Create Additional Administrators


A program administrator is assigned to a program when access to the virtual mentoring platform is requested for the very first time through the Mentor Connector.

This initial program administrator is automatically designated as the main administrator which has the highest access levels on the virtual mentoring platform.

There are 3 program administrator levels: 

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Administrators Access Levels

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* Will be the recipient of mentors & mentees email replies (to system generated email messages) and they will also receive mentors & mentee's comments when sent from the platform (comments box on the dashboard).

The main administrator can be changed at any time. Email support@mentoringcanada.ca with the name and email address of the new main administrator.


Create Program Administrators & Member/Relationship Administrators

It is important to note that only the main administrator will be able to give administrator access rights to other users.

1. Go to the MentorCity login page https://ementor.mentoringcanada.ca

2. Enter your credentials and click Login.

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3. Click on the “Admin” tab on the left-hand side of the page.

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4. Copy the "Invitation Link" located under the “Invite” section on the right-hand side of the page.

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6. The individual completes the registration process.

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7. Once the individual has created their account, the main administrator clicks on the “Admin” tab.

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8. Click "Administrators" under the "Customize" section.

8.1 The section will expand, click "Managing Admin Permissions".

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9. Locate the new registered user on the user list and click the box beside their name to bring up a drop-down menu. Select the applicable administrator role for this user.

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10. Click Save

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11. This box will come up asking you to confirm the change. Click Ok

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Assign Mentors, Mentees and Relationships to a Member/Relationship Administrator

Member/Relationship Administrators can only view and communicate with the mentors, mentees and relationships that have been assigned to them by a program administrator.

Mentors and mentees should be matched by a Program Administrator prior to being assign to a Member/Relationship Administrator.  Member/Relationship Administrators do not have access to the matching functionality.

Both the main administrator and the program administrator can assign mentors, mentees and relationships to a Member/Relationship Administrator.

Assign Mentors and Mentees to a Member/Relationship Administrator

1. To assign mentors and mentees to a Member/Relationship Administrator, click on the “Admin” tab on the left-hand side of the page.

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2. Click on "Members" from the administrator dashboard.

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3. Find the mentor or mentee that needs to be assigned to a specific Member/Relationship Administrator and scroll to the left until you see the button Member Admin . You can also reduce your browser's zoom to 75% to gain a full view.

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4. Click the Member Admin button.

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5. Click the drop-down menu and select the name of the designated Member/Relationship Administrator.

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6. Click Save

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7. Repeat steps 1-6 until you have assigned all mentors and mentees to the appropriate Member/Relationship Administrator.

Assign Relationships to a Member/Relationship Administrator

This feature allows Member/Relationship Administrators to access relationship information between a mentor and mentee when one of the two member is not assigned to them. For example, mentor Luca is assigned to Member/Relationship Administrator A and mentee Nicholas is assigned to Member/Relationship Administrator B.  The relationship would be assigned to Member/Relationship Administrator A and B, so they can view and communicate with the mentorship.

1. To assign a relationship to a Member/Relationship Administrator, click on the “Admin” tab on the left-hand side of the page.

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2. Click on "Relationships" from the administrator dashboard.

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3. Find the relationship that needs to be assigned to a specific Member/Relationship Administrator and scroll to the left until you see the button Relationship Admin. You can also reduce your browser's zoom to 90% to gain a full view.

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4. Click the Relationship Admin button.

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5. Click the drop-down menu and select the name of the designated Member/Relationship Administrator.

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6. Click Save

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Engage with Mentors and Mentees as a Member/Relationship Administrator  

Member/Relationship Administrators can access data and make profile changes pertaining to the mentors, mentees and relationship that have been assigned to them. They can also communicate with those mentors and mentees.

Access Members and Relationships Data

1. To start viewing data pertaining to assigned mentors, mentees and relationships, click on the “Admin” tab on the left-hand side of the page.

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2. The Member's tab is the default tab. From here, you can view the list of mentors and mentees that have been assigned to you.

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2.1 This is where you can also activate or deactivate mentors and mentees that have been assigned to you. Deactivating a user will prevent them from login in to the virtual mentoring platform. 

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2.2 Click on a name to view additional data, make changes to their profile and communicate with them. 

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2.3 The following page contains a lot of information about the user. Here is a description of all the available data and actions: 

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2.4  To return to the previous page, scroll back up and click "Members".

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2.5 Click on the "Relationships" tab to view relationships data. 

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2.6 There will be clickable links in these columns once the mentor and mentee have completed a mentoring agreement and evaluation so that you can review what has been entered in each. In this example, because they have completed a mentoring agreement, the administrator can click on the "Details" link to review it.

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2.7 Click Details under the "Mentoring's Relationship" column to view additional information about this mentorship.

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Send Messages to Mentors & Mentees

3. To communicate with mentors, mentees and/or relationships assigned to you, click on the “Admin” tab on the left-hand side of the page.

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3.1 Click on the "Send Message" tab.

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3.2 Indicate to whom this message is intended for, specific roles, relationship status or specific individuals.

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3.3 Enter a subject line, the body of the email and attached a file if required.

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Use tags to capture each recipient's name, role, email or mentoring hours within the body of the email. To do so, click the "copy" icon beside the tag and click CTRL + V in the body of the email.

 

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3.4 Click Create Message

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3.5 Review your message from here and if it's ready, click Send Message or click the "Schedule Time" to select a date and time from the calendar and indicate when this message should go out and then click Send Message.

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Managing Groups as a Member/Relationship Administrator 

Member/Relationship Administrators can manage Groups, meaning, adding their assigned members to a group and monitoring group interactions. However, they cannot create groups, a Program Administrator must create the groups so that the Member/Relationship Administrator can manage them.

Create a Group

1. The Program Administrator can create a group by clicking on the “Admin” tab on the left-hand side of the page.

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1.2 Click "Collaborate" under the "Customize" section on the right-hand side of the screen.

1.2.1 Then click "Group Mentoring".

 

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1.3 Click Create Group.

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1.4 Give the group a name and a description. In this example, we will use the name of the mentor as the group name.

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1.5 Select a Group Status. For a brand-new group, based on your internal process, choose a status between the first three statuses listed. 

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1.6 *NEW* Optional: Attach a photo that is representative of the group. A different photo can be added based on the language selected on the platform.  Make sure to follow the recommended dimensions.

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Here is an example of what groups with or without a photo would look like to the end user:

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Add Members to a Group

2. Now that a group has been created, the Member/Relationship Administrator can start adding his assigned members to the newly created group. The Member/Relationship Administrator needs to return to the administrator's dashboard.

2.1 Click on "Members".

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2.2 Click on Add to Group in the row of the mentor/mentee's name.

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2.3 Check the box corresponding to the group this mentor/mentee will join and click Save Changes.

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2.4 Repeat steps 2.2 to 2.3 for each member that needs to be added to a group.

3. The Member/Relationship Administrator can now view and access the Group by:

3.1 Clicking on the "Admin" tab and then clicking on the group name under the  "Group Names" column.

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3.2 The Member/Relationship Administrator can also view and access any groups that his assigned members have been added to, even if added by a different administrator. 

For example, Lina Chan below has been added to Nelly's Group by a Program Administrator. The current logged in Member/Relationship Administrator can click on "Nelly's Group" to view the interactions because Lina is one of their assigned member.

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