Follow an open session
Follow the opt-ins of an open session in real time, change the match date and send a reminder to members who have not answered yet.
An open session is a session whose opt-in messages have been sent, but not yet its match messages. It lasts from the opt-in date to the match date, and only exists in programs that ask for participation.
Follow the opt-ins in real time
During an open session, a “Current round” card appears at the top of the “Sessions” tab of your program. It updates automatically while the page is open.
Its steps show:
- “Round starts in”: the start date of the session;
- “Collecting opt-ins”: the number of people who accepted out of the number of people invited (for example, “412 / 1050 participations”: 412 participants for 1050 opt-in messages sent);
- “Send reminder”: the date of the reminder, if you scheduled one;
- “Send matchs”: the date when the match messages will be sent.
Below, a chart shows day by day the number of “Participants” (people who accepted) and “Rejection” (people who declined).
Change the match date
Even while the session is open, you can send the match messages earlier or later than planned.
- In the “Current round” card, click “Update matching date”.
- Choose the date in “New matches sending date”. It cannot be in the past, and it must be after the reminder, if there is one.
- Click “Update”.
RandomCoffee generates the matches among the participants who accepted, and sends them on this date.
People who join the program’s audience while a session is open, for example members you add or reactivate, also receive the opt-in message of this session and can take part in it. They also take part in the future sessions of every program whose audience includes them.
Send a reminder
During an open session, you can remind the people who have not answered yet. The reminder sends the opt-in message again, on the program’s channel (email, Slack or Microsoft Teams), only to the members who have neither accepted nor declined. By email, its subject starts with “Reminder:”.
- In the “Current round” card, click the ”…” button, then “Send a reminder”.
- In “Reminder sending date”, choose when to send it: at least one hour after the opt-in date, and before the match date.
- Click “OK”.
A “Send reminder” step appears in the card, with its date.
To change the date of the reminder, click ”…”, then “Edit reminder”. To cancel it, click “Delete reminder” in the same window.
You can send one reminder per session. “Send a reminder” becomes available once the opt-in messages have been sent, and you can no longer change the reminder after it is sent.