Define your availabilities
Set your timezone, weekly hours and date-specific hours, and connect your calendar so that your matches are booked at times that suit you.
Set your availabilities in your Member Portal so that your meetings are booked at times that suit you. When your program uses a booking page, RandomCoffee only offers slots where you and your matches are available.
If you do not enter any availability, you are considered available at all times.
Set your timezone and weekly hours
-
Open your Member Portal.
Sign in at app.random-coffee.com/login.
-
Open “Availabilities”.
Click “Availabilities” in the menu on the left.
-
Choose your timezone.
In “Timezone”, select the timezone that applies to your availabilities.
-
Set your hours for each day.
In “Matching availability”, if no hours are set yet, click “Set Availabilities” to add default hours (9
to 17, Monday to Friday). Then:- check or uncheck each day (an unchecked day shows “Unavailable”);
- change the start and end time of each day;
- click + to add another time range on the same day, or the trash icon to remove one.
The booking page only offers slots within these hours.
-
Click “Save”.
Add date-specific hours
Use “Date-specific hours” when your hours differ from your regular weekly hours on a given date, for a particular event for example. For that date, they replace your weekly hours.
-
Click “Add specific-date hours”.
The “Assign specific hours” window opens.
-
Select a date, then set your hours.
Pick a date in the calendar and click the button to add hours for that date. Set the hours you are available that day, or turn on “Mark as unavailable (all day)”. Repeat for other dates if needed.
-
Click “Apply”, then “Save”.
The dates you added are listed under “Date-specific hours”.
On the same page, you can also pause your participation for a while in “Snooze your participation”. See Snooze your participation.
Connect your calendar
Connect your Google or Outlook calendar so that RandomCoffee checks it for conflicts:
- plan your meetings in one click, as soon as you get your match message;
- avoid slots that do not work for you or for your matches;
- keep your calendar respected and well managed.
-
Click “Connect calendar apps”.
You find this button in the “Calendar Apps” section of the “Availabilities” page.
-
Choose “Google Calendar” or “Outlook Calendar”.
Follow the steps to connect your calendar account.
-
Choose the calendars to check.
Turn on the calendars you want RandomCoffee to check for conflicts. In “Add to calendar”, choose in “Add events to” where your booked meetings are added.
If you set day-by-day availabilities and also connect your Google or Outlook calendar, the two add up: RandomCoffee only offers slots that are within your hours and free in your calendar.
Your admin can turn off calendar connection. In that case, the “Calendar Apps” section does not appear.
If a connection expires, the calendar shows “This calendar connection has expired”: click “Reconnect” to keep checking it for conflicts.
How the booking page uses your availabilities
When your program uses a booking page, your match message includes a button to schedule your meeting (for example “Schedule your meetup” in the match email). It opens a booking page:
- The slots offered are those where all members of the group are available, based on the availabilities each member has set and the calendars they have connected. Slots less than an hour away, and slots where a member already has another RandomCoffee meeting booked, are not offered.
- When a member has set a timezone, a small globe is displayed next to their name: hover over it to see their timezone.
- The booking confirmation email shows the date and time in the timezone of the person who booked the meeting. In each member’s calendar, the meeting appears in their own timezone.
See Book a meeting with your match for the full booking steps.