added and updated automatically.
Additionally, Maze prevents organizers and co-organizers from being double-booked across studies. Different participants won’t be able to book the same time slot, even if they don’t have their calendar connected.
| Calendar connected | No calendar connected | |
| Organizer | Organizer’s availability is reflected on scheduling | Must manually manage availability within the recruitment settings and in their own calendar (using ICS files) |
| Co-organizer | Co-organizer’s availability is reflected on scheduling | |
| Extra attendee | Extra attendee’s availability doesn’t impact the offered time slots |
Still need help?
If you have any questions or concerns, please let our Support team know — we'll be happy to help!