How the “Did you meet?” survey schedule works

Each match cycle, CoffeePals checks in with participants a few times to ask whether they met their match — once near the start of the cycle, again at a point or two during it, and always once more right before the cycle ends.

Scheduling pauses the mid-cycle check-ins

If a participant answers Yes, they won't be asked again for that match. If they book a meeting through one-click or automatic scheduling, CoffeePals records that as Scheduled and skips the check-ins in between — so it isn't pinging someone in Slack or Teams who already has time on the calendar. It still checks in one final time at the end of the cycle to confirm the meeting actually happened, since a scheduled meeting isn't the same as a completed one. A No reply doesn't pause anything — the reminder keeps coming on the normal schedule until the cycle ends.

The Meeting Survey on your program calendar

Your program's Calendar tab marks each of these check-in dates as a Meeting Survey event. That date is when CoffeePals runs the check-in — it doesn't mean every participant is actually messaged that day. Anyone who already answered Yes, or who's in the middle of a scheduled meeting, is skipped for that occurrence.

Manual scheduling

Participants coordinate a time themselves (or, on Teams, use a calendar invite CoffeePals populates for them). Nothing is recorded as Scheduled automatically, so the full start/mid/end check-in schedule runs until someone responds.

One-click scheduling

As soon as a participant books a time through their connected calendar, that match is marked Scheduled and the mid-cycle check-ins pause for them. The end-of-cycle check-in still goes out to confirm.

Automatic scheduling

CoffeePals books the meeting for participants and asks whether they met about 2 hours after that meeting's start time, rather than waiting for the cycle's regular check-in dates. If the meeting gets rescheduled, that check-in moves with it, as long as it still falls before the cycle ends. The regular end-of-cycle check-in still runs too, as a backup in case the 2-hour follow-up was missed.

If you have any questions that we did not cover or feedback, hit the purple chat button at the bottom right of the screen! You can also contact us at support@coffeepals.com.