How to Pair: User-led Pairing Processes

Article author
Keagan McMahon
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Once registration has taken place and you have a pool of users to match, the next step is to launch pairing. Depending on which program type you're running, the process will vary slightly, click here to advance to your program type of choice: Evergreen, Cohort.

Evergreen Program Pairing:

After you have finished your Registration setup, you may begin your Pairing Setup. To do so, click on the Continue Pairing Setup button from your program home page:

Alternatively: You may reach your Pairing Setup by going to the Pairing tab > Start Pairing Setup. Follow the Pairing wizard to determine whether you are ready to pair. 

continue_to_pairing_setup.png

There are four key steps to setting up your Pairing Process: 

  1. Choosing your Process
  2. Assessing Pairing Readiness
  3. Reviewing your Pairing Algorithm
  4. Customizing Pairing Emails

To begin, click the Next button to choose your pairing process.

Evergreen programs take advantage of the Mentee-led pairing process, where mentees choose their mentor from a list of recommendations. For Mentee-led programs, you have the option of turning on the Mentor Approval feature. This ensures that mentors must approve pairing requests from their mentees to begin the pairing. For this program, I will turn on Mentor Approval for this demonstration. Once you've decided how you would like to run your program, click the Next button.

evergreen_pairing.png

Next, we have our Pairing Readiness Report. You can use this report to check whether or not you're ready to start your pairing process based on your settings and registrants. 

First, you will see a chart displaying some basic registration results, such as how many participants have registered as a Mentee and/or Mentor. You will also see some information letting you know the total amount of capacity your mentors have. In this example, I have 4 mentors, which contributes to a total capacity to mentor 6 different mentees.

pairing_readiness_report.png

If you scroll down on this page you will see some information that our algorithm uses to evaluate any risks when starting matching. Near the bottom, you will see a few recommended ways forward that you might want to consider before beginning to match participants.

pairing_adjustments.png

Once you feel ready to turn on Pairing, click the Next button to adjust any Pairing Rules that you may want to tweak. Here you will see the same Pairing Algorithm that you set up during the Registration process. If you want to make any changes before turning on Pairing, here is where to do so. 

Once you confirm that your Pairing Algorithm looks great, click Next to move on to adding Filter Titles for your users.

Adding Filter Titles allows you to help mentees pick the most relevant mentor by adding a title to the various filters that mentees can use to sort through the list of mentors when looking for one to pair with.

Two examples:

  • One of my questions in my program is "What other professional disciplines are you interested in learning more about or prefer your mentor to be from?", I could give this question a filter title of "Disciplines of Interest" that a mentee could use to filter by when searching for a mentor.
  • Another question might be "What is your current role?" You could add a filter title such as "Role" so that mentees will know that they are filtering for the mentor's role to narrow down their search.

To add a Filter Title, click on the question, then type in a title for it. Be sure to click the Save button after giving each question a Filter Title.

filter_title.png

Once you've added Filter Titles for all of your questions, click the Next button in the bottom right corner to customize your pairing emails.

Customizing Pairing Emails works identically to how you learned how to customize registration emails earlier in this guide. In short, you will see each pairing-related email along with the cadences at which they will be sent. To review and edit any of these, click on them. Each email will have sections that can be edited when you hover over them with your mouse similar to our Registration emails. Be sure to click the blue Publish button in the bottom right corner if you do make any changes to an email:

edit_and_publish_emails.png

Now that all of your pairing emails have been tailored to your liking, you can click the blue Finish button in the bottom right of the screen to complete the setup of your Pairing Process:

finish_pairing_process.png

Congratulations! You've successfully set up your Pairing Process. Pairing has now been turned on and mentees/mentors are now 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 Pause Pairing button:

pause_pairing.png

The final step is to send out your Submit Your Mentor Preferences email to your mentees, click on the Unpaired Mentees button on the right-hand side of the Pairing page:

invite_mentees_evergreen.png

To invite all of the uninvited mentees, click the blue Invite all Mentees button. 

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_unpaired_mentees_evergreen.png

send_bulk_evergreen_invite.png

Alternatively, you can click on the View Mentees button, or the Not Invited by Admin tab to filter this view by mentees who have not been invited to submit their mentor preferences yet. From here, you can click the Invite to Pair button beside each mentee's name.

invite_ryan_evergreen_preferences.png

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 and either a) approve all sessions, b) approve an introductory session only, or c) decline the request and provide a response if desired.

Here is what a request looks like from the mentor's perspective:

mentor_request_evergreen.png

Mentors will be able to click on one of the three 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.

And that's it! You've successfully launched pairing for your Evergreen program. To monitor how pairings are going, head over to the Monitor Health tab throughout the process.

Peer Mentorship in Evergreen Programs:

When running an Evergreen program you also have the ability to facilitate Peer Mentorship.

Peer Mentorship is enabled by default for all new Evergreen programs. If you would like to confirm Peer Mentorship is enabled, or if you would like to disable the feature, check out our article here. 

With Peer-Peer pairing enabled, your users will be able to request pairings together as peers, in addition to traditional mentor-mentee relationships. Check out our article here on how Peer-Peer Pairings work.

In short, with Peer Mentorship employees will have even more opportunities to make connections, share knowledge, and keep one another accountable for their goals. Users will be able to register as Peers in addition to their traditional mentor and/or mentee roles. Once registered, peers will be able to request other peers to begin a mentorship relationship.

Cohort Program Pairing:

After completing your Registration setup, click on the Start Pairing Setup button from your program home page:

cohort_start_pairing_setup.png

There are four key steps to setting up your Pairing Process: 

  1. Choosing your Process
  2. Assessing Pairing Readiness
  3. Reviewing your Pairing Algorithm
  4. Customizing Pairing Emails

To begin, click the Next button to choose your pairing process.

In Cohort Programs using the Mentee-Led approach, (i.e. mentees choose their mentor from a list of recommendations) you have two options to consider:

    • Mentee's choose: mentees choose their mentor from a list of recommendations and their pairing begins immediately
    • Mentor approval: mentees rank a list of mentors and the mentor approves or denies the request before the pairing begins (if a mentor denies a request, a new request is sent to the next mentor on the mentees ranked list).

cohort_mentee_led.png

In Cohort programs that use the Mentee-led approach you have a few additional options:

  • Mentor Recommendations: you may select how many mentors a mentee can submit a ranking for when choosing a mentor
  • Mentor Directory: you may allow mentees to search across all eligible mentors by enabling the mentor directory, as opposed to (click the Allow mentees to search all eligible mentors in a directory checkbox) having mentees only being able to see their recommended list of mentors.
  • New Mentor Requests: you may choose whether or not a mentee requires admin approval to change their mentor
  • Automatically End Pairings: with this setting, you may choose if and how pairings will automatically end. You have the option of pairings ending either on a specific date, or after users have been paired for a specific amount of time. If you do not want pairings to automatically end, leave this set to Never

Next, we have our Pairing Readiness Report. You can use this report to check whether or not you're ready to start your pairing process based on your settings and registrants. 

First, you will see a chart displaying some basic registration results, such as how many participants have registered as a Mentee and/or Mentor. You will also see some information letting you know the total amount of capacity your mentors have. In this example, I have 4 mentors, which contributes to a total capacity to mentor 6 different mentees. 

pairing_readiness_report.png

If you scroll down on this page you will see some information that our algorithm uses to evaluate any risks when starting matching. Near the bottom, you will see a few recommended ways forward that you might want to consider before beginning to match participants.

pairing_adjustments.png

Once you feel ready to turn on Pairing, click the Next button to adjust any Pairing Rules that you may want to tweak. Here you will see the same Pairing Algorithm that you set up during the Registration process. If you want to make any changes before turning on Pairing, here is where to do so. 

Once you confirm that your Pairing Algorithm looks great, click Next to move on to adding Filter Titles for your users.

Filter Titles:

Adding Filter Titles allows you to help mentees pick the most relevant mentor by adding a title to the various filters that mentees can use to sort through the list of mentors when looking for one to pair with.

Two examples:

  • One of my questions in my program is "What other professional disciplines are you interested in learning more about or prefer your mentor to be from?", I could give this question a filter title of "Disciplines of Interest" that a mentee could use to filter by when searching for a mentor.
  • Another question might be "What is your current role?" You could add a filter title such as "Role" so that mentees will know that they are filtering for the mentor's role to narrow down their search.

To add a Filter Title, click on the question, then type in a title for it. Be sure to click the Save button after giving each question a Filter Title.

filter_title.png

Once you've added Filter Titles for all of your questions, click the Next button in the bottom right corner to customize your pairing emails.

Customizing Pairing Emails:

Customizing Pairing Emails works identically to how you learned how to customize registration emails earlier in this guide. In short, you will see each pairing-related email along with the cadences at which they will be sent.

To review and edit any of these emails, click on them. Each email will have sections that can be edited when you hover over them with your mouse similar to our Registration emails. Be sure to click the blue Publish button in the bottom right corner if you do make any changes to an email.

edit_and_publish_emails.png

Now that all of your pairing emails have been tailored to your liking, you can click the blue Finish button in the bottom right of the screen to complete the setup of your Pairing Process:

finish_pairing_process.png

Congratulations! You've successfully set up your Pairing Process. To turn on pairing and allow mentees to begin searching for mentors, click the Turn On Pairing button from the Pairing page within your program:

turn_on_pairing_cohort.png

If you need to turn off/pause pairing at any time for Mentee-led programs, you can do so from the Pairing page that you are on now by clicking the Pause Pairing button.

The final step is to send out your Submit Your Mentor Preferences email to your mentees, click on the Unpaired Mentees button on the right-hand side of the Pairing page:

invite_mentees_evergreen.png

To invite all of the uninvited mentees, click the blue Invite all Mentees button. 

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_unpaired_mentees_evergreen.png

send_bulk_evergreen_invite.png

Alternatively, you can click on the View Mentees button, or the Not Invited by Admin tab to filter this view by mentees who have not been invited to submit their mentor preferences yet. From here, you can click the Invite to Pair button beside each mentee's name.

invite_ryan_evergreen_preferences.png

By sending the email, mentees will receive the Submit Your Mentor Preferences email to prompt them to choose their mentors by creating a shortlist. Once they have submitted the list, the system will send an email to the mentors they have chosen in the order selected. The first mentor on the list will receive the Approve Your Mentees email. 

It will then be up to the mentor to either approve or decline the mentee's request. If the mentor does not decide within the default 3 days, the request will expire and a new Approve Your Mentees email will be sent to the second mentor on the mentee's list. If the mentor approves the request, the flow ends there and the Mentorship Assignments email is sent out to the mentee and mentor who are now paired.

Note: In Cohort programs, mentees will not be notified after each declined mentor request. Instead, if a mentee is not able to be paired with any of their preferred mentors, the mentee will be sent the modified version of the Submit Your Preferences email asking them to re-submit new mentor preferences in order to send out another round of requests that will hopefully pair them with a new mentor. This flow will repeat until the mentee has been successfully paired with a mentor. To view a copy of this email, head over to the Emails tab within your program. Here is what this email looks like specifically:

resubmit_preferences_cohort.png

And that's it! You've successfully launched pairing for your Cohort program. To monitor how pairing is going, head over to the Monitor Health tab throughout the process.

 

Have more questions? Submit a request here and let us know how we can help!

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