Setting Up Program Manger

Estimated reading time: 5 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.


Program Manager Written Guide

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.
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.

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.

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.

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

The Meetings tab allows you to schedule a meeting.

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