Auto-Scheduling Visits

Use auto-scheduling to cut the back-and-forth between volunteers.

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Setting Up Auto-Scheduling

You can set up auto-scheduling while creating or editing a study. To turn on auto-scheduling, the following are required:

• Site-based or hybrid: Your study format must be site-based or hybrid.
• Attach a site: Your study must have a site attached to it with its name, address, suite number (if applicable), and time zone. You can choose which sites have auto-scheduling on.
• Configure site settings: The attached site must be configured with the hours and days of the week appointments are available (for example, 12PM-2PM Monday, 4PM-6PM Monday, and 10AM-3PM Tuesday through Friday), how many slots are available during a given time period (for example, 3 slots per 2-hour period), and optionally which special days the site is unavailable for appointments (for example, holidays or staff vacations).

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Toggle Appointment Reminders

You can optionally turn on text-based appointment reminders. Reminders are sent to volunteers who have been booked by Jaspari at the following times:

• 5 days before their appointment
• 24 hours before their appointment
• 3 hours before their appointment

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Confirmed by Jaspari

Once auto-scheduling is set up, volunteers are scheduled automatically. When a volunteer is scheduled, they appear in your Studies Platform with a Confirmed by Jaspari status and appointment details.

We may give a volunteer up to 72 hours to schedule an appointment after we offer them the available sites and times. If a study is paused, completed, or ended before then, they will not be able to do so. Some volunteers will not choose a time in that 72-hour window and will instead appear in the portal without a scheduled appointment. You are not billed for appointments that are not successfully scheduled by Jaspari, even if auto-scheduling is enabled.

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Maintaining An Auto-Scheduled Appointment

Volunteers with the Confirmed by Jaspari status should not have their status changed before an appointment unless the appointment has been cancelled, you have spoken to the volunteer about rescheduling or updates, or you have reassured them about their appointment. Changing their status from Confirmed by Jaspari to any other status before the appointment time will automatically alert the volunteer that they may need to contact the recruiter before showing up for their appointment.

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If the site’s hours, capacity, or time zone change

If a site change (hours, capacity, time zone, or the site going inactive) makes an appointment that’s still Confirmed by Jaspari no longer valid, that appointment is cancelled automatically and the volunteer is texted a notice to check with the recruiter before attending. There is a 3-hour grace period first, so a mistaken correction to the site’s settings won’t automatically cancel anything, unless the appointment is happening within the next 4 hours, in which case it’s resolved right away since there’s no time left to wait. If you’re changing a site’s slot length or number of appointments per slot and the change would displace anyone, you’ll see a preview of how many appointments are affected before you confirm the change. Hours and time zone changes don’t get this preview: they take effect immediately and are only caught afterward by the grace-period check above. Jaspari does not automatically rebook a cancelled visit, so your team will need to follow up directly to schedule a new time.

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If the site’s address changes

An address change will not automatically cancel an appointment. The appointment stays booked at the same time, and both a volunteer with a confirmed appointment and one still holding an unused booking link will be texted the new address. See Managing Sites for how address changes work.