Manage a program

All the actions on a program are in the ”…” menu, at the top right of the program page, next to “Save”. The actions you see depend on the status of the program:

“Provision” updates the program’s members from its Slack channel or Microsoft Teams team right away: use it after people join the channel or team, without waiting for the next session.

Duplicate a program

Duplicate a program to reuse its setup for a new one, for example the same program for another team.

1. Open the program.
2. Click the ”…” button at the top right of the page, next to “Save”.
3. Click “Duplicate”.

A copy is created right away, named “(Copy)” followed by the name of the program, and opens on its page.

What the copy keeps and what it does not:

• Settings: the copy keeps the program’s settings, its audience, its matching rules and its messages.
• Sessions: the copy has no sessions. Its “Sessions” tab is empty: schedule its sessions.
• Results: the copy starts with no results. The matches of the original program stay in the original program.
• Members: nothing changes for your members. They take part in the copy if they are in its audience.

Pause a program

Pause a program to stop it for a while, for example during holidays, and reactivate it later.

1. Open the program.
2. Click the ”…” button at the top right of the page, next to “Save”.
3. Click “Pause”.
4. Confirm:
   • if no session is open, a window reminds you that no email will be sent until you reactivate the program. Click “Pause”;
   • if a session is open (opt-ins sent, matches not sent yet), choose what to do with it, then click “Pause” (see below).

The program now has the “Paused” status.

If a session is open

When opt-ins have already been sent and the matches are still to come, RandomCoffee shows the next scheduled event and asks “What do you want to do?”:

• “Do not wait until the end of the session, and pause the program now”: the match emails of this session are not sent, and the session is closed;
• “Pause the program once this session is over”: the matches of this session are still sent on the scheduled date. A reminder planned for this session is not sent.

What pausing changes

• Messages: no emails, Slack or Microsoft Teams messages are sent while the program is paused (except the matches of an open session, if you chose to let it finish).
• Sessions: all the upcoming sessions are cancelled, and the recurring schedule is removed. When you reactivate the program, you schedule its sessions again.
• Matches and results: past matches and results are kept.
• Members: nothing changes for your members. They stay in your workspace and in the program’s audience.

Reactivate a program

You can reactivate a paused program, or a draft program, at any time.

1. Open the program.
2. Click the ”…” button at the top right of the page, next to “Save”.
3. Click “Activate”.

The program is running again.

What reactivating changes:

• Sessions: pausing removed the upcoming sessions, so the program has “No upcoming session for now”. Schedule new sessions to start again.
• Matches and results: the results from before the pause are still there.
• Members: the program uses its current audience. With Slack or Microsoft Teams, the people currently in the channel or team take part.

Delete a program

You can only delete a paused or draft program. To delete a running program, pause it first.

1. Open the program.
2. If the program is running, click the ”…” button at the top right of the page, then “Pause”, and confirm.
3. Click the ”…” button again, then “Delete”.
4. In the “Delete this program?” window, click “Delete”.

You are taken back to your list of programs.

What deleting changes:

• Sessions: the program sends nothing anymore. Its sessions were already cancelled when you paused it.
• Matches and results: the program, its stats and its history of matches disappear from your workspace.
• Members: your members are not deleted. They stay in your workspace and in your other programs.
• Plan: on the Free plan, deleting your program lets you create a new one.