Once you have screened members and selected which to invite to the Live Chat, it is time to notify members they have been selected to participate. The email notification will include time and date of the scheduled session. Appropriate timing of invites and reminders helps, keeping the session top of mind for participants without being annoying. This allows to maximize participation rates and a well attended session.
Timing & Cadence
The screener invites should be sent at least 2-3 weeks prior to the anticipated actual live session. Screeners should be in field for at least 1 week, depending on incidence and target audience.
Invitations to the actual Live Chat session should be delivered to screened and approved members at least 1 week prior to the scheduled session. NOTE: You can send invitations a few days prior to the actual live chat session especially given timing constraints for quick turnaround projects, but best practice is to allow ~1 week between the first set of live chat invitations and the actual live chat session.
Be sure to note in your invitation the date and time of the live chat, and importantly the time zone. Let members know to be on the lookout for reminders leading up to the chat.
1st reminders sent 36-48 hours days prior to scheduled chat session
2nd reminders sent the day of the scheduled chat session
3rd reminders sent 1-2 hours prior to live chat session official time.
Consider asking participants to email back to confirm their participation in the session. This can be done as part of the initial Live Chat invite or one of the reminders.
Be sure to include contact information so members reach out with questions or follow-ups prior to the live chat session.
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