11. Launching Pairing - Evergreen (NEW)

Article author
Keagan McMahon
  • Updated

Launching Pairing

Final Steps:

Now that you have finalized your content, there are two final steps to check off back on your Pairing (pairing_icon_dark.png) page:

  • Check your Integrations
  • Contact your Customer Support Advisor

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Check Your Integrations (if applicable):

This step will look familiar from when you were completing your Registration setup! If you have any integrations left to complete before you're ready for your users to begin pairing, now is the time to finalize them. 

For a refresher on this process, circle back to step seven in this playlist: 7. Check Your Integrations.

Once you have finalized your integrations, be sure to head back to your Pairing (pairing_icon_dark.png) page and mark the step as done:

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Contact Your Customer Support Advisor:

While you're back on your Pairing (pairing_icon_dark.png) page, you can mark the final step complete as well: Contact Your Customer Support Advisor. We would love to hear from you if you're unsure about anything throughout this process or if you have any questions. 

If your organization has a dedicated Customer Success Manager or Implementation Manager, please feel free to reach out to them directly. Otherwise, you can always reach us with any questions/concerns by submitting a request here.

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Turning on Pairing:

Once you're ready to start pairing, you can click the Turn on Pairing button at the bottom of this list:

  • Note: don't worry, emails will not be sent out yet! You will have a chance to invite your users to pair, we will cover this step next.

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Now that pairing has been turned on, your mentees/mentors/peers will be able to begin pairing. If you need to turn off/pause pairing, you can do so from the Pairing page that you are on now by clicking the Turn off Pairing button:

turn_off_pairing.png

Invite Users to Pair:

With pairing enabled, the next step is to invite your users to pair. Depending on the Pairing Process you chose earlier in this guide, your steps to invite or pair your users will vary slightly. We will detail these processes for you below:

  • User-led with Approval
  • User-led (without Approval)

User-led with Approval & User-led (without approval):

If you're running either of the User-led pairing processes (with or without approval), the final step is to send out your Submit Your Mentor Preferences email to your mentees. To do so, click on the Unpaired Mentees tab on the right-hand side of the Pairing page:

unpaired_mentees.png

To invite all of the uninvited mentees, head over to the Not Invited by Admin tab, and click the blue Invite all Mentees button:

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If you choose to Invite All Mentees, you will see a prompt displaying how many email invitations will be sent out. To finalize these invites, click the Send Emails button. You can also click on the email to preview it. If changes need to be made, go to your Email templates to do so.

invite_mentees_to_pair.png

Alternatively, you can individually invite users if you would out invites in a staggered fashion. To do so, from the Not Invited by Admin tab, click on the Invite to Pair button beside the mentee you would like to invite. You may also select multiple users, click the Perform Bulk Action on Selected button, and invite them to pair that way as well:

selectively_invite_to_pair.gif

By sending the email, mentees will receive the Submit Your Mentor Preferences email to prompt them to request a mentor. Once they have submitted their request, the system will send an email to the mentor they have chosen asking them to review the request.

Here is what the request email template looks like from the mentor's perspective (only applicable to User-led with Approval Pairing Process):

approve_pair_email.png

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Mentors will be able to click on one of the two response options. If they choose to decline the request, they will be able to enter a response that will be sent back to the mentee along with the email notifying them that the request has been declined.

If the mentor does not decide within 3 business days, the request will expire and the mentee will be sent another email asking them to request a new mentor instead.

Once one of the mentor requests is approved, the flow ends there and the Mentorship Assignments email is sent out to the mentee and mentor who are now paired.

Note: If an admin decides to auto-pair all mentees and mentors, no emails will be sent out for mentees and mentors to make decisions.

Monitoring Pairing:

The last step in the process of launching a successful Cohort Program is to periodically monitor how pairing is going. To do so, you can check in on the Active Pairings section:

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You may also end pairings at any time by clicking on the 3 dots beside the pairing, and clicking End Pairing. If you ever need to view the data in this table in another program, try leveraging our Export feature where you can download a full list of your active pairings. 

  • We highly recommend you check out our Monitor Health guide once you have launched pairing. Here you will be able to see a number of important things, such as the number of sessions completed, active pairings, and what pairings might need a check-in among others:

mon_health.png

 

Congratulations! You have officially finished building and launching your Evergreen program.

Now it's time to let your program run! If you have any questions throughout this process or during your program please do not hesitate to reach out to your Customer Success Representative or by submitting a request here!

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