Step 1: Setup your program
Creation & settings
In the Programs panel, click "Create new program".
You will be redirected to the Use Cases Library.
Select the "Create from scratch" button.
Setup the program Settings: choose a name, and a goal for your program.
The program's goal will be visible in:
your list of programs (Admin view)
the booking page (Member view)
the list of programs in the Member Portal, if activated (Member view)
Matchmaking
Go to the next tab called "Matchmaking". Here, you can define your group size, the preferred member distribution mode in the groups (in case of incomplete groups, for the "Randomly" and "Cross-groups" algorithms) as well as selecting the matching algorithm best suited to your use case.
Create matching rules based on categories.
In the example above, we recommend to create categories - before creating the program - called "areas of interest" and "skills" in order to match the right Green Mentor to the right Green Mentees.
Messages & audience
Go to the third tab called "Communication". Here, the selected communication channel is Email.
Select the audience of this program.
The audience is based on categories.
If you want to exclude Admins from the program (i.e. you don't want Admins to be matched), activate the corresponding option.
Click "Create".
New tabs will appear: "Sessions", "Booking", and "Results".
Step 2: personalize your program
Type of participation
Go to the "Matchmaking" tab and indicate, in the "Type of participation" section, if you want to:
— Send opt-in messages + match messages to all ("Automatic participation")
— Only send match messages to all ("Ask for participation")
— Send opt-in messages + match messages to some people (based on category values) and only send match messages to the others ("Ask for participation - specific people only").*
*With this option, what we call “the others” (above) are automatically counted as participants in the "open session chart".
Example: in the case you have Mentors and Mentees for a mentoring program, you can send opt-ins only to Mentees (see the screenshot below). Mentors will not receive opt-ins, and will automatically be counted as participants.
Personalize the opt-in and match emails
Go to the "Communication" tab, and scroll down to access the Emails personalization section.
Select the email type (Opt-in / Intro Email), and click "Customize".
Customize your email templates!
You can personalize:
The sender (by default, the sender is [email protected], but you can modify it)
The subject of the email
The email content (logo, text, buttons... almost everything!)
The url associated to the "Yes, I'm in" button or link (opt-in for the session) must be: {{request_link}}
The url associated to the "No, thanks" button or link (opt-out for the session) must be: {{reject_link}}
In the intro email, do not remove the section:
{% for coworker in coworkers %}
()
{% endfor %}
It enables to automatically display the names of the members who are matched together in the intro email.
However, feel free to add other information, especially using "Merge Tags", to personalize your intro (by adding the department values for each member for example). Some merge tags are linked to previously created categories.
Note that the "Meeting's organizer" merge tag allows you to randomly select a member from the group to be responsible for organizing the coffee. The Meeting's organizer is not the Admin.
Once done, click "Save & Exit".
You can click “Send test email” (next to the Customize button) to receive a preview in your inbox.
Please note that merge tags and the booking link/button won’t function in the test email.
Scheduling button & booking page
Go to the "Booking" section now.
Here you can set up a booking page so that your participants can plan their RandomCoffee (virtually or not!).
Choose the default meeting duration (participants can still adjust it when booking the meeting), the meeting title, and the meeting description.
Once done, don't forget to add a button in your matching email with the variable {{schedule_meeting_link}} as an url, so that participants can access the booking page!
Members can add their availabilities (and/or synchronize their Outlook and Google Calendar) in their Member Portal for a smoother experience (if the Member Portal is enabled by the Admin).
Once done, click "Save".
Congrats, your program is now ready! The next step if to schedule your sessions.