Mentoring Module: Add Mentees

 Mentoring Module: Add Mentees

1. The mentoring module can be used for tracking mentor and mentee pairings. The module can be used to track peer-to-peer mentoring relationships or adult-to-youth mentoring relationships. You must first turn on this module (it is a paid add-on) in order to use it. See our tutorial on activating the Mentoring Module.
2. To indicate that a contact has applied for an been approved as a mentee, edit the contact record, click the “+” button in the Add Contact Type area, and check the box next to Mentee.
3. Click Continue to save the contact type. The Mentee contact type icon will be added to the record (the Mentor and Mentee icon are the same icon; for Mentors, the “adult”/taller person will be green; for Mentee, the “youth”/shorter person will be green.
4. In addition, this will open up the Mentee Custom Data Set for data entry. Click on the Mentee tab and enter the Mentee Details.
5. There are two sub-tabs on the Mentee tab: Basic and Other Details. On the Basic tab the School Name field (on the basic field) is required. If Mentee is not associated with a school, you can create a school called “Not Applicable” or you can use this field to indicate other affiliate (business or company, for instance). Only organizations that have the School contact type are selectable in the school field. See this tutorial for additional information on adding schools.
6. The Coordinator field will populate from the School information.
7. Parent/Guardian Details will only allow user to search for/select contacts who are listed on the Mentee’s Relationship tab. You must first enter the parent/guardian on the Mentee’s relationship tab, then you will be able to search/select the Parent/Guardian.
8. Start typing the Parent/Guardian name, then select from the matching results. The Parent/Guardian details pop-up window will open. Complete the pop-up box and click Add to save.
9. Adding the Parent/Guardian to this field will add the Mentee Parent/Guardian Contact Type to the parent's contact record.
10. All of the fields on the Mentee Other Details tab are optional; these fields are configured on the Main Menu > Custom Data Sets: Other Details [Mentee] custom data set. You can rename fields, remove fields, and add additional fields by editing that custom data set.
11. Once you have added the Basic and Other Details, click Save. This will activate the Status field, where you can indicate the Mentee’s status (if it is other than ready to be matched) – Waitlisted (waiting for a mentor to become available), Inactive (not currently in a match or waitlisted), Inactive – Never Matched, and MM Club Only (this status is used by one particular client and can be ignored).
12. You can either immediately enter Mentor information if mentor information is available. See this tutorial for creating and managing mentor-mentee relationships or you can select the Waitlisted status if the Mentee is approved and waiting for a Mentor to become available. To set Mentee's status to Waitlisted enter the date the Mentee's application was completed, and then click the Update button. Once a Mentor becomes available, follow the steps in the Matching Mentors and Mentees tutorial.
13. To make a Mentee Inactive, select the Inactive or Inactive - Never Matched) status. This will make the Mentee an "Ex-Mentor" contact type and their Contact Type icon will change to Ex-Mentee (Mentee icon with a red "x").

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