Book a meeting with your match
Schedule your coffee from your match message, on the booking page or in Microsoft Teams, then reschedule or cancel it if needed.
When you are matched, your match message can help you schedule the meeting in a few clicks. Depending on how your admin set up the program, you book a slot on a RandomCoffee booking page, or you create a Microsoft Teams meeting with your group.
Find the scheduling button
In your match email, click the button to schedule your meeting, for example “🗓️ Schedule your virtual coffee”. It opens the booking page.
If your organization uses Microsoft Teams, the button can instead open a new Microsoft Teams meeting. See Schedule a Microsoft Teams meeting.
In the match message from the RandomCoffee bot, click the link to schedule your meeting, for example “Schedule your meetup now!”. It opens the booking page.
At the bottom of your match card, click “Schedule your meetup”. It creates a Microsoft Teams meeting with your group. See Schedule a Microsoft Teams meeting.
Your admin can also add a link to the booking page in the text of the card.
When your program follows a session plan with milestones, as mentoring programs often do, the scheduling link opens your shared milestones page instead, where you book one meeting per milestone. See Your mentoring page.
Book a slot on the booking page
The booking page is shared by all the members of your group. It only offers slots where everyone is available, based on the availabilities and calendars each member set in their Member Portal.
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Check the meeting info.
On the left, “Meetup info” shows the title, duration and description of the meeting. “Attendees” lists the members of your group. A globe next to a name shows that this member set a timezone: hover over it to see which one.
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Choose a day, then a time.
Pick a day in the calendar, then click one of the available times. You can switch to a list of the whole week with the icons at the top right, choose a 24h or 12h display, and change the timezone used to display the slots.
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Confirm your meetup.
The “Confirm your meetup” window opens. If you like, write an “Additional note to attendees (optional)”, or click “Add new guests” to invite other people by email. Then click “Confirm”.
The page shows “Your event has been scheduled”. Every attendee, guests included, receives a confirmation email with a calendar invitation. If a member connected their Google or Outlook calendar, the meeting is also added to the calendar they chose in “Add events to”.
The first member to book a slot books it for the whole group. If another member opens the booking page afterwards, the page offers to reschedule the meeting instead.
If the page says “No availabilities between” two dates, no slot works for everyone that week. Browse other weeks, or click the button under this message to write to your group by email.
Reschedule or cancel a meeting
Any member of the group can change the meeting. Use the “Reschedule” or “Cancel” links in the confirmation email, the link in the calendar invitation, or the scheduling button of your match message.
- To reschedule: the booking page shows the “Former time”, crossed out. Choose a new slot and confirm it. Everyone receives an email saying that the meeting has been rescheduled, and their invitation is updated.
- To cancel: if you like, enter a “Reason for cancellation”, then click “Cancel meeting”. Everyone receives an email saying that the meeting has been canceled.
Schedule a Microsoft Teams meeting
On Microsoft Teams, your match card ends with three buttons:
- “Schedule your meetup”: create a Microsoft Teams meeting with your group.
- “Start a chat”: open a chat with your group.
- “Start a call”: start a video call with your group.
Your match email can also have a button that does the same, when your organization uses Microsoft Teams.
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Click “Schedule your meetup”.
A new Microsoft Teams meeting opens, already filled in with the meeting title, the description and the members of your group.
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Choose the date and time.
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Click “Send”.
Whoever sends the invitation first schedules the meeting for the whole group. The meeting appears in your Outlook calendar if it is synchronized with Microsoft Teams, and you can reschedule it like any other meeting.