This booking system is used for email communication mainly (it may be used in Slack too).
In MS Teams, your match card automatically includes 3 buttons at the bottom of the card: "Schedule your meetup", "Start a chat", and "Start a call":
Prerequisite: invite your participants to update their availability in their Member Portal first!
How does it work?
For each match, all matched participants can access a common RandomCoffee booking page from the matching message ("Schedule your meetup" button):
They are redirected to a booking page where they can visualize meeting slots for their RandomCoffee and book one of them in their agenda.
Once the meeting has been scheduled, each participant receives a confirmation email + an invitation in his calendar and can reschedule or cancel the event.
The first participant to book the meeting secures it for all attendees. Once scheduled, any participant can reschedule it, automatically updating everyone’s agenda.
In the meantime, members can set their availabilities and timezone in the Member Portal, which are taken into account by the reservation system to offer only the best compatible meeting slots.
By defining day-by-day availability hours:
And/or by synchronizing their Outlook or Google Calendar:
How to setup a booking page?
1. Customize the booking page
Open your program
Go to the "Bookings" tab
Set the meeting title, description, and default duration
These info will be visible on the booking page for all users to help them contextualize the meeting.
2. Add the booking link to your match message
To add a link to the booking page, you need to insert the {{schedule_meeting_link}} variable in your match message.
Emails
Insert the variable inside a button.
Or use the "merge tags" feature.
In Slack
Paste the variable into your match message body, with the following format, to have a clickable link:
[Schedule your meetup now!]({{schedule_meeting_link}})