Looking to curate who can register for your mentorship program? Sometimes it can be helpful to restrict access to specific programs or match roles depending on the purpose of the program or the group of users that will be participating. For example, you might want to run a High-Potential (HiPo) Mentorship Program but may only want a specific set of users to be able to register for the program, or run an All Employee Program, where all users can register as colleagues, but only a subset of users can register as a mentor or mentee.

Previously - all registration access was set on the Program level - now, you can further refine which users have access to register as specific roles by setting up access rules on the program and match type.

Getting started on setting up Advanced Access is a simple step worked into the Registration Setup when building out your program. For more information on the Registration Setup, check out our  Registration section here!

First, we must begin by selecting a program and then navigating to the Registration page. Here, you will be presented with three tabs where you can select Settings & Access:

On the Settings & Access page, there are two sections where you can set up who can access & register for your programs and match types.

Registration Access determines whether users can access the program. Then, under Matching Access, you can specify which users that have already granted access through Registration Access, can access specific match types in the program and register for particular roles within those match types.

Program Registration Access

The Program Registration Access section determines which users are eligible to view and register for your program. You'll see two key metrics that update in real-time as you adjust settings under Program Access:

• Participants with self-registration access
• Participants without self-registration access

These metrics will be updated each time you make a change to your program access settings so you can better understand how many users can (or cannot) register for your program given your current settings. 

To begin configuring your access settings, you will want to decide between the two different access options:

• Everyone: this type of access is the default for most programs. With this type of access, anyone who can sign into Together will be able to access your program. 
• Only: this type of access enables you to allow only specific users to register for your program, either manually or using rules

If you select Only, you can manually set certain groups of users to have or be restricted from  certain users can register for the program. By default, all users can register, but you can also click No Access to Register by Default to prevent new users from registering unless you have manually set access by user or they meet specific access rules. 

Set Access by User

By using the View Program Access Table button under View Users and Set Overrides section on this page, you can open a table where you can change access on a per-user basis.

In this table, you can view users across 3 different tabs:

• All Users: this will display all of your users within your organization.
• Users with Access: here you will only see users who will have access to the program based on the rules you have currently set and the individual users you have overriden access for.
  • Users who have already registered for your program will also be included in this list as well.
  • Note, that if you have created exception rules under the Set Access with a Rule section, this list of users will only display the users who are eligible given those rules you have created.
  • In my case, since I set a rule to only include those in the Sales Department, I would only see my currently registered users in the program plus all users in the Sales Department.
• Users Without Access: this will display all users that do not have access to your program

You can also see a few key pieces of information on each of your users, such as:

• Registration Status: whether a user has already registered for your program.
• Access to Register: whether a user can access the program to register
• Admin Override: whether a user's eligibility has been modified manually. For example, if you had a department exception rule set, but you wanted one specific user not in that department to have access to the program. You could set their eligibility here in the table and this column would note this change.

To modify a user’s access, search for their name, then click Set Access, to choose the type of access they should have:

If you need to set access for multiple users, you can select each of them by clicking on the box beside their name in the table. Alternatively, you can use Bulk Update Access to grant access to a list of users based on pasting a list of emails.

Set access with an exception rule

You can also configure access based using rules based on key information fields (e.g., department, gender) about your users to automatically configure access. Keep in mind, the ability to access these fields is dependent on having them included via a CSV upload of your users or from an HRIS integration.

By default, all users will be able to register for the program unless stated otherwise. If you would like to have only specific users to have access to the program, you may click on the No Access to register by default option. This will ensure that all new users will not have access to register for the program, unless they meet the Exception Rules

Once you have selected No Access to register by default, you can Add Exception Rules:

For each individual exception - must match all individual conditions of a particular rule in order to have access to register for the program, but will match an individual rule condition if their data matches any of the specified values.

In the above example, an employee would match the first Department rule condition if they were in the Research or Sales department. In order to have access registration for the program, they would both match the Department and Gender conditions.

Adding multiple rules with OR

You can add multiple rules to a program. The rules are combined through an OR condition, so a user must only match one of the rules to be eligible to register.

In the above example - users will automatically be granted access to the program if either:

• Their Department is (Research or Sales) and their Gender is F
• Their Department is (Operations or Accounting) and their Gender is M

If you need to grant or deny specific users access outside of the exception rules, you can do so by setting access by user using the View Program Access Table.

Matching Type Access

The bottom part of the page under Matching Access summarizes match type access and roles that your program participants have access to.

In the above example, all users who have access to the program can register as a Colleague in the Colleague Connect match type, but for the Mentorship Match type, only certain users who have access to the program can register for this match type.

You can configure the Matching Access settings by clicking on one of the Matching Access cards to open the Match Settings Page. This page is similar to the Program Access page, but allows you to configure access to match types and roles.

To configure your match type access settings, you need to select between the two access models:

• Everyone: anyone who can register in program, can also register for any of the roles in this match type. Often this is used if the program already has access restrictions, so it's not necessary to further restrict access by role.
• Only: this type of access can be used to restrict certain roles in the match type to a certain list of users or those who meet a certain rule

If you want to restrict access to the roles in your match type, select the “Only” option.

This will reveal a similar set of options & rules to Program Access, but in this case you can grant and restrict access for each role.

In the above example, anyone who has access to register in the program can be a Mentor, but I’m restricting the ability to register as a Mentee to those who have access to the program, and that are part of the Operations Department.

You can verify who will have access to register into the match type as the various roles by tracking the three key metrics that update in real-time as you modify the rules:

• Mentors registration access
• Mentees registration access
• Users with no access to registration: Shows users that have access to the program, but do not have access to this match type. Users that do not have access to register in the program will not appear in this list

You can also make overrides to who has access as various roles by selecting the View Match Types Access button to open the Match Types Access table.

Similar to Program Access, you can override Match Type access on a per-user basis, by granting or denying access to register as a certain role.

And that's it! You have successfully configured your Program Access & Match Type Access Settings for your program. Only those who have access to the program as defined by these settings will be able to see and register for the program when they sign into Together.

Additional notes

If users have access to Match Type roles in a program, when registering for the program & match types, they must register for at least one role.

If a user has access to a program through Program Access but does not have access to any match types through Match Type Access, will still be able to see & register for the program, but they will be unable to participate in the program as they have not registered for any roles.

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