Personalize Opt-in and Match messages

Whether you use the email, Slack or MS Teams communication channel, you can personalize the messages sent to members.


Customize your email(s) template(s)

  1. Open your program

  2. Go to the "Communication" tab, and scroll down to access the Emails personalization section.

If you selected the "Ask for participation" option in the Settings, 2 emails will be sent: the opt-in email and the intro email.

If you selected the "Automatic participation" option in the Settings, only 1 email will be sent: the intro email.

  1. Select the email type (Opt-in / Intro Email), and click "Customize".

  1. Customize your email templates!

You can personalize:

  • The sender (by default, the sender is, but you can modify it!)

  • The subject of the email

✨ Pro tip

We usually reply to emails with an interesting subject line and engaging content. To catch the reader's attention, you can:

  • Personalize the subject line (adding the recipient's name)

  • Use emojis (e.g., "Would you like to meet with a colleague informally and just for fun? πŸ˜€")

  • Ask a question (e.g., "[First Name], would you like to chit-chat with a new colleague?")

  • Use power words (e.g.: Ready, Save the date, Learn, Change, Engage...)

Do not remove {{coworkers}} next to "To:" (for the recipients).

✨ Pro tip

The email content should be engaging, straight to the point, and contain words that catch the reader's attention and encourage them to participate in the initiative.

  • Offering some benefits out of this participation: get to know what your colleagues do, find a mentor, learn a new language, find a job opportunity in a different department...

  • Encouraging participants to share their matching experience: you can invite participants to share pictures with their match on the company's social media page. This will increase their sense of belonging and make others want to be part of the initiative.

The url associated to the "Yes, I'm in" button or link (opt-in for the session) must be: {{request_link}}

The url associated to the "No, thanks" button or link (opt-out for the session) must be: {{reject_link}}

In the intro email, do not remove the section:

{% for coworker in coworkers %}

  • ()

{% endfor %}

It enables to automatically display the names of the members who are matched together in the intro email.

However, feel free to add other information, especially using "Merge Tags", to personalize your intro (by adding the department values for each member for example). This is possible if you previously created categories.

Click on the actual RandomCoffee logo, and select "Upload image" in the right panel. The logo will be automatically replaced by yours.

Add blocks & content

You can drag and drop new blocks from the "Blocks" menu. Then, drag and drop your desired contents in it, from the "Content" menu.

Below in an example of a 50% / 50% block including text at the left, and an image at the right.

Add a button

Drag and drop the "Button" content, from the "Content" section.

Then, click on your button to customize its colors, url, etc.

Add Merge tags

Merge tags are useful for personalizing even more your templates by adding more context for members.

Make sure you previously created categories.

When editing your email, click "Merge Tags" in the floating bar and select the one you want to add.

Merge TagDescriptionAvailability

Company name

Add the company name

Opt-in email + Intro email

First Name

Add recipient's first name

Opt-in email + Intro email

Unsubscribe Link

Enable the recipient to access the unsubcribe page and choose to opt-out for: a session / a program / RandomCoffee in general. (It is included by default at the end of the email, as a link).

Opt-in email + Intro email

Coworker > ...

Here you can find all the categories you created. You can display the title of the category (e.g., City), or the category value (e.g.,Paris) linked to the member.

Intro email

Meeting organizer*

This merge tag allows you to randomly select a member from the group to be responsible for organizing the coffee. The Meeting's organizer is not the Admin.

Intro email

Program Name

Add the program name

Intro email

Schedule a meeting link

Add a link to the booking page

Intro email

✨ Pro tip

*Below is an example on how to use the "Meeting Organizer" merge tag in the match email:

"Hi X, Y, Z!

You've been matched! πŸ₯³ Here's some information about your group:

  • X (, [Job title], based in [location]

  • Y (, [Job title], based in [location]

  • Z (, [Job title], based in [location]

As the designated organizer for the group, X please reach out to your matches and set up a time to meet before [date]!"

Send test email(s)

You can send test email(s) to yourself to check if everything is fine in terms of layout and content.

Note that merge tags do not work in test emails.

From the "Communication" tab, select "Opt-in email" or "Intro email", and click "Send test email".

An email will be automatically sent to your email address.

Slack/MS Teams messages

Customize your cards

  1. Open your program

  2. Go to the "Communication" tab and scroll down to reach the "Card Message" section

  3. Personalize your card(s)!

You can use the following variables in your cards:

  • {{first_name}}

  • {{company}}

  • {{coworker.full_name}} (in the match card only)

  • {{ }} (in the match card only)

Slack and MS Teams cards are editable in markdown language. Click here for tips on formatting options.

Note that, in Microsoft Teams, the match card automatically includes 3 buttons at the bottom of the card: "Schedule your meetup", "Start a chat", and "Start a call".

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