What we’ll cover:
- How to create an Office Hour
- How to publish an Office Hour
- How to share an Office Hour
Office Hours are a great way to bring small groups and leaders together for high-impact conversations around important topics like diversity and inclusion, career development or subject matter expertise.
And creating one is easy. Here’s a quick overview of how to create, publish and share an Office Hour using Ten Thousand Coffees.
Creating your Office Hour
Administrators can create a new Office Hour by heading over to the Office Hour area of your Admin hub. Once you’re there, click on the “+” sign in the top, right-hand corner to get started.
You can choose from one of our pre-populated event templates or get creative with a blank event template.
Next you'll need to fill in your event details, which includes your:
Host: the name of the person who will be hosting the event. If you're an admin make sure to put the host's name here, not your name.
Event title: one of the most important parts of your event description. Capture the attention of potential Office Hour participants with an event title that tells them the type of event it is, topics you'll cover and the host name.
Description: an overview of what event participants can expect to gain from the Office Hour. Include details like a professional bio for the host, number of seats available, and themes you’ll be discussing.
Time and Date: when the event is happening.
RSVP Question: the opportunity to ask every attendee a question when they RSVP. Use this to learn more about what they'd like to hear from the host.
Pro tip: This is a great way to shape your discussion and engage your attendees. We recommend using this feature to make sure everyone gets the most out of the event. We'll share a download of all questions received with the host before their Office Hour.
Where people will meet: a spot for you to select which meeting tool you'll use for the event and drop dial-in details.
RSVP Settings: how you'd like to handle RSVPs for your event. You have two RSVP options to choose from:
- First come, first serve where registration remains open until maximum amount of seats available have been filled. Any additional RSVPs are added to a waitlist. If. confirmed attendee cancels their RSVP, we'll automatically add the next person on the waitlist.
- Select from RSVP list where registration closes at a specific time. Once event registration has closed, the program admin can review the list manually to approve attendees. This should only be used for specific events where attendance is restricted by location, group etc.
Guests: total number of guests that can attend your event.
Publishing your Office Hour
Now that all of your event details have been added, you’re ready to publish your Office Hour. Click the “Publish” button in the bottom right hand corner to get started.
Note: if you're not an admin, you'll need to request the event. When you hit "Request Event" a program admin will be prompted to review and publish your event.
Sharing your Office Hour
Once you hit "Publish event" you'll be given a chance to send out an email to members to let them know about your upcoming Office Hour. You can share your event with all program members, or target your event to specific members based on things like their role, location or interests.
After you've selected who you'd like to share your event with, click the final "Publish button. Now your Office Hour event has been added to your Office Hours page and emails have been sent out.
Note: You can opt not to email program members about your Office Hour. In this case your Office Hour will be added to your Office Hour page, and no email notifications will be sent out.
Pro tip: You can also share your event with non-members using our RSVP link. Generate an event link and share in newsletters, messaging platforms, or intranet articles. We'll guide any non-members through a modified onboarding flow so they can access the event.
That's it. We'll automatically manage RSVPs, collect participant questions to share with the host, and gather feedback to share in your admin dashboard, so you measure the impact of your Office Hour.