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Announce Coffee-Breaks in Slack

In this article, you will learn how to effectively announce Crewting Coffee-Breaks before they start (via email and in Slack) 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 posting a reminder in the Slack channel shortly before the start. This ensures that the information really reaches everyone. In smaller teams, a Slack announcement alone may be sufficient. For larger or distributed teams, we recommend sending an email as well.

⚠️ 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 1 week before the start. A week's lead time has proven to be sufficient to allow enough time to set availability and connect the calendar. For short-term launches, 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 Slack channel.

First, announce the Coffee-Breaks 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.

The start date and the day on which the invitations are sent must always be entered individually. You can find this information either

directly in Slack under **Crewting App > Home > Admin Settings **or
in the Crewting WebApp under Employee Matching > Edit Campaign.

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 network within {company name}.

What do you need to do? 🤔

Please open the Coffee-Break Crewting app in Slack - you can find the app in Slack below the direct messages via Apps
Switch to Home
You will find your availability below
Click on Link Calendar
Connect either your Microsoft or Google Calendar
Authorize the process
Click on Allow
(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 direct message here in Slack 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! 🎉

Send a reminder in Slack

We recommend sending the reminder 2 days before the start.

Shortly before the start, we recommend sending a reminder in the Slack channel. If individual users have not followed the steps in the email, they still have two days to link their calendar. We have also prepared a template for this, which you can share in the Slack channel linked to the Coffee-Break app.

Share the reminder in the Slack channel where Crewting was set up (e.g., #coffee-breaks).

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

Template:

Hi everyone!

We're starting Coffee-Breaks in two days! ☕️

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

The individual steps are explained here:

Please open the Coffee-Breaks Crewting app in Slack - you can find the app in Slack below the direct messages via Apps
Switch to Home
You will find your availability further down
Click on Link Calendar
Connect either your Microsoft or Google Calendar
Authorize the process
Click on Allow
(optional) Adjust your availability via the settings in the app

When you connect your calendar, Crewting synchronizes your availability for matching.

You will automatically receive appointment suggestions and invitations via direct message here in Slack 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?

After the announcement, you don't need to do anything else. 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: 19/01/2026

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