Ways to add members
Compare every way to add members to RandomCoffee, from a CSV file to Slack, Microsoft Teams, your HRIS, SCIM and the API.
RandomCoffee offers several ways to add people to your workspace. Some are one-off actions you take yourself, others keep your member list in sync with a tool you already use. This page helps you pick the right one.
Compare the methods
| Method | Set up by | When members are added or updated | Plans | Learn more |
|---|---|---|---|---|
| CSV file | Admin | Once, each time you upload a file | All plans | Add members manually or by CSV |
| Manually | Admin | Once, each time you add someone | All plans | Add members manually or by CSV |
| Invite link or email invitation | Admin, then each person signs up | When each person accepts the invitation | All plans | Invite members |
| Slack | Admin (installing the app may require a Slack admin) | Before each session of a Slack program, or on demand | All plans | Sync members from Slack or Microsoft Teams |
| Microsoft Teams | Admin (installing the app may require a Microsoft Teams admin) | Before each session of a Teams program, or on demand | All plans | Sync members from Slack or Microsoft Teams |
| HRIS | Admin, with your IT or HR team for the connection | Every 24 hours, or on demand | Pro, Enterprise | Sync members from your HRIS |
| SCIM provisioning | Admin enables it, your IT team configures your identity provider | In real time | Pro, Enterprise | Provision members with SCIM |
| API | Your developers | Each time your system calls the API | Enterprise | API documentation |
On the Free plan, a program only matches the first 20 people of its audience, whatever the way you added them.
How to choose
- A few people, or a first test: add them manually, or upload a CSV file. You can also share an invite link and let people sign up themselves.
- Your team works in Slack or Microsoft Teams: connect it. Your programs then reach people where they already work, and the people of a channel or a team are synced automatically.
- You want rich profile data for your matching rules (department, city, start date…): connect your HRIS. Each field you import becomes a category.
- Your IT team manages access from an identity provider (Okta, Microsoft Entra ID, OneLogin…): use SCIM provisioning.
- You want to automate imports from your own systems: use the API.
Combine several methods
You can use several methods at the same time. RandomCoffee recognizes a person by their email address: someone added from two sources is one single member, not a duplicate.
For example, you can sync your members from Slack or Microsoft Teams, and connect your HRIS to enrich their profiles with HR data. You can also upload a CSV file to add people or categories that your HRIS does not contain.
When someone leaves
Each method handles departures differently:
| Method | What happens when a person leaves |
|---|---|
| CSV file, manually, invite link | Nothing changes automatically. Deactivate or remove the member yourself. |
| Slack, Microsoft Teams | A person who leaves the channel or the team is no longer part of the program’s audience at the next sync. They stay in your member list. |
| HRIS | The sync neither deletes nor deactivates the people who left your HRIS. Deactivate or remove them yourself. |
| SCIM provisioning | When the person is deactivated or removed in your identity provider, they are deactivated in RandomCoffee. |
| API | Nothing changes automatically. |