How Do I Use the Phone Appointment Calendar?

The Google or Outlook calendar that we provide for the phone screen appointment system will show the times that patients book in for their phone screening. 

We encourage you to add the Google or Outlook study calendar by accepting the invite link to your existing study calendar for you to block out unavailable times easily. It is also possible to add a Google study calendar by clicking directly on the calendar link that may be provided to you as long as your email have been added in the calendar for access. The advantage of accessing the study calendar directly through the invite link for shared calendar is that you can block dates and times in case you don't want participants to book during those dates and times you have already provided with us in the onboarding document. The steps for blocking Google study calendar is outlined below.

However, if you are using Mac and would like to subscribe to the calendar in your Mac calendar, you can still do so by following the steps below. 

Section 1: Add Google Calendar to iCal

If you are using Mac and want to subscribe to a Google Calendar, please follow the steps below:

1. Click on the Calendar App.

2. Click on File >> New Calendar Subscription.

3. Enter the Secret iCal link for your study calendar. If you don't have this link yet, kindly let us know and we will provide you the link.

4. Click on Subscribe.

5. Make sure to set the Auto-refresh to at least 5 minutes to make sure you don't miss on any new booking appointments in your calendar.

6. Click OK.

Section 2: Block Schedule in Study Google Calendar 

Before the study goes live, you provide Trialfacts with phone screening schedule. However, there are cases that you may be busy in some days or time slots you initially provided. In this case, you can block your busy schedule in the Google study calendar by following the steps below:

1. Click on a date (or time if you are in Week or Day view) in the calendar to add an event.

2. Click on More Options.

Tip: You can also double click the date or time to go directly to More Options page.

3. Select the correct calendar from the dropdown menu to block that schedule. Also, change the Free status to Busy so nobody else can book on your selected schedule.

After making the changes, it should look similar to the image below with the name of the study chosen and Busy option selected.

4. Add other details you want to add and click Save.

Note: It is important that you select the correct calendar and choose Busy option for the schedule to be blocked and no appointments be booked during that time. In case you want to add availability in your phone screening schedule, kindly contact us and we'll gladly add the additional time slots in your booking page.

Block Schedule in Study Outlook Calendar

To block calendar in Outlook, please see this article.