Add member(s)

By default, all added members become "Active" in the Members list. In a very particular case (when you invite a member from the "Invite Link" section, by entering his email address), the user has a "Pending" status until he accepts the invitation and become "Active".

With the Slack Integration

Upon granting RandomCoffee access to your Slack workspace or channel, the user base on Slack will be seamlessly added to the RandomCoffee platform. This automatic sync ensures that all users can participate in the RandomCoffee programs without any additional setup.

πŸ”— Learn more about the Slack integration

With the Microsoft Teams Integration

The Microsoft Teams integration works by associating a RandomCoffee program to a Microsoft Teams team.

When a program is configured for Microsoft Teams and associated with a team, its default audience is: all people that are part of the team.

This means that:

  • Everyone in the team will receive proposals from RandomCoffee.

  • People who join a Team where RandomCoffee is running will automatically be added to the RandomCoffee sessions and will receive proposals.

  • People who leave the team will automatically stop receiving propositions from RandomCoffee.

Edge case: people with a guest status in your teams are not included into RandomCoffees as they are not considered by organization members by Microsoft.

✨ Pro tip

You can take advantage of this mechanics above to facilitate your internal communication. For example, by creating a Team dedicated to RandomCoffee and inviting your members to join it to participate automatically.

πŸ”— Learn more about the Microsoft Teams integration

With your HRIS

Connecting your HRIS to RandomCoffee automates member management by keeping the members list updated with new hires and role changes. By selecting all the fields you want to import to RandomCoffee, you can also automatically generate categories with detailed employee data for more accurate and relevant matches.

RandomCoffee refreshes data automatically every 24h by default. The next automatic synchronization is always displayed in the app.

πŸ”— Learn more about the HRIS integration

From the RandomCoffee app

There are 3 options to manually add & invite members to join RandomCoffee.

By uploading a .csv file (bulk option)

Do you have a .csv file including your members details? The bulk option can save you from a lot of manual work, by selecting the option named "Upload a member list".

Do you have open sessions currently running? Be careful! By adding members, they may be included in these sessions according to the matching rules you've set. In the same way, these newly added members may be involved in future sessions of all your programs, unless they are not concerned by the matching rules you have set up.

Your .csv file must at least include 3 columns: First Name, Last Name, Email. You can add as many columns as you want with other details about your members. These columns will be added as Categories, as explained below.

You can download a .csv file example by clicking on the dedicated link (see the screenshot above).

Once your .csv file is uploaded, you will be asked to match each column with:

  • an existing category

  • a new category

... or simply choose to ignore the column for this time.

In the example below, the Category "City" was already existing, so we chose "Map to existing category" and selected "City" in the drop-down list. However, the "Department" field is new, so we created the corresponding Category by selecting the "dropdown" option. Each "department" value will be automatically added to the dropdown list.

After successfully mapping the columns of your .csv file with the appropriate categories, you'll be prompted to choose whether to send a Welcome email to your newly added members. This option is useful to present the RandomCoffee initiative to your new members and invite them to access their member's portal (if you enabled this feature in your Configuration panel).

✨ Pro tip

We highly recommend activating the "Send a welcome email" option, along with the Member Portal, to maximize member engagement from day one. This ensures they have all the necessary information to understand RandomCoffee and fully leverage its features. They will also be able to personalize the application with their preferences, and even create connections on their own. Delivering a positive member experience from the outset leads to a greater long-term return on investment for you!

By adding one of a few members manually, directly from the members list

The manual option can be used if you need to add one or a few people as this won't be time-consuming. Just fill in the mandatory information (First Name, Last Name, Email) and the other ones if applicable.

In the screenshot below, you can see that the Admin added a Category called "City". You can either enter the right city if you know it, or leave it blank.

As well as for the .csv import option, you'll be prompted to choose whether to send a Welcome email to your newly added members. This option is useful to present the RandomCoffee initiative to your new members and invite them to access their member's portal (if you enabled this feature in your Configuration panel).

✨ Pro tip

We highly recommend activating this option, along with the Member Portal, to maximize member engagement from day one. This ensures they have all the necessary information to understand RandomCoffee and fully leverage its features. They will also be able to personalize the application with their preferences, and even create connections on their own. Delivering a positive member experience from the outset leads to a greater long-term return on investment for you!

With this option, you will be granting your users the opportunity to accept to join the platform or not.

Here you have 2 options:

  • Enter the email addresses to invite specific people to join RandomCoffee. All the invited members can be found in the "Invites" section, along with their status (Pending / Joined).

  • or Share the Invite Link so that anyone who has it can sign up and join RandomCoffee.

You can add a whitelisted domain in your Settings so that only people from your organization can sign up when using the Invite Link.

✨ Pro tip

Interested in setting up a Program with matching rules based on category values filled in by users? Follow these steps! 1. Configure your Categories. 2. Send an email presenting RandomCoffee and including this Invite Link, and invite people to fill out their details for each Category in the Member's Portal. 3. In the meantime, you can configure your Programs with the right matching rules. 4. Plan your first sessions when your members list is up-to-date (when members have filled out their Category values)!

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