Setting Up Program Manager

Estimated reading time: 10 min

To help you get started as a program manager, please watch the video below. We’ve collected all of the most important aspects of the MentorHub dashboard for you here.

 

Dashboard

After logging in, you will be greeted with the Dashboard (example pictured below):

The Dashboard page offers an overview of several metrics to be taken in at a glance.
Along the top of the page, you will find the home button, and your organization’s name. You can use the dropdown menu to select a different program, if you are a part of multiple.

Along the left side of the screen, you’ll find navigation buttons.

At the top of the page, you can select to see either all of the matches you are overseeing, or just your matches. Click the down arrow to change the view.

Across the top of the page, you will find your organization’s count of mentors and mentees enrolled in the MentorHub program, which you can click on to get a more detailed view of who the mentees and mentors are in your program.

Underneath the Mentee and Mentor shortcuts, you will find the “Top Challenges” section. This provides you with a real-time overview of the challenges that have been most prominent for the mentees in your program. Each of these categories (e.g., Academics, Attention, Behavior, etc.) are rated by mentees themselves using a slider to indicate higher or lower levels of stress related to each topic. You can also click on each of the areas to include as many or as few areas in the chart as you like.

Directly next to the Top Challenges section, you will find the Top Apps that are currently affiliated with the MentorHub application, as well as the number of mentees in your program who are using each. Underneath each app name, you will also see a brief description of that app’s main focus, like whether the app focuses on addressing sadness, attention difficulties, or educational outcomes.

Moving down the page, you will see your program’s Message Statistics. This section provides information on how many messages have been sent by your program’s mentors and how many have been sent by your program’s mentees in aggregate. This lets you know how balanced your mentor and mentee communications are over time, and whether you may need to look more closely at any noticeable spikes or gaps between the two.

You can also click on the “Mentors” or “Mentees” tab to toggle them on and off in the graph, just like you could with the Top Challenges section earlier.

Next, you’ll see a summary of the Meeting Statistics:

Below the Meeting Statistics section, you’ll find the lists of individual Mentees and Mentors that are in your program. You can click on the individual Mentees or Mentors for their specific information, or click “View All” to see all of the Mentees or Mentors associated with your program who are using the MentorHub application. Note that you will be able to see your mentor and mentees’ phone numbers here, but for privacy we have scrambled the text here.

Match Support Specialists

Clicking on “Match Support Specialists” at the top of the dashboard takes you to the full list of MSS using the MentorHub application in your program. Here you can review your list of MSS, their contact information, and other helpful information around the ways and levels your MSS are engaging with their mentors/mentees.

Here, you can also directly chat with MSS, by clicking on the chat button next to a MSS. You can also add MSS by clicking on the ADD  button.

If you click on a MSS, you have access to a lot of information:

Along the top left, you can see their number of mentors and mentees assigned.
Summary is the main page you see above.
Intake Form shows the current questionnaire being used for this program.
Mentors shows the a list of mentors under this MSS.
Mentees shows a list of mentees under the MSS.
Meetings shows number of meetings under this MSS.
Resources
you can see and edit (click three dots under Action) the resources available to this MSS’s mentors and mentees (see below)

If you click ADD, you can add resources:

Mentor Dashboard

Clicking on “Mentors” at the top of the dashboard takes you to the full list of mentors using the MentorHub application in your program. Here you can review your list of mentors, their contact information, and other helpful information around the ways and levels your mentors are engaging with their mentees.

There is a search function that enables you to identify specific mentors in your program. There is also an “ADD” function that can be used to enter new mentors and their information into the MentorHub application.

Clicking on “ADD” brings up a form you can use to include new mentors into the system. Here you can upload their image, enter their name, add their phone number, and indicate their gender.

The “Status” column is where you can allow or bar your mentors’ access to MentorHub. When the Status slider is to the right, your mentors can access the MentorHub application to communicate with their mentee and so on. If the slider is to the left, they are no longer allowed access.

Clicking on a specific mentor’s name will take you to this screen:

This screen provides you an overview of the mentor’s contact information, level of engagement with their mentee or mentees (i.e., how many times have they responded to their mentee’s messages), the top challenges faced by the mentor’s mentees in aggregate, and the top apps used by the mentor’s mentees.

Clicking on the Mentees button within the mentor profile provides you with an overview of the mentee or mentees paired with the mentor, as well as the most recent date the mentee used MentorHub (“Last Activity Date”), the top challenges facing the mentee, and access to the mentee’s activity (by clicking on “View” under the “Action” column).

As the program manager, you also have the ability to send messages to your mentor. Clicking on Message will reveal a chat portal with the entire history of your conversation with them.

Finally, you can schedule a meeting with your MSS by clicking Meetings

If you click SCHEDULE, you’ll be able to set a video meeting with your MSS. Much of the info is pre-populated if you schedule from this view.

Mentee Dashboard

Next up, we have the Mentees tab, which takes you to this screen:

Here you can get an overview of the mentees enrolled in your program. Much like the Mentors tab, you can see the level of engagement your mentees have, the last time they were active, and you can toggle their access on and off to reflect their status with your program. You can also search your list of mentees and add new mentees to the roster as they enroll in your program. The add functionality works the same way as adding a mentor—the information is all the same. Make sure to notify your mentee of which email you signed them up with!

Clicking into an individual mentee profile will reveal more detail about each mentee:

Clicking through the tabs in the mentee profile will reveal specific information, starting with the Summary. This shows all of the dimensions of the Mood Ring tracked over time.

The MoodRing tab shows each separate dimension over the last several weeks.

The Initial Questionnaire tab shows the responses of the mentee to the baseline assessment.

The Message tab shows the conversation between the mentor and mentee. You can also see if a mentee flagged a mentor through this system, pausing the chat in this tab.

You can schedule a meeting with a mentee through the Meetings tab.

Flagged Mentors

The Flagged Mentors tab shows a list of mentors that have been flagged. Click into their mentees profile to see the conversation and gain further insight into why they have been flagged.

Resources

The Resources tab allows you to edit resources for users. You can select whether the resources are shown to mentors, mentees, or both!

Meeting

The Meetings tab allows you to schedule a meeting with your mentees, mentors, and match support specialists. You will also be able to join meeting from this tab.

For information on setting up the Goals and Guides feature, please see below

Guides and Goals

Mentors and mentees can create and assign Goals that the mentee wants to accomplish. 

Navigating Goals

Goals for the mentee can be viewed by program managers through the mentee’s profile on the MentorHub admin page. Login into your MentorHub admin account and on the left-hand toolbar, click “Mentees” to see mentee profiles in the program. To view Goals for a specific mentee, click on a specific mentee’s profile (their name), then click on the “Goals” tab at top.

Goals can be viewed by a program manager, but not created or edited. Mentors and mentees are able to create and edit goals through their app or a mentee web-based MentorHub. 

These goals are important for creating and assigning Guides, which help guide mentees to meeting their goals.

Navigating Guides

To help their mentees achieve their specified goal, a mentor can assign them a Guide with a list of activities related to the goal. For instance, for a mentee who has a goal to “get good grades” a guide may be “Academics – 6th Grade Math.”

Login into your MentorHub admin account and on the left-hand toolbar, click “Guides”

A “Guide” is an organizational framework for individual sets of activities. There are three tabs for guides: Organization Guides, MentorHub Guides, and Program Guides

  • MentorHub Guides are created by the system admin, and cannot be edited. Think of the MentorHub Guides as a collection of guides to choose from.
  • Organization Guides are created by the program managers. These include any Guides that were copied from the MentorHub Guides (more information below) or created by the program manager (more information below). Think of Organization Guides as a template before finalizing the Guides active in the program.
  • Program Guides are the Guides that are active and visible to your specific program. All mentors and mentees in the program can see these guides. *In order for the Guide to be visible and accessible to the program’s mentors and mentees, it must be in the Program Guides tab! This of the Program Guides as the final draft of the Guides that are actively being used.

To view specific Guides based on category, grade, age group, or program type, use the filters at the top next to “Refine By.” 

To add a MentorHub Guide to Organization Guides or Program Guides, find the Guide under the MentorHub Guide tab, click the 3 dots under “Actions” on the right-hand side and choose “Clone.” A copy of the Guide should now appear under the Organization Guide tab. On the Organization Guide tab, check the box, and click the “Assign to Program” blue button. The copy of the guide should now appear under the Program Guides tab, and will be visible to mentors and mentees in the program. *In order for the Guide to be visible and accessible to the program mentors and mentees, it must be in the Program Guides tab!

Creating New Guides

Admins can also create their own Guides for their programs. To create a new Guide, click the “New Guide” blue icon at the top right-hand side of the screen, and a popup should appear with various fields to fill out regarding the new Guide. Under “title,” choose a name for the new Guide. Provide a description of the Guide under “Description.”

You can choose a category to place the Guide under by selecting one under the “Category” dropdown. These categories include: Arts, Career, Education and School, Health and Wellness, Math, Relationships, Science, Sports and Physical Fitness. You can choose an age range for the target mentee that the new Guide will apply to by using the “Age Range” dropdown. Similarly, you can also choose a target grade under the “Grade” dropdown, although it is not required.

Under “Points Per Activity,” type in the number of rewarded points that the mentee will receive for completing a specific activity (the max number of points is 10). You can also select a program type (community-based, site-based, virtual) specific to the mentoring program. If the curriculum is evidence-based (there is science to directly support its effectiveness), check off “Evidence-Based.” Click “Add Guide” at the bottom when completed. The Guide should appear under the Organization Guides tab.

Once the Guide has been created, click on the name of the Guide, and there will be a place to add the Guide’s first Badge! A Badge is awarded to a mentee once the mentee completes corresponding Activities. A badge can also be “granted” by clicking the “Grant Badge” button  if a mentee has completed all relevant tasks and you decide to award it to them to recognize their effort.

Choose a category for the Badge from the dropdown list. Then, give the Badge a name. This can include a subcategory for the Guide. For instance, for an Academics Guide, a Badge may be “Homework Completion.” Choose an icon for the Badge and give the Badge a description and click “add badge.” 

To view details about a specific guide or add more Badges, click on the Guide. For already made Guides, there will be Badges (with icons) for achievements related to the Guide, with specific Activities the mentee needs to complete to acquire the badge. To add a new Badge to the guide, click “Add Badge ” and fill out the information. To add an Activity, type in the “add activity and press enter” bar and hit enter on the keyboard. An example Activity for the “Homework Completion” Badge may be to “set reminders of when your assignments are due.”

Remember, to have the Guide be visible to the program mentors and mentees, be sure to add it to the Program Guide tab!

Once completing the above steps, a Guide has been successfully created and is ready for the program!

Assigning Guides to Mentees

Mentors will be assigning Guides to mentees to help guide them to achieve their goals. Mostly mentors will be assigning Guides, but program managers can also do so from their MentorHub admin account.

Once Guides are set up for the specific programs, Guides can be assigned to specific mentees from the admin page. Click on the “Mentee” tab on the left-hand toolbar of the MentorHub admin page and select the specific name of the mentee to see their profile. The “Guides” tab at the top will show what Guides the mentee has already been assigned.

To assign a Guide to the mentee, click the blue “Add Guide” button and all Guides added for the program will appear. Click “Assign Guide” under the corresponding desired Guide. The pin icon can be used to pin certain Guides to remain at the top.

Click on the Guide to learn more about the Guide or edit the Guide details. Badges and Activities appear here as well. There is also an option to “Grant Badge” to the mentee!

When viewing a Guide’s details, click on each Activity to add details for each Activity. For each Activity that is clicked on, on the right-hand side, there is an option to choose what Goal the Activity corresponds to, based on the Goals that the mentor or mentee has assigned to the mentee. For example, for a mentee whose goal was to “get good grades,” “get good grades” would be selected for the Activity to “set reminders of when your assignments are due.”

The following can also be added for the Activity: assign a due date for the activity, provide a brief description, and write any comments related to the activity. 

A Guide can be unassigned from the main “Guides” section on the mentee profile by clicking on the three dots, and selecting “unassign.” 

On the “Goals” tab, Activities associated with each Goal should now be listed under the corresponding Goal name.

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