ℹī¸Session 1: Reschedule, Cancel, or No-Show

Rescheduling Session 1

If the participant is rescheduling more than 24 hours in advance:

  1. Check the lab email for "Updated Booking" messages.

  2. Update the session date/time in the fMRI Subject Database

  3. Mark the "Updated Booking" message as read.

If the participant is rescheduling within 24 hours:

  1. Check the lab email for messages from participants who need to reschedule.

  2. Highlight the session in purple (rescheduling) in the fMRI Subject Database

  3. Cancel the session in the lab's Bookings Page:

    If there is one participant listed for the booking (1 of 2 seats filled):

    • Select the original booking on the calendar -> select "Cancel"

    • Select "Send Cancelation" to finish.

    If there are two participants listed for the booking (2 of 2 seats filled):

    • Select the original booking on the calendar -> select "Edit"

    • Select the participant that is rescheduling -> select "Remove Customer"

    • Select "Update Booking" to finish.

  4. Copy and email the following message to the participant:

    "Hi [Name],

    Thank you for letting us know you need to reschedule Session 1. We have cancelled your original booking and ask that you please use this link to reschedule: fMRI Study Part 1 Sign-Up Link

    Please contact us with any questions!

    Best, The Attention and Working Memory Lab

  5. Check the lab email for "New Booking" mesages.

  6. Remove the purple highlight and update the session in the fMRI Subject Database

  7. Mark the "New Booking" message as read.

Canceling Session 1

If the participant is canceling more than 24 hours in advance:

  1. Check the lab email for "Canceled Booking" messages.

  2. Remove the participant from the fMRI Subject Database

  3. Mark the "Canceled Booking" message as read.

  4. Copy and email the following message to the participant:

    Hi [Name],

    We noticed you have cancelled Session 1 with us. If you are still interested in participating in our study, we ask that you please use this link to reschedule: fMRI Study Part 1 Sign-Up Link

    Please contact us with any questions!

    Best, The Attention and Working Memory Lab

If the participant is canceling within 24 hours:

  1. Check the lab email for messages from participants who need to cancel.

  2. Remove the participant from the fMRI Subject Database

  3. Cancel the session in the lab's Bookings Page:

    If there is one participant listed for the booking (1 of 2 seats filled):

    • Select the original booking on the calendar -> select "Cancel"

    • Select "Send Cancelation" to finish.

    If there are two participants listed for the booking (2 of 2 seats filled):

    • Select the original booking on the calendar -> select "Edit"

    • Select the participant that is rescheduling -> select "Remove Customer"

    • Select "Update Booking" to finish.

  4. Mark the "Canceled Booking" message as read.

  5. Copy and email the following message to the participant:

    Hi [Name],

    Thank you for letting us know to cancel Session 1. If you are still interested in participating in our study, we ask that you please use this link to reschedule: fMRI Study Part 1 Sign-Up Link

    Please contact us with any questions!

    Best, The Attention and Working Memory Lab

No-Show for Session 1

  1. Remove the participant from the fMRI Subject Database

  2. Cancel the session in the lab's Bookings Page:

    If there is one participant listed for the booking (1 of 2 seats filled):

    • Select the original booking on the calendar -> select "Cancel"

    • Select "Send Cancelation" to finish.

    If there are two participants listed for the booking (2 of 2 seats filled):

    • Select the original booking on the calendar -> select "Edit"

    • Select the participant that is rescheduling -> select "Remove Customer"

    • Select "Update Booking" to finish.

  3. Mark the "Canceled Booking" message as read.

  4. Copy and email the following message to the participant:

    Hi [Name],

    We had you scheduled today to come into our lab for Session 1. If you are still interested in participating in our study, we ask that you please use this link to reschedule: fMRI Study Part 1 Sign-Up Link

    Please contact us with any questions!

    Best, The Attention and Working Memory Lab

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