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Announce Coffee-Breaks in Microsoft Teams

To ensure that the coffee breaks are a complete success and that we can connect as many colleagues as possible, we recommend announcing the coffee breaks in good time.

Both email and the Teams channel are suitable for communication. Since messages can easily be overlooked in practice, both channels can be used directly.

An active Coffee-Break configuration is required for the steps explained in this article. In this article, we explain how to set up coffee breaks in Microsoft Teams.

Create an announcement email

We recommend sending the email announcement about 1 week before the start.

Announce the Coffee-Breaks first by email. We have created a template for you. Add the missing information in the marked places and feel free to adapt it to your personal style.

You can find the start date, team name, and the day on which the invitations will be sent in the Coffee-Break configuration in the app's admin settings.

The next section of this article explains where to find the team link.

Template

Hi everyone!

We are excited to introduce Crewting Coffee Breaks! ☕️

Starting on {start date}, you will be matched with colleagues for Coffee-Breaks so you can connect with people within {company name}.

What do you need to do? 🤔

Please open the {team name} team in MS Teams - you can find the link to the team here: {insert link - explained in the next section}
Click on the Coffee Break - Crewting app in the top navigation bar
Log in with your Microsoft credentials
Connect your calendar via the settings - Here you will find instructions
(optional) Adjust your availability via the settings in the app

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!

Enjoy your new connections! 🎉

Copy the team link

Copy the link of the team where the Coffee Break app has been installed and paste it into step 1 of the announcement email. People will be redirected to the correct team via this link or can join the team.

The screenshot shows how to copy the link:

Send a reminder in Teams

We recommend sending the Teams reminder 2 days before the start.

Shortly before the start, we recommend sending 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 - the default availabilities will then be used.

Template

Hi everyone!

In two days, we'll be starting our Coffee-Breaks! ☕️

Please take five minutes to register in 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:

Click on the Coffee Break - Crewting app in the top navigation bar of this team
Sign in with your Microsoft credentials
Connect your calendar via the settings - you can find instructions here
(optional) Adjust your availability via the settings in the app

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's next after announcing?

This article provides information on how to make Coffee-Breaks successful.

Updated on: 13/10/2025

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