Articles on: Coffee-Breaks for Teams

Settings options within Microsoft Teams for Crewting 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.


ℹ️ You can find the Crewting app in Microsoft Teams here: Microsoft Teams > Chat list > Crewting > App


Jump directly to a specific section:



Campaign settings


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


You can find the campaign settings here in the Crewting app: Microsoft Teams > Chat list > Crewting > App > 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. Blocking is done exclusively by the users themselves.


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 suitable appointment is available for both parties 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 breaks that can be paused by a user: Each user can pause coffee breaks for a certain number of coffee breaks. 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 matches are made. Once it is active, Crewting automatically takes care of the matching and invitations.

People with admin permissions in Teams can manage the matching settings for coffee breaks.


ℹ️ You can find the settings here: Microsoft Teams > Chat list > Crewting > App > 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 team (channel) in which you want to regularly connect members through Crewting.

The selected channel is the participant list for your coffee breaks. Only members of this channel will be matched.

By connecting the app to the respective team, all current members of the team 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 team is not displayed, this article explains how to connect a team with 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 the need for administrative work. 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 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 Microsoft Teams, Google Meet, 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 planned 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, an appointment is automatically set.
  • Manual scheduling - Five suggestions are sent based on availability, and users must manually vote for an appointment. If no vote is cast, no invitations will be 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 most effectively in this article.


User Management


These settings allow you 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 app: Microsoft Teams > Chat list > Crewting > App > Employee Matching > Settings.


Admin permissions


Here, you can assign admin permissions to other users. The user can then also create and manage campaigns.


Here's how to add a new admin:


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


The user now has admin permissions



Regional settings


The following regional settings are used for users who have not yet logged into Crewting with their Microsoft credentials. Crewting also sends invitations to these users. To enable this, default settings are used, which 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 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 app
  2. You will find the regional settings further down
  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 app
  2. You will find the regional settings below
  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 to deactivate individual campaigns. In addition, you can activate a pause for coffee breaks for the entire organization. Most companies use this feature 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 an individual 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 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 the campaign should 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 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: 03/02/2026

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