👋 Welcome to Your Admin Portal
Guidebook For Structured & Paired Coaching Programs
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.
2 ) Define a "reply-to" address for your program.
Go to the bottom of the "Program Settings" page.
The address you define will be shown for notifications, announcements, sessions etc...
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 coaches and coachees.
4 ) Add additional information to Coach and Coachee profiles.
Go to "Coaches" 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 coaches and coachees individually.
5 ) Design the coaching 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 below for more information.
6 ) Add coaches and coachees to your coaching program.
You can add more users using Coaches and Coachees section on the left menu.
Please check out "Users & Log in" section below for more information.
7 ) Pair Coaches & Coachees
Please check out "Matching" section for more information.
RECOMMENDED
Send an informative email to coaches and coachees with your organization's e-mail address before you add them to the progam.
Sample Email :
Dear Coach,
We will manage our coaching program using Mentornity.
You will receive a user invitation for you to access the platform.
Please accept the invitation and define your password.
EASY MANAGEMENT
You will be learn about all the processes of all your coaches and coachees in the program effortlessly.
Our easy methods will allow you to measure and evaluate your program without work load.
CUSTOMIZATION & FLEXIBILITY
Mentornity provides a customizable platform for you and your coaches and coachees.
So you can choose the best configuration as same as in your mind.
USER FRIENDLY INTERFACE WITH SUPPORT SERVICE
It's a user friendly platform and admin portal.
And we will make everything ready for you!
You can always contact us for support and training needs.
POWERFUL TOOLS FOR YOUR COACHES AND COACHEES
- Google Calendar
- Outlook Calendar
- Zoom
- Google Meet
- Time Slot Management
- 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 coaches and coachees. 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.
Coaches
Add/remove coaches, list and add additional information.
Coachees
Add/remove coachees, 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.
Reports
You can find all details about the meeting statistics of your coaches and coachees.
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 coaches and coachees can see each other and creat meetings"
Coaches and coachees 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 coach-coachee pairs.
Coaches can create meetings.
You may also give permission to coachees to create meeting.
🗓 Or, coaches can add time slots and coachees 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 coaches and coachees according to the number of meetings.
All the analytics you need is on the "Reports" page!
e.g. the most active coach and departments, the number of cancellations...
📰 List User Activities
Monitor the latest activities of coaches and coachees.
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 Coaches & Coachees
List users by date of last seen or last scheduled meeting to find the most active coaches and coachees.
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 the coaches and coachees.
📆 🗓
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 coaches and coachees
👩🏻 👨🏾
Changing the Profile Pictures of "coaches" who have not accepted the user invitation yet.
🗓 ⌛️
Adding, deleting or editing time slots of coaches.
✏️ ⌚️
Creating or canceling meetings on behalf of coaches and coachees.
🕹🎭
Editing or creating additional info fields for coach and coachee profiles.
🔐🔓
Activating or deactivating coach accounts
👥 🔀
Pairing, unpairing updating matching details
Users & Onboarding
You can add the guides we have prepared especially for coaches and coachees as an Announcement or you can send an e-mail to them.
Guidebook for Coaches :
https://guides.mentornity.com/mentor-guidebook-structured-paired-mentoring
Guidebook for Coachees :
https://guides.mentornity.com/mentee-guidebook-structured-paired-mentoring
You can click on the images to see them larger.
Go to the "Coaches" or "Coachees" pages from the left menu.
The "Add Coach" button is at the top left of the "Coaches" page.
The "Add Coachee" button is at the top left of the "Coachees" 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 "Coach 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 "coaches" or "coachees" 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.
If you accept the application, a user invitation is sent to the applicant coach and that person is added to the coaches page.
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 coaches 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 "Coaches" or "Coachees" 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 :
(Coaches page)
Coaches and coachees 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 Coaching Program User Invitation.
Go to the "Coaches" or "Coachees" 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 coaching is working with your pre-defined sessions.
e.g. Coaches/coachess 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 coach and the coachee."
e.g. Meeting Title, Before/After Meeting Questions
You can switch between "Details for Coaches / Details for Coachees" 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 the coaches and the coachees.
You can click on the images to see them larger.
Coaches and coachees can not see the responses of each other.
You can make some responses visible to coachees or coaches.
Example : The coach can see the coachee 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
Go to the "Pairs" page.
You can pair coaches and coachees with the (+) button.
Search for the coachee's name and click to add.
- Coachees are added to coaches while in show "coach based list" mode
- Coaches are added to coachees while in show "coachee based list" mode
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 coach should be on the left and the e-mail address of the coachee should be on the right in each line.
You can write as 1 coach will have 1 client per line, or if the same coach has more than one coachee, you can write the coachee e-mail side by side.
Or you can write the coach who has more than one coachee on the bottom line again, along with the other coachee e-mail.
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 "coaches" and "coachees" 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.
In the 'same as' rule, the information in the coach and the coachee must be exactly the same.
Example:
- "Accounting" is the same as "Accounting".
- "Accounting" is not the same as "Accounting Specialist".
For this reason, it is recommended that the additional info you will use to pair the words with should be Multiple-Choice or Single-Choice instead of the text field so that there is no difference in the words.
By doing that, if you ask the user a question such as your profession, you will not get answers such as "Civil Engineer", "Civil Eng.", "Civil Engineer", which are the same in meaning but different in words.
Start the calculation with the "Run the SuperMatching Engine Now!" button.
The names with dark backgrounds will be new paired coachees.
Pairing is not done until you click the "Create All Pairs" button.
Thus, you can edit the matching results.
You can take a coachee from one coach and pair them to another coach.
It list coaches with matching scores if you click on a coachee in the "Users without pairs" section on the right.
You can click on a green bar to pair coach and coachee.
If you click on the "Create All Pairs" button, pairs are made and paired coaches and coachees start seeing 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.
