Articles on: Coffee-Breaks for Slack

Settings options for Slack admins

This article is intended for Crewting administrators who want to configure, manage, or customize Coffee-Breaks. You can use it as a step-by-step guide or as a reference.


💡 Important: The Crewting web app is available to administrators and can be opened via the admin settings in the Slack app. We recommend using the web app for all settings, as it offers a clearer overview. In principle, the settings can also be configured in Slack.


ℹ️ You can find the Crewting web app in Slack here: Slack > Sidebar > Apps > Crewting > Home > Admin settings > Open platform.


Jump directly to a specific section:




Campaign settings


The campaign settings apply to all campaigns. The following settings are available:


ℹ️ You can find the campaign settings here in the Crewting web app: Slack > Sidebar > Apps > Crewting > Home > Admin Settings > Open Platform > Employee Matching > Settings.


Who I don't want to meet: Here you can specify whether users can block individual colleagues so that they are not matched with these people.


Extended scheduling period: Extended period during which appointments are automatically scheduled. By default, appointments are scheduled for the following week. In practice, however, it can happen that a calendar is full and no mutual free slots can be found. For this reason, it is possible to set a longer period. If no mutually suitable appointment is available in the first week, the following week is selected, and so on.


Matchmaking break: Here you can set the maximum period for how many months a user can pause Coffee-Breaks and for how many matchmaking intervals a user can pause at most. The individual options are explained in the following two paragraphs.


Set maximum duration of Coffee-Break pause for users: Each user can pause Coffee-Breaks for a certain period of time. This setting can be used to control the limit for this function. In principle, a limit of 1 to 12 months can be set. The default setting is 3 months. Changes can be made using the drop-down menu.


Maximum number of Coffee-Break that can be paused by a user: Each user can pause Coffee-Breaks for a certain number of matching rounds. This setting can be used to control the limit for this function. The limit can be set to between 1 and 10 Coffee-Breaks. The default setting is 3 Coffee-Breaks. Changes can be made using the drop-down menu.





Create a new Coffee-Break campaign


A campaign defines who, when, and how matching takes place. Once it is active, Crewting automatically takes care of the matching and invitations.


People with admin permissions can manage the matching settings for Coffee-Breaks. You can find the settings here: Slack > Sidebar > Apps > Crewting > Home > Admin Settings > Open Platform > Employee Matching.


Once a campaign is activated, Coffee-Break invitations are automatically sent at the set time. You can create a campaign and edit all existing campaigns via New Campaign.


💡 Coffee-Break invitations are always sent for the week after matching.




  1. Select a channel


Select the Slack channel in which you want Crewting to regularly connect members.


The selected Slack channel is the participant list for your Coffee-Breaks. Only members of this Slack channel will be matched.


By connecting the app to the respective Slack channel, all current members of the channel are automatically included in the matching process. New members who join the team are also automatically included in the matching process. In the settings, individual users can also be excluded or only certain users can be included.


💡 If your Slack channel is not displayed, this article explains how to connect a Slack channel to Crewting.




  1. Name the campaign


Think of a suitable name for your campaign that describes your initiative well. Here are some examples from our customers:


  • Coffee Break
  • Coffee Chat
  • Coffee Corner
  • Coffee Matching
  • Coffee Roulette


The names are often associated with the company name or department, such as Crewting Coffee Roulette. We recommend unique names, especially if several campaigns are running in parallel (e.g., by location or department).





  1. Set the schedule


Crewting automatically schedules meetings between colleagues, eliminating any administrative effort. Invitations are always sent at the specified time, and the meetings themselves take place later. The following information must be provided for this purpose:


Weekday: The weekday on which invitations are sent to employees.


Time: The time at which invitations are sent to employees on the specified weekday.


Time zone: The time zone in which invitations are sent to employees on the set weekday at the set time.


Frequency: The interval at which employees are regularly invited to Coffee-Breaks.


Start date and time: The one-time start date and time at which the first invitations are to be sent and the campaign starts.


💡 We recommend setting the start date and time to the same day and time as in the previous settings.




  1. Matching settings


Specify how your team will be connected through Crewting. The following settings are available for this purpose:


Group size: 2-12 people can be connected per Coffee-Break.


Consider matching history: This setting takes past meetings into account when matching to avoid colleagues meeting repeatedly. Even with this setting, it is still possible for people to be connected again. The fewer people there are in the Slack channel and the less available they are, the greater the likelihood that users will be connected again.


User participation control: By default, all users of the selected channel are matched. If this is not desired, either specific users can be excluded from matching or specific users can be included, a block list and an allow list are available for this purpose.


Block list: Specific users are excluded from matching. These settings are useful if individual users from the existing team do not want to participate in matching.


Allow list: Only selected users are considered for matching. If this list is active, only the selected users are matched.





  1. Meeting settings


Select the platform on which the Coffee-Breaks are to take place and define the other meeting settings:


You can choose between Google Meet, Microsoft Teams, and Crewting. To use Microsoft Teams or Google, the corresponding integration must first be activated. To do this, simply click on 🔗 Connect.


💡 Difference between Microsoft Teams or Google Meetings and Crewting Meetings: When Crewting Meet is used, the Boost can be used to add a quiz or icebreaker questions to the Coffee-Breaks, for example.


Duration: How long a Coffee-Break lasts. This time period is required for the calendar invitation and is then automatically stored in the calendar.


Scheduling mode: How appointments are scheduled between users. There are three options to choose from.


Scheduling mode explained:


  • Automated scheduling > Coffee-Breaks are scheduled automatically based on availability.
  • Voting followed by deadline automation > Five suggestions are sent based on availability, and users have until the deadline to vote for one or more suggestions. If no one has voted by the deadline, a date is automatically set.
  • Manual scheduling > Five suggestions are sent based on availability, and users must manually vote for a date. If no vote is cast, no invitations are sent.


Clicking on Create Campaign saves the campaign and starts it at the specified time.


💡 The better the communication before the start, the more successful the initiative will be. Clearly communicate the start date to the team. Once your campaign is active, Crewting will automatically start matching at the set time. To ensure that all employees are aware of the initiative and that it is a success, we recommend actively announcing the Coffee-Breaks to the team. We explain how to do this in this article.



User management and regional settings


You can use these settings to assign admin permissions to users in your workspace and configure regional settings at any time:


ℹ️ You can find these settings here in the Crewting web app: Slack > Sidebar > Apps > Crewting > Home > Admin settings > Open platform > User management.


Admin permissions


Here, you can assign admin permissions to other users. The user can then also create and manage campaigns. How to add a new admin:


  1. Open the User Management menu item in the Crewting web app
  2. Click Add in the top right corner
  3. Search for the user you want to grant admin permissions to
  4. Click on Grant Admin Permissions


The user now has admin permissions.





Regional Settings


The following regional settings are used by default if the data of an individual user is not available in Slack. If this is the case, the default settings act as a safeguard and are adopted by the user who installs the app. These settings can be adjusted at any time.



Set default language: The default language can be customized. German and English are available for this purpose.


How to change the default language:


  1. Open the User Management menu item in the Crewting web app
  2. You will find the regional settings below
  3. Select the desired language under Default Language on the right
  4. The changed settings are saved automatically.



Set default location: The default location can be customized. This affects the formatting of dates and numbers.


How to change the default location:


  1. Open the User Management menu item in the Crewting web app.
  2. You will find the regional settings below.
  3. Select the desired location under Default Location on the right
  4. The changed settings are saved automatically



Set default time zone: The default time zone can be customized, for example, to the company headquarters.


How to change the default time zone:


  1. Open the User Management menu item in the Crewting web app
  2. Below you will find the regional settings
  3. Select the desired time zone under Default time zone on the right
  4. The changed settings are saved automatically



Pausing and deactivating Coffee-Breaks


As an admin, you have the option of deactivating individual campaigns. In addition, you can activate a pause for Coffee-Breaks for the entire organization. Most companies use this function over Christmas or during offsites. We explain how to do this in this section.


💡It may happen that individual messages are still sent by Crewting despite a pause. Once the pause is active, no new matches will be created. Appointment confirmations, invitations, and reminders related to past matches will be sent so that the last Coffee-Break is completed.



Pause campaign


Pause a campaign: Pause a single campaign for a specific period of time. After the pause ends, matching will automatically restart.


  1. Open the Employee Matching menu item in the Crewting web app
  2. Select the campaign you want to pause
  3. Click on Edit
  4. Open Management
  5. Click on Pause Campaign
  6. Select the date and time when you want the campaign to restart
  7. Confirm the checkbox
  8. Click on Pause Matching
  9. Important: The restart date of the campaign will be postponed and updated in the overview. The button or information field under Employee Matching will not change.



Deactivate campaign


Deactivate a campaign: Deactivate a single campaign. The campaign will not restart until it is activated.


  1. Open the Employee Matching menu item in the Crewting web app
  2. Select the campaign you want to pause
  3. Click on Edit
  4. Open Management
  5. Deactivate the campaign via Campaign Status
  6. The campaign is now deactivated indefinitely.





Managing your subscription


You can manage your subscription in the Crewting app under the Subscription menu item. You will also find your invoices there. Only admins with subscription access can view invoices and make changes.




Updated on: 20/01/2026

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