EN - Mentor Connector User Guide

In this manual you will learn about the features and benefits of Mentor Connector as well as how to navigate and utilize the database.

Introduction

What is Mentor Connector?

Mentor Connector is a free online database that links registered organizations to Mentor Canada tools, resources and services, and connects mentoring programs with potential volunteer mentors and youth across Canada. The Mentor  Connector provides access to a robust searchable database of mentoring programs and is designed to help potential volunteers and youth alike connect to the right mentoring opportunity both virtually and in their communities. Wherever you are in the country, we want to connect your mentoring program with volunteers and youth that are the right match for your program.

What you will learn 

This manual will provide you with a clear understanding of the following:

Who is this manual for?

This manual is for organizations that offer a single or multiple mentoring programs. More specifically, the document is to be used by organization administrators and program administrators.

 

pexels-vanessa-garcia-6325984 (1).jpg

 

 

Mentor Connector Features

Boost Your Volunteer Recruitment!

Once approved, programs will be added to our searchable database, which make the volunteer recruitment process easier for organizations by providing extended visibility to their programs. How? We place embeddable search widgets in multiple web locations, and we drive traffic to becomeamentor.ca (and French variant) which bring the user directly to searching Mentor Connector for volunteer opportunities with mentoring programs.

Young girl on tablet.jpeg

Key Benefits*

Raise the profile of your mentoring programs and initiatives.

Post your volunteer opportunities to reach more people in your community and across Canada.

Target your recruitment efforts by geography, demographic, program type and areas of interest.

Free and easy to get started.

* Reference - MENTOR Canada Connector one pager 11.18.2020

Submit your Organization

To submit your organization in Mentor Connector:

An organization should be submitted before submitting a program.

1. Go to https://mentoringcanada.ca/en/mentor-connector 

2. Click on "Take Action" to expose the drop-down menu, and then click on "List your Organization & Programs".

image-1655322347073.png

2.1 You can also scroll down from the main page until you see this section and click on.Get Started Both will bring you to the same page. 

image-1655322097990.png

3. Scroll down until you see Step 1, "Submit your organization" and click on the blue button Submit your organization

image-1655322426432.png

4. Complete the fields from the four sections of the form. Please note that fields marked by an * are mandatory: 

image-1636731291307.png

 

 

 

1. General Information
2. Logo
3. Additional Information
4. Organization Contact Information. The contact person indicated on the form will be assigned the role of "Organization Administrator", all follow-up communication will be sent to this contact. 

 

 

 

 

 

 

Bilingual Organizations : If you would like to have a bilingual listing for your organization, please complete both English and French fields. If not, please complete fields in the language of your preference.

5. Click Submit at the bottom right hand-side.

image-1633539122092.png

6. The confirmation page is now displayed, advising the organization of the next step. At this point, you can submit another organization, submit a program or return to the Mentor Canada page.

image-1639522887855.png

7. An email from Communications@mentoringcanada.ca is sent to the contact person indicated on the form to confirm that your organization is under review and that you will hear from us shortly.

image-1641404160314.png

7.1 A second email will immediately follow:

image-1641404507159.png

 

1. Advising that the contact person indicated on the submission form has been assigned the role of organization administrator.

2.  Inviting the new administrator to complete their registration in order to review and edit their organization settings and/or add programs.

 

Complete your registration to review and edit organization settings

8. The administrator is prompted to complete their registration by following these steps:

image-1639582418580.png

The organization administrator can start using Mentor Connector to:

8.1 To follow up on the status of your submission, click on the "Organizations" tab.

image-1639584169524.png

8.2 The "status" column indicates the current status of the organization submitted.

image-1639584271889.png

Organization Statuses:

Approved Organizations

9. Once the organization has been approved, an email is sent from communications@mentoringcanada.ca to the designated organization administrator.

9.1 The administrator has the option to:

image-1641404730315.png

 

 

1. Login to Mentor Connector to review and edit the organization settings.

2. Add mentoring programs to pursue volunteer mentor and youth recruitment.

Paused Submissions 

10. Mentor Canada will reach out to the contact listed on the submission form when the organization does not meet requirements or when more information is required for approval. An email is sent to advise the organization administrator.

image-1639682727297.png

10.1 The submission will be paused until Mentor Canada gains a better understanding of the organization.

image-1639682861476.png

Next Steps - Paused & Pending Submissions

11. If your organization has not been approved or is still pending after 10 business days, the administrator can contact Mentor Canada at support@mentoringcanada.ca to gain further knowledge pertaining to the status.

 

Submit your Programs

To submit your program(s) on Mentor Connector:

An organization should be submitted before submitting a program.

There are 3 different methods for an administrator to submit programs.

First Method

1. Go to https://mentoringcanada.ca/en/mentor-connector

1.1 Click on "Take Action" to expose the drop-down menu, and then click on "List your Organization & Programs".

image-1655322347073.png

1.2 Scroll down until you see Step 2, "Submit your program" and click on the yellow button Submit your program.

image-1655328304504.png

Second Method

2. Go to https://connect.mentoringcanada.ca/en

2.1 Scroll down and click on Sign in to Mentor Connector if you have an existing account.

image-1633541223432.png

2.2 Enter your credentials and click Sign in.

image-1633541307924.png

2.3 Click the "Programs" tab at the top of the page.

image-1633546297637.png

2.4 Click the plus sign in the blue circle to add a program.

image-1633546472774.png

Third Method

3. When an organization is approved, an email is sent to the organization administrator which contains a link inviting them to add programs.

3.1 Click "Add programs for your organization".

image-1639683039813.png

By using the third method to submit your program, the organization name will autopopulate in the "Organization" field and provides a fluid workflow after submitting your organization.

image-1615409565156.png

Completing the Submission Form

4. Complete the fields from the eight sections of the form. Fields marked by an * are mandatory : 

 

image-1655323005769.png

image-1639600122297.png

Important:

Bilingual Programs

5. If you would like to have a bilingual listing for your program(s), please complete both English and French fields. If not, please complete fields in the language of your preference.

5.1 Click Submit at the bottom right hand-side. 

image-1637171494439.png

What to Expect After Submitting a Program

6. If you are not logged in to your Connector account when submitting the program (first method), a confirmation page is now displayed, advising the organization of the next step. At this point, you can submit another program, submit an organization or return to the Mentor Canada page. 

image-1639590939436.png

6.1 If you are logged in to your Connector account when submitting the program (second and third methods), you will be brought to the "Programs" tab. From here, you can view the program(s) that were submitted and their statuses.

image-1637172712510.png

Program Statuses:

1. Pending: the program approval is under review, this is the default status for newly submitted programs.

2. Approved: the program has been reviewed and approved by Mentor Canada

3. Paused: the program has been reviewed, however Mentor Canada requires further information to approve the program.

 

6.2 An email from Communications@mentoringcanada.ca is sent to the contact person indicated on the form to confirm that your program is under review and that you will hear from us shortly. The expected timeline is also indicated in the email.

image-1641407904252.png

 

6.3 A second email will immediately follow to the program administrator:

image-1641412680783.png

1. Advising that the contact person indicated on the submission form has been assigned the role of program administrator.

2. Inviting the administrator to connect to their account to review and edit their program settings. Please note that for new program administrators (do not have an existing account) the message will be slightly different. The link will invite them to complete their registration .

Approved Programs

7. Once a program has been approved, an email is sent from communications@mentoringcanada.ca to the designated program administrator. The message advises the program administrator of the approval and provides a link to review and edit the program  on  Mentor Connector.  

image-1641412960835.png

7.1 If the program administrator did not create their account post program submission as indicated in the email communication (see 6.3, second screen capture), they will not be able to log in when clicking "Review and edit program settings". The program administrator will need to return to the initial email sent after the program submission to complete their registration and gain access to their program.

image-1641413749211.png

Paused Program

8. If Mentor Canada requires further information to approve the program, the program administrator will receive an email as shown below. 

image-1641414106661.png

8.1 The program status will indicate "paused" from the "Programs" tab. 

image-1639858624211.png

 

Next Steps

9. If your program has not been approved or is still pending after 10 business days, the administrator can contact Mentor Canada at support@mentoringcanada.ca to gain further knowledge pertaining to the status.

 

 

 

Organization Administrators & Program Administrators

Types of Administrators and Permission Levels

There are two types of administrators in Mentoring Connector:

pexels-fauxels-3183183.jpg

Administrators Access level
Organization Administrators Program Administrators
  • Access to all programs within the organization
  • Access to all program inquiries
  • Can assign program administrators to specific mentoring programs
  • Access to the Dashboard data for programs across all their organizations
  • Access to assigned programs only
  • Access to inquiries from assigned programs only
  • Access to the Dashboard data for their assigned programs
Administrators Hierarchy 

Organization administrators have complete access to the system and are a higher-level access user compared to program administrators. 

Please note that when a program receives an inquiry through a Mentor Connector search, the program administrator is the only one who will receive the email inquiry. However, if there is no program administrator assigned to the program, the email inquiry will go to the organization administrator.

Adding/Removing/Changing organization administrators 

Important

Adding additional program administrators 

The organization administrator can add a new program administrator to any program they managed.

1. Login to Mentor Connector https://connect.mentoringcanada.ca/en

2. Scroll down to the very bottom of the page and click on Sign in to Mentor Connector if you have an existing account.

image-1634162066776.png

3. Enter your credentials and click Sign in

image-1634162135174.png

4. Click on the "Programs" tab.

image-1634162205246.png

5. Click the program name for which you would like to add a new additional program administrator. If you are managing multiple programs, you can also use the filter feature on the right to narrow down your results. 

image-1634221775311.png

6.  Click on Program Administrators  at the bottom of the page.

image-1634325403471.png

7. Click.Add a new administrator

image-1634237909164.png

8. Enter the email address of the new program administrator and then click on the "add" email address underneath.

image-1634238130664.png

9. Voilà! The new program administrator has been added.

image-1634238231789.png

10. The new program administrator will receive an email inviting them to complete their registration if they are not already a Mentor Connector user.

image-1641421011731.png

Removing program administrators 

1. To remove a program administrator, follow steps 1 to 7 of the previous section.

2. Then click the x next to the name of the program administrator that needs to be removed. 

image-1641492016227.png

Manage Your Profile

Follow these steps to correct your name, which is displayed in the top right-hand corner of the screen when you are logged into the Connector:

image-1634243643631.png

1. Login into the Connector https://connect.mentoringcanada.ca/en 

2. Click the Profile tab.

image-1634243715811.png

3. Make the required corrections to your first and/or last name in the applicable field and clickSave

image-1634243790484.png

 

Edit Your Organization & Programs

Edit your Organization

Please note that the organization administrator is the only user that can edit the organization information.

To edit your organization:

1. Login to the Connector https://connect.mentoringcanada.ca/en

2. Scroll down to the very bottom of the page and click on "Sign in to Mentor Connector".

image-1634572946028.png

3. Enter your credentials and click Sign in.

image-1634247461811.png

4. Click on the "Organizations" tab.

image-1634247531688.png

5. Click the Organization name to start updating your organization. If you are managing multiple organizations, you can also use the filters on the right side of the page to narrow down the results or the search bar.

image-1655323612335.png

6. Make the required changes on this page and click Save at the bottom of the page.

image-1634247773073.png

image-1634247857817.png

Edit your Program(s)

Please note that both the organization administrator and the program administrators'  can edit program information.

To edit your program (s):

1. Login to  Mentor Connector https://connect.mentoringcanada.ca/en

2. Scroll down to the very bottom of the page and click on Sign in to Mentor Connector if you have an existing account.

image-1634248305038.png

3. Enter your credentials and click Sign in.

image-1634247461811.png

4. Click on the "Programs" tab.

image-1634248345738.png

5. Click the Program name to start updating your program. If you are managing multiple programs, you can also use the filter on the right-hand side of the page to narrow down the results or use the search bar.

image-1655323848969.png

6. Make the required changes on this page and click Save at the bottom of the page.

image-1634248540041.png

image-1634248582840.png

Delete your Program(s)

To delete your program (s):

1. Follow steps 1 to 5 of the previous section.

2. Scroll down to the complete bottom of the page and click Delete.

image-1641494965389.png

3. Confirm the program deletion.

image-1641494899176.png

Mentor Connector for Volunteers & Youth

Search 

1. Volunteer mentors and youth can search for a mentoring opportunity in their area via Mentor Connector on https://connect.mentoringcanada.ca/en 

image-1655323951638.png

Please note that for programs to appear in search results, both the organization and the program must be approved by Mentor Canada.

1.1 Scroll down until you see 3 tabs at the top of the page and click on the option corresponding to your role: young people or volunteers.

image-1655325358241.png

1.1.1 If you are a young person, you will be brought to this page. Click on Find a mentor to start searching for opportunities. 

image-1655325457363.png

1.1.2 If you are a volunteer mentor, you will be brought to this page. Click on Become a mentor to start searching for opportunities. 

image-1655325544201.png

1.2 Volunteers and youth need to enter a postal code on the search engine to bring up mentoring opportunities in their area or a specific area. Then, click the blue circular button to launch the search.

image-1655326309426.png

1.2.1 They can also click onE-Mentoring Opportunitiesto bring up virtual mentoring opportunities. 

image-1655326357499.png

1.3 Mentoring opportunities can be refined from the result page by using the filters at the top of the page.

image-1639607354919.png

1.3.1 Results can also be refined by type of mentoring opportunity, meaning community-based, site-based or e-mentoring.

image-1639607367294.png

1.3.2 Local in-person available programs will display a distance based on the postal code or location entered on the search engine. 

image-1639608061460.png1.4 Click any program to view more details and apply.

image-1634319698445.png

1.5 After clicking the program, additional information and features are provided. 

 

image-1634320487474.png

Top of the Page

Allows returning to search results  and to create a brand-new search. 

Note: When clicking "Search Again" the user will not lose information previously entered on the search form.

 

 

 

image-1634320591218.png

Centre of the Page

The program details are displayed in the centre of the page, such as the age served, program focus, type of mentoring, program description etc....

 

 

 

 

 

 

 

 

 

 

image-1655326682388.png

Right Side of the Page

The application form is displayed and ready to be filled for any program.

Applicants can enter their mobile number if they wish to be contacted by phone or SMS messages.

 

 

 

 

 

 

 

 

 

 

 

Bottom of the Page

This section displays additional mentoring opportunities matching the search criteria's. Potential mentors and youth can continue browsing mentoring opportunities by clicking the left and right arrows OR, by clicking "Back to Search Results". There is also an option to "Search Again" to reset searching criteria's.

image-1634326436425.png

Applying to a Program

2. When a potential mentor or youth is ready to apply to a program, they can complete the empty fields from the Application Form and click Apply to This Program. 

Note:  The fields "Phone" and "How Did you Hear About Us" are optional.

image-1639608421281.png

image-1634326335738.png

2.1 When the Apply to This Program button is light blue, it means the program is not recruiting at the moment. A notice is displayed underneath.

 

 

 

 

What Happens Next?

3. A confirmation message is displayed next. From here, the potential mentor or youth can go back to search results or start a new search using the blue buttons.

image-1634326643117.png

3.1 In addition to the on-screen confirmation, the inquirer will also receive an email confirmation as shown below.

Potential Mentor's Email Communication

 

image-1639608654743.png

Youth's Email Communication

image-1639608724446.png

View & Manage Inquiries

Mentors/Youth Communication

Mentors

When a potential Mentor applies to a program, they will receive the following email from communications@mentoringcanada.ca:

image-1639669786231.png

As stated in the email communication, the mentors can click the Online Mentor Orientation to start.

Youth

When a youth (Mentee) applies to a program, they will receive the following email from communications@mentoringcanada.ca:

image-1639670547859.png

Program Administrators Communication 

The program administrator will receive the following email from communications@mentoringcanada.ca:

image-1634331260687.png

 

Replying to Program Inquiries

There are two ways the program administrator can reply to contact the inquirer:

1. Click Reply on the email *Recommended Method*

image-1639671277944.png

1.1 When clicking on Reply  you will notice a string of letters and numbers appears (called relay email link) instead of the sender's email address. This is intentional and serves as a middleman that connect the email responses to the inquiry list on the Connector. 

image-1639671318134.png

1.2 It will update the inquiry status from "Un-Contacted" to "Contacted" once you have responded to the inquiry.

image-1639671564361.png

1.3 When the program administrator clicks on an individual inquiry, they are provided with additional information given by the inquirer based on their contacted/uncontacted status.  When an Inquirer’s status is "Uncontacted", the inquirer’s email and phone number remain hidden.

image-1639671728803.png

1.4 Once the inquirer has been contacted via email by responding to the email, their status moves to "Contacted" and the hidden information is made visible to the program administrator. 

image-1639672031891.png

Please note that you can not manage email replies or view email communications from the Inquiry tab. The Inquiry tab  is simply to keep track of the program inquiries and their statuses.

2. Click "Send an email to this contact".

image-1615491814694.png

When you click on the "Send an email to this contact" option, one of the following scenarios will occur:

1. If you have a configured desktop email application, it will open a new email reply with the relay email link automatically populated in the "to" field.

OR

2. If you don't have a configured desktop email application, you will be prompted to set up one before you can send a reply. If you require assistance in completing this task, we recommend reaching out to your organization's technical support team. They will be able to provide the necessary guidance and support.

 

image-1615492081244.png

 
Viewing Program Inquiries

1. To view program inquiries, after login into the Mentor Connector click on the "Inquiries" tab. 

image-1634334896117.png

1.1 The program administrators can only see inquiries from programs they manage.

image-1639672196071.png

1.1.1 The list has 6 columns which display:

 

 

 

 

1.2 Inquiries can be filtered to narrow down the list, using the filter function on the right side of the page. 

image-1634335369899.png

1.3 Program administrators also have the ability to export the inquiry list as a CVS file.

image-1634335552685.png

 

 

Filtering Options: Organization, Programs & Inquiries tabs

Mentor Connector offers new robust, dynamic filtering options  which are available for administrators from the Organization , Programs and Inquiries tabs.

Filters can also be saved to suit the needs of every administrator. These saved filters are based on each Administrator’s personalization and are not visible to other Administrators.

Access the Filter Feature

Filters can be found on the right-hand side of the Organizations, Programs and Inquiries page.

image-1655327092101.png

Filters Structure

Even though the filter selection criteria will vary from a page to another, the structure and usage are the same.

 

image-1634568310053.png

Filtering Options for Each Mentor Connector Tab

 

Organizations Filtering Options

image-1634571699936.png

 

Program Filtering Options

image-1634572380958.png

image-1634572422892.png

 

Inquiries Filtering Options

image-1634572230846.png

 

Dashboard & Data Export

Dashboard

The Dashboard is a great new feature of  Mentor Connector, which serves as a convenient way to visualize your data at a glance. 

The dashboard displays the sum of contacted and un-contacted inquiries in 3 different formats and views:

  1. Per date across all your programs (Left table)
  2. Sum of contacted & uncontacted inquiries per program (Central table)
  3. Sum of contacted & uncontacted inquiries per organizations (Right table)

image-1634575340832.png

Only organization administrators can view data from the Organization table (right table).

There is a calendar filter at the bottom of each table to display information for a specific time frame.

You will also notice a shortcut to the Inquiries, Programs and Organization tabs.

image-1634593871658.png

Dashboard Resources 

The Dashboard view also provides links via display cards to Mentor Canada's Knowledge Hub and the Support and Training Centre.

image-1639672643009.png

Right underneath the Resource Cards, program administrators will find shortcuts to access the other sections of Mentor Connector.

image-1634576841719.png

Exporting Data

 Mentor Connector has a feature that allow administrators to export data as CVS files. 

Data can be imported from the following tabs:

To export data from one of the above-mentioned tabs, look for the following export symbol at the bottom of the page.

image-1655327177072.png

The CVS file contains much more information than what is displayed on the current page.  The file contains the field entries from the inquiries, programs and organization submission.

Example of an export from the Programs' tab:

image-1634589984840.png

 

 

Request access to the Virtual Mentoring Platform

Request Access to the Virtual Mentoring Platform 

Organization and program administrators will be able to request access to the MentorCity Virtual Mentoring Platform through  Mentor Connector. 

1. Mandatory: Sign up for an onboarding session * 

* Access to the Virtual Mentoring Platform is available only to organizations and programs that have been approved by Mentor Canada after submission and that have signed up for a MentorCity onboarding session

2. During onboarding, go to https://connect.mentoringcanada.ca/en  

2.2 Scroll down and click on Sign in to Mentor Connector.

image-1633465270972.png

2.3 Enter your credentials and click Sign in.


image-1633465491215.png

2.4 Click the "Program" tab

image-1633465632420.png

2.5 Click on the program that requires access to the e-mentoring platform

 

image-1633465816680.png

2.6 Click Request Access to the E-Mentoring Platform at the top left-hand side of the page.

image-1641484597623.png

 2.7 The access form will come up with the information already populated. However, it is possible to change the information in each field if required: 

A. Program title: do not change this information, the program title in Mentor Connector should match the program title in MentorCity.

B. The full name and email address of the designated E-Mentoring Platform administrator. The virtual Mentoring Platform Administrator does not need to be the Mentor Connector program administrator.

C. Optional: Upload your logo, so it is displayed on the E-Mentoring platform. 

D. Accept the Terms of Use and the Privacy Policy.

E.  Cancel the request or confirm the request by clicking Request Access.

 

image-1639681739674.png

2.8 Click Request Access to complete

image-1639682161097.png

2.9 The below message will then be posted on the program page and will remain pinned at the top to prevent multiple requests for the same organization.

image-1615582562578.png

3. Complete your Registration & Access the E-Mentoring Platform:

3.1 The virtual mentoring platform designated program administrator will receive an onboarding email from MentorCity. The sender’s name is displayed as the program name.

image-1633466861389.png

image-1641487232678.png

3.3 Enter the provided credentials and click Login

image-1633466958328.png

3.4 Create a new password and  click Save Changes

 

image-1641487547133.png

From here, additional information will be provided during the onboarding training session.

 

Mentor Connector Support & Feedback

Contact Us

For all inquiries, technical support questions or concerns related to Mentor Connector you can connect with us via:

Email: support@mentoringcanada.ca
Support & Training Centre:

Consult the user guide and the FAQ's 
Phone: For any urgent request, please call 1.800.263.9133 ext. 65

 

Password reset and forgotten passwords

If you forgot your password or need a password reset, simply click "Forgot your password?" on the login page and follow the instructions. 

You can also reset your password using this URL: https://connect.mentoringcanada.ca/en/forgot

 

image-1634246263930.png

Feedback 

A feedback bubble is now offered throughout the entire Mentor Connector for users to let Mentor Canada know how their experience can be improved. For immediate assistance, please contact support@mentoringcanada.ca 

Follow these steps to provide feedback:

1. Click on or hovers over the action button to provide feedback.

image-1634244802553.png

2. A pop-up providing additional information on this function appears. Click the bubble button.

image-1634245250875.png

3. Enter your email address, your feedback message, and click Submit.

image-1634245433171.png

3.1 You will receive a copy of the email, so you can retain it for future reference.
      The email subject line will indicate "Your comments".  

image-1641414979562.png

 

Log In & Out of Mentor Connector

Login to Mentor Connector

1. Go to https://connect.mentoringcanada.ca/en

2. Scroll down to the very bottom of the page and click on Sign in to Mentor Connector.

 

image-1634051129074.png

3. Enter your credentials and click Sign in.

image-1634051148100.png

Logout of Mentor Connector

1. To logout of  Mentor Connector, hover your cursor over your name on the top right-hand side of the page and click Sign out.

image-1634051475533.png

1.1 You can also click on the Profile tab and then click the blue Sign Out button.

image-1634052408593.png