Admin FAQ

If you did not subscribe to the Pro or Enterprise plan, your workspace switches to the Free plan and your running programs are paused. If your workspace has more than one program, RandomCoffee asks you to “Select a program to keep:”: all the other programs are deleted.

The Free plan includes 1 program, 1 administrator and 20 people per session (always the same first 20 people of the program’s audience). See Free trial and Plans.

Yes. In “People” > “All members”, tick the box next to each member, then click “Actions” > “Grant admin access”. The number of administrators depends on your plan: 1 on Free, 3 on Pro, on demand on Enterprise.

When you reach the limit, RandomCoffee shows “Maximum admin seats reached”: you can then upgrade your plan. See Administrators and members.

New people are added, the members already in your workspace are updated, and inactive members stay inactive. Your list is not replaced: the members who are not in the file stay unchanged.

If a session is open, the members you add can be included in it, depending on your matching rules. They can also be included in the future sessions of all your programs. See Add members manually or with a CSV file and Update members.

Active members can be invited to sessions. A member becomes inactive when an admin deactivates them, when they unsubscribe from RandomCoffee, or when their email address is wrong (the email bounced).

Inactive members do not receive program messages and do not affect participation rates. They still appear in past metrics, and you can reactivate them at any time: their matching history is kept. See Active and inactive members.

Yes. Slack and Microsoft Teams only provide names and email addresses: your HRIS adds data such as department or city, so you can create more accurate matching rules. People synced from Slack or Microsoft Teams who are also in your HRIS are recognized by their email address, and their profile is enriched with your HRIS data.

The HRIS integration is available on the Pro and Enterprise plans. See Combine with your HRIS.

Yes. Open your program, go to the “Settings” tab, then the “Communication” section. For emails, click “Preview” to see an email, or “Send test email” to receive it at your own address. Merge tags, links and booking links do not work in test emails.

Slack and Microsoft Teams cards have a real-time preview in the card editor. See Personalize opt-in and match messages.

Choose who takes part in the “Registration” section of the program’s settings:

• Email: select one or more audiences in “Audience”. Only their members are invited.
• Slack or Microsoft Teams: select a channel or a team. Only its members are invited.

See Create a program.

Run a test session on a copy of the program, with a few colleagues. The results of your real program are not affected.

1. Open your program, click ”…” at the top right of the page, then “Duplicate”. See Duplicate a program.
2. Create a static audience with the colleagues who will test the program. See Create an audience. With Slack or Microsoft Teams, use a test channel or team instead.
3. In the copy, go to “Settings” > “Registration”, select only this audience (or the test channel or team), then click “Save”.
4. In the “Sessions” tab, click “Schedule a new session”. See Schedule sessions.

Your testers receive real messages, and their matches count as past matches in your workspace. On the Free plan, your workspace can only have one program: use “Send test email” instead.

You decide. With the “Randomly” and “Cross-groups” algorithms and groups of more than 2 people, choose an option in “People distribution from group size”:

• “Distribute equitably - allow exceeding the group size”
• “Distribute equitably - without exceeding group size”
• “Do not distribute and generate an incomplete group”
• “Let the system choose according to the size of the rest” (default)

“Simulate” shows the groups you get for a number of people of your choice. In any case, nobody stays alone: one remaining person joins a complete group. See Matching algorithms.

RandomCoffee does it for you: it looks at all the past matches of your workspace, in every program, and avoids repeat matches as far as possible. A repeat can still happen when it cannot be avoided (few participants, strict rules): RandomCoffee then picks the people who met the longest time ago.

See Who can be matched again and Default rules.

First, check that the member:

• is active and has not snoozed their participation;
• is part of the program’s audience (with Slack or Microsoft Teams, a member of the channel or team);
• is among the first 20 people of the audience, if you are on the Free plan;
• has the right email address, if the program uses email.

With email, also ask the member to check their spam folder, and ask your IT team to allowlist RandomCoffee’s sending domains. By default, emails are sent by “RandomCoffee” <juliette@random-coffee.com>, unless you set up your own sending domain. See Email delivery and participation tracking and Custom sending domain and SMTP server.