Go to the “Program” section > Create New Program > Create from Scratch (top left) > Select “Mentorship” option.
Write at least the program’s title and goal(s) to validate the creation.
Your mentoring programs will have a “mentorship” purple tag to differentiate them from the other coffee connect programs.
Program customization
Click on your program and go to the “Settings” tab.
You will see 7 sub-tabs with customizable options.
General: program name and goal(s).
Registration: how are people joining the program → audience(s)
Matchmaking: rule(s) for the algorithm
Communication: how and what will people receive RandomCoffee communications
Agenda: define roadmap for the mentorship journey
Participants: designated admin contact(s) and member information display
General
Write the public name of your program and give your audience a description of your program’s objective.
Registration
Two options for the registration process:
Audiences
Select people from your existing audiences.
Audience(s) need(s) to be set up beforehand, read more about it on this page.
Open-enrollment
Members can join by themselves via a shareable link.
This will create a static audience with all members who joined via this link. Accessible when clicking on "View members" or in People > Audiences, in the general menu.
The link will take the joiners on a registration page, where you will be able to link a Registration Form, to gather their information and data.
The Form needs to be created under Content > Forms, read more about it on this page.
Once your Form is published, link it to the program, in the “Communication” tab.
Once your registration process is complete, select the audiences that contain the mentors and mentees for this program.
This is an important step, as it will assign the roles for each pair.
Audiences need to be created beforehand.
We recommend having a “Multiple choice” category with the values “Mentee” and ”Mentor”.
Members can both be a mentor and a mentee, on different skills for example.
If admin members are part of the audience(s), they can be excluded from the pairings (toggle on/off).
Matchmaking
Just like the regular coffee connect programs, define how members participate for each session:
Automatic participation
Ask for participation
Ask for participation - specific people only
Define the matching rules, in order to create the pairs.
Two options:
Random → no rules involved
With matching rules → rules optimize how mentors and mentees are paired based on attributes.
You can use a drag and drop system to reorder the rules priority.
Tip: We recommend using the “Category overlap” system for skill-based mentoring.
This implies that you have created beforehand:
Two categories, both with the same “Multi choice” type
One for the Mentor Skills and the other for Mentee Skills
Mentor re-matching
Admin can allow rematching, either by setting a fixed number for every mentor or by linking a category (number type only) with the data for each mentor.
This means some mentors can only have 1 mentee, while others could have 3, if they wanted to.
Matching priority
Two choices available:
Optimize people participation → We generate the best possible matches for everyone, even if some rules are not perfectly met.
Optimize matching quality → We only generate matches that perfectly fit your rules.
Matching process
Two choices available:
Admin-led → Matches are generated for the admin to review and adjust before sending. Opt-in email currently not available for this option, only direct match.
Automatic → Matches are automatically generated and sent on the scheduled dates. Opt-in email available, but cannot review the pairs.
Communication
Decide how and what members are receiving for the communication assets.
Choose a communications channel: Email, Ms Teams or Slack.
Customize your opt-in and/or match email/message: preview, send a test or customize the content
Tip: Link Forms to your program to gather information / feedback on members.
This information can be mapped to existing or new categories, in order to be used for matching rules.
Registration form → see above (insert link anchor)
Opt-in form → visible for members once they click on the “Yes I’m in” button, in the Opt-in email. They will see a “Tell us about yourself” button, linked to your form.
Great option if you want to have dynamic data, linked to the matching rules for each session.
Post-match form → visible for members in their Mentorship page, in each Milestone, under “Fill session feedback” OR if you send the form URL via Broadcast, at the end of every session.
Program notes
Use it as a resource for your mentoring program.
They are visible on the registration page (if your registration method is open-enrollment) and the Mentorship page. (anchor link)
The Notes need to be created beforehand, learn more about this process on this page.
Booking:
If you are using the variable {{schedule_meeting_link}} in the match email, you can customize the meeting info on this page.
duration
title
description
Agenda
This tab is made to set up milestones.
Define milestones to guide matches through their journey together.
Add as many meeting rounds as you want, the idea is to give a guideline of the mentorship journey for both mentors and mentees.
You can name a milestone and give it a goal / description.
Milestones will appear on the Mentorship page.
Participants
This tab is to give more details about the members, when they are paired.
The support contact(s) have to have administrator rights on RandomCoffee.
Their name(s) will appear at the bottom of the Mentorship page.
Field visibility lets you add relevant category information about the members.
This data appears on the Mentorship page, under the profile section.
Mentorship page
When matched, the pair can access a common page where they can book meetings, mark them as completed, share notes, etc…
Link this page in your match email / message and link a note / resource to explain how it works.
Communication example:
Use the variable {{milestones_link}} in your email button, to give easy access to the page!
To access the page, members need to verify their identity by email. They will receive a unique 6-digits verification code.
The first thing you see on the page is the mentee and mentor information.
Profile information is related to the category fields the admin selected under the “Participants” tab.
“Send a message” results in sending an email to the person.
Resources/Notes added under the “Communication” tab are visible, under the profiles.
The last part of the page is the Milestones.
Mentees and mentors can see how many meeting rounds they must have and what are the goal(s) for each meeting.
They can directly book an appointment through each milestone by clicking on the small three dots, at the top right corner.
Then mark it as completed once the meeting took place.
Gather feedback after each session, via linked Form (under "Communication" tab):
Tip: Admins will be able to track how many meetings have been booked and completed through the Mentorship page, in their dashboard.
CREATE A SESSION
Once your program is ready to launch, you can create a session, meaning an event where mentees and mentors will be paired.
In the program, go to the “Sessions” tab.
If your program’s matching process is Automatic, a window will appear, where you choose the date and time for the opt-in and/or match email, timezone and session cadence.
If your program’s matching process is Admin-led, the session will start and generate matches. No email is sent out until you select a date and time.
This gives you the option to review the pairs and modify them if needed.
Review your matches: adjust and save your changes before sending out the match email.
Add new pair(s), reshuffle the groups, download via CSV, etc... All options are available when clicking on the three dots, in the top right corner.
What is the difference between sessions and milestones?
Milestones are the meetings each mentor and mentee take, in the current session.
A session is an event to pair a mentor and a mentee.
For example, if you want to have a new pairing every quarter, you will need to schedule 4 sessions for the year.
Each session can have X milestones, depending on the program’s settings.