Sync members from Slack or Microsoft Teams
Understand how RandomCoffee syncs the people of your Slack channels or Microsoft Teams teams, and how to force a sync.
When you connect Slack or Microsoft Teams, RandomCoffee adds the people of your channels or teams to your members automatically. You do not need to import them yourself, and your member list follows the changes in your channels or teams.
This article explains how the sync works. To install the RandomCoffee app first, see the Slack integration or the Microsoft Teams integration.
Who is synced
Once Slack is connected, you choose who RandomCoffee provisions. Open the settings (gear icon), then “Configuration” and the “Slack Integration” card. In the “Provisioning” section, choose:
- “Provision all the workspace”: all the users of your Slack workspace;
- “Provision members from specific channels”: only the people of the channels you select.
Each Slack program then targets one channel, set in its “Channel” setting: the channel from which RandomCoffee selects the people to match. If a private channel is missing from the list, the RandomCoffee app has to be invited to it first (see the Slack integration).
What this means for the people of the channel:
- everyone in the channel can take part in the program;
- people who join the channel are added to RandomCoffee at the next sync;
- people who leave the channel are no longer part of the program’s audience at the next sync. They stay in your member list;
- people who are already members (same email address) are updated, not duplicated.
With Microsoft Teams, a program is associated with one or several teams, in its “Microsoft Team” setting: the teams from which RandomCoffee selects the people to match. By default, the audience of the program is everyone in these teams.
What this means for the people of the team:
- everyone in the team receives the RandomCoffee proposals;
- people who join a team where RandomCoffee runs are added to the next sessions and receive the proposals;
- people who leave the team stop receiving the proposals.
Use this to make joining easy: create a team dedicated to RandomCoffee, and invite your colleagues to join it to take part automatically.
People with a guest status in your teams are not included in RandomCoffee: Microsoft does not consider them as members of your organization. See team owner, member and guest capabilities in Teams for details.
When members are synced
Members are synced automatically before each session of the program.
You can also force a sync at any time, for example after adding people to a channel or a team:
- Open the program.
- Click the ”…” button at the top right of the page, next to “Save”.
- Click “Provision”.
A message confirms that the sync has been added to the queue. The “Provision” action appears on running programs that target a Slack channel or at least one Microsoft Teams team.
What data is synced
RandomCoffee reads only the first name, the last name and the email address of each person.
With Slack, it also stores each person’s Slack ID and channels in two categories, “Slack ID” and “Channel”. These categories are managed by the Slack integration: you cannot edit them in RandomCoffee.
Combine with your HRIS
Slack and Microsoft Teams only provide names and email addresses. To build matching rules on richer data (department, city, start date…), connect your HRIS as well.
People synced from Slack or Microsoft Teams who also exist in your HRIS are recognized by their email address, and their profile is enriched with the data from your HRIS. See Sync members from your HRIS.