How to set up Automated Match Scheduling
Automated scheduling eliminates the need for participants to go through the process of finding a suitable meeting time with their match.
With automated scheduling, CoffeePals will automatically schedule a calendar event for each match group as soon as they are matched. This process considers the availability, working hours, and scheduling preferences of each user to find a suitable meeting time for them. Once the event is scheduled, users have the option to reschedule directly on the match card in Microsoft Teams. In the event that CoffeePals cannot find a suitable time, it will utilize the "Connected Calendar" as a fallback option.
To enable automated scheduling, we need permission from your IT admins to access the calendar information of participants. Once we have this permission, setting up automated scheduling becomes a straightforward process.
Go to the Programs page in the dashboard, click on the program you want to enable “Automated Scheduling” for, and go to the Configuration tab.
Scroll down to find “Messages and meeting scheduling”, click on “Edit”, and select Automated Scheduling from the list of scheduling options
Once you choose the Automated Scheduling option, you will be prompted to authorize CoffeePals either by granting access through Microsoft or by sending an email to your IT admins to request access
After completing either of the two options mentioned above, you can proceed by clicking on the "Save Changes" button
If you have sent an email to your IT department, you will notice the presence of a "Waiting for permission" indicator. Once CoffeePals receives the necessary permission from your IT department, this indicator will change to green. While approval is pending, scheduling will be defaulted to one-click scheduling.
That's it! Now, wait until your next match day for users' coffee chats to be automatically scheduled.
Participants can indicate their preferred automated scheduling times by accessing their Program Personal Settings by sending “Settings” to access the CoffeePals bot, access the link, find and click the program, then go to “My Settings” to see the Meeting Preferences Table. CoffeePals will make an effort to find a time that accommodates the preferences of all users involved.
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.
How does it work?
With automated scheduling, CoffeePals will automatically schedule a calendar event for each match group as soon as they are matched. This process considers the availability, working hours, and scheduling preferences of each user to find a suitable meeting time for them. Once the event is scheduled, users have the option to reschedule directly on the match card in Microsoft Teams. In the event that CoffeePals cannot find a suitable time, it will utilize the "Connected Calendar" as a fallback option.
Enabling Automated Scheduling
To enable automated scheduling, we need permission from your IT admins to access the calendar information of participants. Once we have this permission, setting up automated scheduling becomes a straightforward process.
Go to the Programs page in the dashboard, click on the program you want to enable “Automated Scheduling” for, and go to the Configuration tab.
Scroll down to find “Messages and meeting scheduling”, click on “Edit”, and select Automated Scheduling from the list of scheduling options
Once you choose the Automated Scheduling option, you will be prompted to authorize CoffeePals either by granting access through Microsoft or by sending an email to your IT admins to request access
After completing either of the two options mentioned above, you can proceed by clicking on the "Save Changes" button
If you have sent an email to your IT department, you will notice the presence of a "Waiting for permission" indicator. Once CoffeePals receives the necessary permission from your IT department, this indicator will change to green. While approval is pending, scheduling will be defaulted to one-click scheduling.
That's it! Now, wait until your next match day for users' coffee chats to be automatically scheduled.
How can users set their individual preferred scheduling times?
Participants can indicate their preferred automated scheduling times by accessing their Program Personal Settings by sending “Settings” to access the CoffeePals bot, access the link, find and click the program, then go to “My Settings” to see the Meeting Preferences Table. CoffeePals will make an effort to find a time that accommodates the preferences of all users involved.
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.
Updated on: 18/06/2024
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