Customize the email(s) template(s)
Open your program.
Go to the "Communication" tab, and scroll down to access the Emails personalization section.
If you selected the "Ask for participation" option in the Settings, 2 emails will be sent: the opt-in email and the intro email.
If you selected the "Automatic participation" option in the Settings, only 1 email will be sent: the intro email.
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 in the settings)
The subject of the email
The email content
Subject
✨ Pro tip
We usually reply to emails with an interesting subject line and engaging content. To catch the reader's attention, you can:
Personalize the subject line (adding the recipient's name)
Use emojis (e.g., "Would you like to meet with a colleague informally and just for fun? 😀")
Ask a question (e.g., "[First Name], would you like to chit-chat with a new colleague?")
Use power words (e.g.: Ready, Save the date, Learn, Change, Engage...)
Do not remove {{coworkers}} next to "To:" (for the recipients).
Body
✨ Pro tip
The email content should be engaging, straight to the point, and contain words that catch the reader's attention and encourage them to participate in the initiative.
Offer some benefits out of this participation: get to know what your colleagues do, find a mentor, learn a new language, find a job opportunity in a different department...
Encourage participants to share their matching experience: you can invite participants to share pictures with their match on the company's social media page. This will increase their sense of belonging and make others want to be part of the initiative.
Other useful tips:
In the opt-in message, do not forget to mention when the match message will be sent out!
Invite members to access their Member Portal to set matching preferences and define their availabilities!
Feel free to add a FAQ section at the end of your match email (see example below).
Opt-in button
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 %}This ensures that the names of matched members are automatically displayed in the match email.
However, feel free to add additional details to personalize your intro. You can use “Merge Tags” to include extra information, such as department values for each member—provided you have previously created categories.
Add your own logo
Click on the actual RandomCoffee logo, and select "Upload image" in the right panel. The logo will be automatically replaced by yours.
Add blocks & content
You can drag and drop new blocks from the "Blocks" menu. Then, drag and drop your desired contents in it, from the "Content" menu.
Below in an example of a 50% / 50% block including text at the left, and an image at the right.
Add a button
Drag and drop the "Button" content, from the "Content" section.
Then, click on your button to customize its colors, url, etc.
Add participants details (Merge tags)
Merge tags are useful for personalizing even more your templates by adding more context for members.
Make sure you previously created categories.
When editing your email, click "Merge Tags" in the floating bar and select the one you want to add.
The same merge tags will be applied to all members (see the screenshot below).
Merge tag | Description | Availability |
Company name | Add the company name | Opt-in email + match email |
First Name | Add recipient's first name | Opt-in email + match email |
Unsubscribe Link | Enable the recipient to access the unsubcribe page and choose to opt-out for: a session / a program / RandomCoffee in general. (It is included by default at the end of the email, as a link). | Opt-in email + match email |
Coworker > ... | Here you can find all the categories you created. You can display the title of the category (e.g., City), or the category value (e.g.,Paris) linked to the member. | Match email |
Meeting organizer* | This 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. | Match email |
Program Name | Add the program name | Match email |
Schedule a meeting link | Add a link to the booking page | Match email |
✨ Pro tip
*Below is an example on how to use the "Meeting Organizer" merge tag in the match email:
"Hi X, Y, Z!
You've been matched! 🥳 Here's some information about your group:
X ([email protected]), [Job title], based in [location]
Y ([email protected]), [Job title], based in [location]
Z ([email protected]), [Job title], based in [location]
As the designated organizer for the group, X please reach out to your matches and set up a time to meet before [date]!"
Send test email(s)
You can send test email(s) to yourself to check if everything is fine in terms of layout and content.
Note that merge tags and booking links/buttons do not work in test emails.
From the "Communication" tab, select "Opt-in email" or "Match email", and click "Send test email".
An email will be automatically sent to your email address.