Let's Start Here!
1 ) Edit the logo, cover image and description of your program.
Go to the "Program Settings" page from the left menu and add your program details.
Click on "Preview as user" to see the page as a mentor or mentee.
2 ) Define a "Reply to" address for your program.
Go to the bottom of the "Program Settings" page.
The reply to address you define will be shown for email notifications.
e.g. announcements, messages, meeting updates...
Unless you add a reply-to address, user response notifications will reach to info@mentornity.com
3 ) Edit your "New User Onboarding" content. (Welcome Messages and Terms)
Go to "Program Settings" from the left menu.
Then, click on "New User On Boarding" tab.
Add the text that you want users to accept on the on boarding process using "Policies of the Program" section.
Different welcoming content can be shown to mentors and mentees.
4 ) Add additional information to mentor and mentee profiles.
Go to "Mentors" page on the left menu.
You can add as many additional information (custom fields) as you want with the "Additional Info" button in the upper right section.
You can add different additional information to mentors and mentees individually.
5 ) Design the mentoring program using SESSIONS page.
You can add predefined meeting topics, questions and content to the program using "Sessions" section on the left menu.
Please check out "Sessions & Structure" section for more information.
6 ) Add mentors and mentees to your mentoring program.
You can add users using "Mentors" or "Mentees" page.
Please check out "Users & Onboarding" section for more information.
7 ) Check your matching settings
Please check out "Matching" section for more information.
RECOMMENDED
Send an informative email to mentors and mentees with your organization's e-mail address before you add them to the program.
Sample Email :
Dear Mentor,
We will manage our mentoring program using Mentornity.
You will receive a user invitation for you to access the platform.
Please accept the invitation and define your password.
You will learn everything about the processes of mentors and mentees effortlessly.
Our easy solutions allow you to measure and evaluate your program without workload.
You can design the best process as same as in your mind with Mentornity!
User friendly mentoring platform and admin portal
You can always contact us for support and training needs.
✔ Google Calendar
✔ Outlook Calendar
✔ Zoom
✔ Google Meet
✔ Time Slots
✔ Direct Messages
✔ Meeting Notes
✔ Forms
✔ SSO Login
Home
General instructions, admin guide, product updates and your program details.
Activities
See the most up-to-date account activities of mentors and mentees e.g. Meetings, cancellations, availabilities, meeting notes...
Meetings
List all meetings arranged in the schedule from the most recent to the oldest without any filters.
Mentors
Add/remove mentors, list and add additional information.
Mentees
Add/remove mentees, list and add additional information.
Sessions
Add/remove, edit meeting titles (sessions) to design a structured program.
Announcements
You can use the announcements page to share updates and knowledge base. Users will see your content on the homepage. You may also send announcements by email to all users.
Pairs
All about matching & pairing mentors and mentees.
Reports
You can find all details about the meeting statistics of your mentors and mentees.
Forms
Create forms, polls, and surveys anytime without any limit.
Program Settings
All settings such as editing program name, logo, cover image or description, adding administrators, setting meeting creation permissions, page view permissions and welcome messages...
A structured program consists of sessions with predefined meeting topics.
This model allows you to define different meeting forms and content for each session.
Paired means "only the paired mentors and mentees can see each other and create meetings"
Mentors and mentees need to select a session while creating a meeting.
They can hold the number of meetings depending how many sessions you add.
The same session titles (meeting topics) will appear to all mentor-mentee pairs.
Mentors can create meetings.
You may also give permission to mentees to create meeting.
🗓 Or, mentors can add time slots and mentees book meetings.
👩🏻💻 Meetings take place face to face or online.
📕 Users see your meeting content and forms that are assigned for sessions.
📈 Check Reports
You can list mentors and mentees according to the number of meetings.
All the analytics you need is on the "Reports" page!
e.g., the most active mentor and departments, the number of cancellations...
📰 List User Activities
Monitor the latest activities of mentors and mentees.
e.g., Availabilities, meetings, meeting notes, cancellations,...
🗓 Track Sessions & Meeting Forms
You can track the meetings by sessions easily.
You may also list the form responses by sessions.
🏆 Sort Mentors and Mentees
List users by date of last seen or last scheduled meeting to find the most active mentors and mentees.
You can make the "Last Seen" and "Last Meeting" columns visible with the "Hide Fields" button.
Monitoring
Admins can access everything in the program except the direct messages between mentors and mentees.
📆 🗓
All meeting details that scheduled by users.
🗂📇
Profile page details.
🗒✏️
Meeting notes
Including hidden notes!
📘📕
Responses to all forms.
Taking Action
Admins can do the following for mentors and mentees.
👩🏻 👨🏾
Changing the Profile Pictures of "mentors" who have not accepted the user invitation yet.
🗓 ⌛️
Adding, deleting or editing time slots of mentors.
✏️ ⌚️
Creating or canceling meetings on behalf of mentors and mentees.
🕹🎭
Editing or creating additional info fields for mentor and mentee profiles.
🔐🔓
Activating or deactivating mentor accounts
👥 🔀
Pairing, unpairing updating matching details
You can create your new program with the link below :
Mentor & Mentee Experience
Mentors can reach mentees on the homepage.
It's easy to select a day and time on the mentee profile page.
As it's a structured program, mentors need to select a session.
Mentornity generates a meeting page when a mentor/mentee schedules a meeting.
Mentors and mentees receive emails with meeting detail, video links and calendar invitation files.
Mentors can select a date or weekly recurring time slots easily.
It also checks Google or Outlook calendars if the mentor connects calendars.
Mentees can select a day and time slot to book meetings on the mentor profiles.
Mentors and mentees can connect their calendars to sync meetings automatically.
Admins define meeting topics, meeting content and meeting forms
Mentors and mentees may see different session content.
User invitation
New users will receive this email if you add add someone to the program
New meeting
Mentors and mentees receive this email when someone create meeting or book a time slot.
Other notifications
Mentors and mentees receive emails about all mentoring activities.
✔ Meeting note
✔ Direct message
✔ Meeting update
✔ New time slots
✔ Announcement
✔ New match
Add yourself or someone to the mentors or mentees page.
You may use a personal email. e.g. Gmail, Yahoo...
Login as a mentor or mentee to explore the mentoring platform too.
You can use Mentor or Mentee Guidebook to explore the platform as a user.
Go to the "Users & Onboarding" section access Mentor/Mentee guidebooks.
Admin portal
- Add a mentor and a mentee account for testing. (Send invitations)
- Define some sessions (Sessions page)
- Pair test users (Pairs page)
- Add forms (Forms page)
Mentor Experience
- Find the invitation link and complete onboarding steps.
- Connect your calendars ( Google or Outlook)
- Connect your video apps (Zoom or Google Meet )
- Check your mentee's profile
- Schedule some meetings
- Add availabilities (Time slots)
- Check calendar invitations
- Go to the meeting page
- Take some meeting notes
- Send direct messages to your mentee
- Fill the meeting forms ( Meeting page)
Regular platform URL is mentornity.com for users.
It will be your custom domain if you have White Labeled platform.
e.g. mentoring.yourdomain.com
Trial, Pricing & Purchasing
Check out our pricing page.
It is always free up to 10 users including unlimited admins!
We can provide custom pricing for your mentoring program.
Please contact us or request a quick offer with the button.
We provide 1 month free trial without any restrictions.
Please contact us our use the button if you want to extend your free trial.
You can start your subscription when you ready to purchase.
It is possible to pay by credit card or bank transfer.
Please contact us to start your subscription process.
It's easy to start, upgrade or cancel anytime.
White Labeling & SSO
White labeling enables to provide a mentoring platform with your custom domain and branding.
WHITE LABELED PLATFORM
- Custom domain
- Custom button and bar colors
- Custom bar logo and browser icon
- Custom logo for email notifications.
REGULAR PLATFORM
Mentors and mentees will reach out to regular platform via mentornity.com if there is no white labeling.
It’s possible to upload a program logo and a cover image for both regular and white-labeled programs.
Users will see the Mentornity email address as sender.
INTEGRATIONS
Even if the platform is White Label, these screens will continue to show users the Mentornity app and logo
- Login with Google
- Login with Microsoft
- Zoom
Please check this page to share your white labeling details with us.
Our team makes your mentoring program white labeled for you.
This is our pricing list for white labeling.
Please don't hesitate to contact us if you need a custom proposal or discount.
We support SAML and OAuth2.0 for single sign on login for you.
You IT team needs to provide a SAML connection point.
Please share our SAML details with your IT team.
SSO is a custom development process.
Please contact us for the pricing details.
Users & Onboarding
You can add the guides we have prepared especially for mentors and mentees as an Announcement or you can send an e-mail to them.
Guidebook for Mentors :
https://guides.mentornity.com/mentor-guidebook-structured-paired
Guidebook for Mentees :
https://guides.mentornity.com/mentee-guidebook-structured-paired
You can click on the images to see them larger.
Go to the "Mentors" or "Mentees" pages from the left menu.
The "Add Mentor" button is at the top left of the "Mentors" page.
The "Add Mentee" button is at the top left of the "Mentees" page.
Click "Add Single User" if you want to add them one by one.
Use "Import with Excel file" to bulk upload.
Download the sample file and fill it in and restore.
Do not change the headers in the Excel file.
First Name, Last Name and Email fields are mandatory fields.
Please create custom fields that you need with the "Additional Info" button before you add users.
You can click on the images to see them larger.
On the Left Menu, go to "Program Settings" and switch to "Screens" tab.
Click the "Edit" button in the "Mentor application page" section.
Edit "Application Page Title" and "Description" in the description field.
You can see the preview on the right side.
Do not forget to save with the "Save Changes" button.
Switch to the "Fields" tab and mark the application questions to show on the page.
Application questions come from "Additional Info" fields and these fields are managed on the "Mentors" or "Mentees" page.
You can enable/disable applications from the upper left section.
You can see the application link by clicking "on this URL".
Go to "Applications" page from the left menu to see the received applications.
You can accept the application by clicking the "Accept & Invite" button.
With the expansion icon on the left, you can examine the applicant in detail.
We will send an invitation to applicant if you accept the an application.
It is possible to download an Excel format from a tool and upload to Mentornity Admin Portal.
e.g. Google Forms, Jotform, Mailchimp, Workday, Salesforce, Hubspot, or any tool.
In order for your applications to be compatible with the program, use the same additional information that you add to the mentors in Google or the form you use.
Google Forms
A question
Admin
An additional Info
If you want to provide options for hobbies, add the same options and title in Google Forms and the Mentornity Admin Portal.
Left Menu > Program Settings > Switch to the Admins tab.
Add the user you want with first name, last name and e-mail information.
It is possible to resend invitations to users who have not accepted the invitation yet - or - to whom the invitation was not sent while adding to the program.
- Go to the "Mentors" or "Mentees" page
- Select users to invite from the left. (Use check boxes.)
- Once you make a selection, "Send Invitation" button and other buttons will appear at the top of the page.
Check the screenshot :
(Mentors page)
Mentors and mentees who have been added to the system or whose applications have been accepted will receive an e-mail from the program.
Sender:
Your Program Name
e.g. acme@mentornity.com
E-mail subject:
Your Program Name User Invitation
e.g. Acme Mentoring Program User Invitation.
Go to the "Mentors" or "Mentees" page.
Click on "Hide Fields" button in the top-right menu.
Make the "Invitation Link" button visible.
You will find the invitation links on the left menu.
Click on
"Show Invitation Link"
Copy the invitation link and send it via your preferred communication channel.
Or send directly from your e-mail app using the envelope icon.
e.g. Gmail, Outlook or your business email address.
Sessions & Structure
You can click on the images to see them larger.
Go to the "Sessions" page from the left menu.
Structured mentoring is working with your pre-defined sessions.
e.g. Mentors and mentees can create 5 meetings during the program if you define 5 sessions.
Click o "Add Session" button at the bottom of the page.
Set a title for the session. Or you can specify a general title such as "Session 1".
You can add the first and last date in order to make restrictions, if you want this session to be held in a certain time period,
We recommend that add sessions without date limitation.
You can define the session contents in a way that will appear "different for the mentor and the mentee."
e.g. Meeting Title, Before/After Meeting Questions
You can switch between "Details for Mentor / Details for Mentees" menu.
Click on "Add Field" button to add any number of questions that will appear on the meeting page.
You can assign different questions for the coaches and the coachees.
This is how the meeting page will appear if you add a title, meeting description, and meeting questions.
It's possible to add different content for each session.
The same meeting titles appear to everyone in the program.
You can assign different descriptions and questions to mentors and mentees.
You can click on the images to see them larger.
Mentors and mentees can not see the responses of each other.
You can make some responses visible to mentors or mentees.
Example : The mentor can see the mentee responses of the 1st session and before the meeting form.
You will see check boxes under the questions.
Click on pencil icon to edit session content. ( Title, Description, Forms)
The order of the sessions can be changed by arrow icons.
You can edit all sessions during the program at any time.
Matching
You can edit pairs or match mentors and mentees
even if the selection mode is on :
Go to the "Pairs" page.
You can pair mentors and mentees with the (+) button.
Search for the mentee name and click to add.
- Youadd mentees to mentors if you select "Mentor based list"
- You add mentors to mentees if you select "Mentee based list"
Go to the Pairs page.
Click the "Import Excel File" button in the upper right.
Download the sample file and fill it with your data.
Please do not change or delete the headers in the top row.
In Excel, the e-mail address of the mentor should be on the left and the e-mail address of the mentee should be on the right in each line.
If a mentor has 5 mentees, you can write the mentees in cells next to each other.
Or you can use a separate line for each mentee by writing the mentor to the left each time.
Automatic matching system uses additional info fields of users.
Please define additional info fields before you add matching rules.
You can go to the admin portal "Mentors" and "Mentees" page to define custom fields. (Additional info)
Go to matching.mentornity.com
- Log in with the password and email address you use in the admin portal.
- Choose the program you want to pair with.
Add rules using "Add New Rule" button.
Multiple rules can be added.
Start the calculation with the "Run the SuperMatching Engine Now!" button.
The names with dark backgrounds will be new paired mentees.
Pairing is not done until you click the "Create All Pairs" button.
Thus, you can edit the matching results.
You can take a mentee from a mentor and pair them to another mentor.
It list mentors with matching scores if you click on a mentee in the "Users without pairs" section on the right.
You can click on a green bar to pair mentor and mentee.
If you click on the "Create All Pairs" button, pairs are made and paired mentors and mentees will see each other.
If the "Notify users when new pair is created" option is selected on the "Pairs" page in the admin panel, a pairing notification will be sent to the users.
Users will receive an email with your program name if the "Notify users when new pair is created" option is selected.
The subject "New Match" is sent to the coach and the client.
Forms & Pairing Feedback
General Forms
Use this type if you want to publish a survey, poll or a form that a user can fill this form one time only.
e.g. A form about the program or any topic.
You can create unlimited general forms for mentors, mentees or everyone.
Pairing Feedback Forms
Use this form to collect form responses from mentors and mentees about their relations and experience.
You can create only one form for the mentor and one for the mentee.
Users can fill out this form more than one time.
Mentors can fill out this form for every single mentee.
e.g., A mentor can fill out this form 3 times if a mentor has 3 mentees.
Go to the "Forms" page.
The default tab is "General Forms"
Click on "Create Form" button.
Add your title, description and questions.
Last step : Click on "Create the Form" button to save & publish your form.
You can edit your existing forms whenever you need.
It is possible to unpublish a form without deleting it.
Go to the "Forms" page.
Click on "Pairing Feedback Forms" tab.
Click on "+Create" button.
You can create only one form for mentee and one for mentor.
Click on "Edit" if there is a form already.
You can edit the form title, description and all questions.
For General Forms:
Click on a form to list responses.
For Pairing Feedback Forms:
Click on "Check Responses" link.
You can download responses as an Excel file.
