Schedule sessions
Scheduling a session consists in setting the dates for opt-in (if enabled) and matching messages.
Last updated
Scheduling a session consists in setting the dates for opt-in (if enabled) and matching messages.
Last updated
Open your program
Go to the "Sessions" tab, and click "Schedule a new session"
Select "Automatic session(s)":
Choose a date and hour for sending the opt-in message (if activated in the Settings).
Note that you decide to send it now by clicking "Now" at the bottom of the selection panel.
Card colors are random.
Choose a date and hour for sending the matching message.
In our example below, the opt-in message will be sent on June 4, and the match message will be sent on June 10. Between June 4 and June 10, the session will be "open".
Choose the timezone for this session (below the match message date)
Select a recurrence between :
One time only
Every week on same days
Every 2 weeks on same days
Every 3 weeks on same days
Every 4 weeks on same days (every month)
Then, click "Save".
Do you want to launch sessions each quarter? Each year? Just select the "One time only" frequency and manually schedule your sessions on the dates you want!
This feature is available in the Enterprise plan only.
When this option is selected, no opt-in messages are sent (only match messages), even if "Ask for participation" is selected in the "Matchmaking" tab.
Select "Review before sending":
A new chart will appear, and you'll be able to select the option "review your matches":
At this stage, no date has been defined for sending the matches.
When clicking "review your matches", you will be able to review the generated groups, and if necessary, change them.
When you are satisfied with the groups, click "Save & Exit".
Select "Update matching date" to define a date for sending the matches.
Select the date and click "Update".
The date will be update in the chart (you can still review and update the matches before this date).
An "open session" is a session for which opt-in messages have been sent, but not yet matching emails. It's the time interval between sending the opt-in messages and the matching messages.
During an open session, you can view the following graph in the "Session" tab of your program, updated in real time:
It gives you information about:
the starting date of the round (i.e. the date when opt-in messages have been sent)
the date when the matchs will be sent
the number of opt-ins (in the screenshot above, only 3 people have opt-in, for a total of 131 opt-in messages sent), i.e. the number of participants to the session
the number of people who declined
Even if the session is "open", you can update the session schedule and decide to send the matching message earlier or later than planned, by clicking the "Update this session schedule" button.
Be careful! By adding members while having open sessions, 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.
If your program is configured to send opt-in messages + match messages, you can send reminders, during an open session, to people who have not opted in yet.
This consists in sending the opt-in message again.
Click on the menu and select "Send a reminder".
Select a date for sending the reminder:
Your program schedule will be updated:
You can still edit the date of the reminder, or cancelling it, by clicking on the menu, and "Edit reminder":
Open your program, go to the "Sessions" tab, and visualize at a glance all your planned and past sessions.
Use the timezone list to visualize your planning in another timezone.
You can also view sessions via the list view, especially if your sessions are far apart in time.
Just switch views thanks to the dedicated button, next to the "Schedule a new round" button.
You can also view all your sessions of all your programs in the "Planning" section of the "Programs" panel.
A little colored card will appear on your planning view:
Another little colored card will appear on your planning view:
