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Announce Coffee-Breaks in Microsoft Teams

In this article, you will learn how to effectively announce Crewting coffee breaks before they start (via email and in Microsoft Teams) so that as many colleagues as possible can participate.


A clear announcement ensures that colleagues register in time, connect their calendars, and have no questions during the first matching session. 


We recommend sending the initial announcement by email and sending a reminder in the Teams channel shortly before the start. This ensures that the information really reaches everyone.


⚠️ Prerequisite: Before you start with the announcement, at least one active coffee break campaign must be set up. If no campaign exists yet, this article explains step by step how to set one up.



Create an announcement email


We recommend sending the email announcement about one week before the start. A week's notice has proven to be sufficient to allow enough time to register and connect the calendar. For short-term starts, you can shorten the time frame.


Send the following email to all colleagues who are to participate in the coffee breaks ideally to all members of the relevant team.


Announce the coffee breaks first by email. We have created a template for you. Insert the missing information in the marked places and feel free to adapt it to your personal style.


The start date, team name, and the day on which the invitations are sent must always be added individually. You can find this information in the Crewting app under Employee Matching > Edit.



Template




Hi everyone! 


We are excited to introduce Crewting Coffee-Breaks! ☕️


Starting on {start date}, you will be connected with colleagues for coffee breaks so you can exchange ideas within {company name}. 


What do you need to do? 🤔


  1. Open the Crewting app 
  2. Add the app 
  3. Click on Open platform in the welcome message 
  4. Open the settings at the bottom left
  5. Click on Add calendar
  6. Find your Outlook or Google Calendar under Apps 
  7. Click on Show details
  8. Open the drop-down menu at the top right via Connect and click on Connect
  9. Confirm the process with your account


And that's it! Now you will receive an invitation to a coffee break every {frequency + day of matching}. 


When you connect your calendar, Crewting synchronizes your availability for matching. You will automatically receive appointment suggestions and invitations via the chat bot here in Teams and by email. ✅


You can find the coffee breaks directly in your business calendar and participate via the link in the invitation! 


Have fun with your new connections! 🎉




Send a reminder in Teams


We recommend sending the reminder 2 days before the start. 


Shortly before the start, we recommend posting a reminder in the Teams channel. If individual users have not followed the steps in the email, they still have two days to authenticate themselves in the app and link their calendar. We have also prepared a template for this, which you can share in the Teams channel where the Coffee Break app has been installed.


💡 If individual users do not authenticate themselves or link their calendars, they will still be included in the matching process as long as they are in the Teams channel. However, the default availability will then be used.



Template




Hi everyone! 


In two days, we will start with the Coffee-Breaks! ☕️


Please take five minutes to sign up for the app. This will ensure that your appointments and availability are taken into account for matching right from the start.


The individual steps are explained here:


  1. Open the Crewting app
  2. Add the app
  3. Click on Open Platform in the welcome message
  4. Open the settings at the bottom left.
  5. Click on Add Calendar.
  6. Find your Outlook or Google Calendar under Apps 
  7. Click on Show Details
  8. Open the drop-down menu at the top right via Connect and click on Connect
  9. Confirm the process with your account


When you connect your calendar, Crewting synchronizes your availability for matching. You will automatically receive appointment suggestions and invitations via the chat bot here in Teams and by email. ✅


You can find the coffee breaks directly in your business calendar and participate via the link in the invitation! 


Thank you for your support and enjoy the coffee breaks! 🙌




What happens after the announcement?


You don't need to do anything else after the announcement. As soon as the campaign starts, Crewting will automatically take care of the matching. In this article, you'll learn how to make coffee breaks successful in the long term.


Updated on: 03/02/2026

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