Team and calendars

Both of these live in the study settings. On the agenda, click Edit IDI, then expand Team or Calendar Sync.

The Team card

The Team card lists everyone on the study in two groups: the people who run interviews, and the people who watch or review them.

Owner and leaders

The Owner is whoever created the study. They’re always on the team and can’t be removed.

Click Add from your group to add colleagues. The list shows Session Leaders and above in the study’s account group. Anyone you pick joins the team: they can open the study, run interviews, and start with booking emails switched on.

Each person’s row has:

A Booking emails toggle. When it’s on, they’re emailed every time an interview is booked, rescheduled, or cancelled.
A calendar status, shown for anyone getting booking emails. Calendar linked means interviews are being added to their calendar. Email only means they have no calendar linked to this study, so each booking email carries a calendar file instead. Calendar disconnected means their linked calendar needs reconnecting.

The owner keeps booking emails until another leader has them on, so a booking is never silent. Remove from study, the x on a leader’s row, ends their booking emails and the access being on the team gave them.

What booking emails contain

The subject says what happened, who, and when, for example “Interview booked: Jordan Lee, Tue, Oct 6 at 2:00 PM EDT”. The body gives the date and time, the participant’s name and email address, and the study, with a View interviews button.

If your calendar is linked to the study, the email confirms the interview was added to it or updated on it. If not, a calendar file is attached, along with an Add to Google Calendar link.

Replying to a booking email writes to the participant, not to Converge.

Observers and reviewers

Click Add observer or reviewer, enter a first name, last name, and email address, choose Observer or Reviewer as the role, and click Add and send link. They get access to the study straight away and an email with their link.

An Observer sees today’s interviews on the agenda and can join one live to watch and listen once a leader has started it.
A Reviewer can do that too, and can also open the Interviews page, recordings, transcripts, notes, and results without being able to change anything.

Observers and reviewers never get booking emails. You tell them when to sign on. On their row, Copy link copies their personal link and Resend link emails it again.

For a quick share, Access Links on the agenda also has an Observer Link, which gives view-only access to all of the study’s interviews to anyone who opens it.

Calendar sync

Connecting a calendar does two things. Your busy times are kept out of the slots participants can book, and booked interviews are added to your calendar for you. Google and Microsoft calendars are supported.

In the Calendar Sync card, under Your connected calendars, click Connect Google Calendar or Connect Microsoft Calendar.
Sign in with the provider and grant access. You’re returned to the card, and the calendar appears with a status of Connected.
Under Calendars used for this study, tick the calendar. The card confirms how many calendars are linked.

Connecting is per person, and linking is per study. Each leader who wants their calendar considered connects their own and ticks it on the study. Your connections also appear under Account Settings, Integrations, where you can add or remove them outside of any one study.

Once a calendar is linked:

A slot is hidden whenever any linked calendar is busy, yours or a teammate’s.
A new booking is added to every linked calendar.
A reschedule moves the calendar event, and a cancellation or no-show removes it.

When a calendar disconnects

Calendar access can expire or be revoked at the provider. The connection then shows Expired or Revoked with a Reconnect button. Until you reconnect, that calendar’s busy times don’t block interview slots and new interviews aren’t added to it.

Converge checks connections every morning and emails the calendar’s owner when one has stopped working. On the Team card the person shows Calendar disconnected, and their booking emails include a calendar file until it’s fixed.

Disconnect removes a calendar from your account, so no study uses it any more.