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The mentoring journey

Create and manage a mentoring initiative, understand registration statuses, and follow the volunteer’s experience.

🎯 Purpose of this article

This article guides you through creating and managing a mentoring initiative. It helps you track registrations and statuses, understand the volunteer experience, and make the most of available data in your exports.

🧭 Understanding mentoring registration statuses

Status

Description

Good to know

Application / Exchange

The volunteer has signed up for the initiative and must initiate a conversation with the coordinator. If tasks are assigned to them, they are responsible for completing them.

- Coordinators validate the application only once.
- Once validated, they have no further action to take when the volunteer adds their commitment dates.

Finding a mentee

The coordinator has validated the application and is now looking for a mentee that matches the volunteer's profile. Once a mentee is found, the volunteer logs this information via their dashboard by adding dates or a commitment period.

- A monthly automated reminder is sent to the volunteer to check whether they have found a mentee.
- The volunteer logs the information as soon as a mentee is found.
- ⚠️ If a past date is entered, the slot automatically switches to "The employee has participated". A 30-minute window is available to cancel in case of an error.

Awaiting manager approval

Depending on your company's configuration, the volunteer's manager may be asked to approve the entered dates or commitment period.

- This step depends on the settings enabled by your company.

In progress

The volunteer is actively engaged in the mentoring initiative. They receive a quarterly email to check in on their initiative, along with a summary of their dates that they can update (add dates or flag the end of the initiative).

- The volunteer can update their commitment dates in one click from the email or their dashboard.

Awaiting confirmation (initiative accomplished!)

The mentoring initiative is complete. Last step: the volunteer is invited to confirm their participation. This confirmation can also be completed by the partner organisation.

- This is the final step of the mentoring journey.
- Closing the initiative requires an explicit action via the "Complete" button, accessible from the dashboard or the initiative tracking page.

💡 Good to know

  • Enrolments with the status Application/Exchange and Finding a mentee do not appear in the Participation dates tracking export, which lists all precise participation dates. They are, however, included in the Enrolment tracking export.

  • The 30-minute window to cancel an automatically recorded participation (following the entry of a past date) cannot be extended. If in doubt, contact your administrator.

  • Remember to click "Complete" at the end of an initiative to avoid leaving it open indefinitely in your tracking view.

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