Send Messages to Mentors & Mentees

• Create the Message
• Format the Body of the Message
• Send the Message
• Review and Track Sent Messages
• Training Video

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The MentorCity virtual mentoring platform allows program administrators to communicate with mentors & mentees without having to step out of the platform to send messages.

Messages sent from the virtual mentoring platform are branded with your organization logos and program name. 

Email messages can also be scheduled to go out at a specific date/time, and they can be trace back to each user. (email log)

1 - Create the Message 

1.0 Click the "Admin" tab on the left-hand side of the page to access the administrator dashboard.

1.1 From the administrator dashboard, click "Messages" under the "Customize" section on the right-hand side.

1.1.1 The "Messages" section will expand, click "Send Messages".

1.2 From the "Community Messages" tab, compose the email:

1) Select the recipients 
2) Enter a Subject Line
3) Type email content 

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2 - Format the Body of the Message

There are tags and a toolbar above the body of the email to assist you in composing messages. 

Tags

Dynamic tags offer a way to personalize your email content by inserting information you already have about your contacts into your emails. For instance, if I send the same email to multiple mentors and mentees using the {firstname} dynamic tag, the separate email messages they'd each receive would be customized with their name.

2.0 To use dynamic tags in your email, click the copy icon beside the tag you want to use.

2.1 In the body of the email, place your cursor where you want to paste the tag and press ctrl + v to paste. You can use as many tags as needed.

Toolbar

2.2 Use the toolbar to format your message by changing the font size, text color, adding bullet points, images, links etc...

2.3 The below images are pointing out some interesting and popular formatting features.

Web images

Images can only be added from the Web using image addresses. This means you are not able to upload or copy/paste a jpeg or PNG image.

2.4 Find a web image and right-click on the image. A free stock photo website can be a great resource if you do not have your own bank of images online.  i.e.  https://www.pexels.com/ 

2.5 Click “Copy Image Address”.

2.6 Click the image icon.

 

 

2.6.1 Paste the image address in the "URL" field and press tab.

2.6.2Adjust the width and height. Width is ideal between 300-500, the height will automatically adjust to fit with the width.

2.6.3 Click Ok

2.6.4 Repeat in the French Section for bilingual messages.

 

 

 

 

 

 

 

 

Add Attachments 

It is also possible to add attachments to your messages.

2.7 Click Choose File to browse your computer or the cloud and attached a document.

Message Languages

There are two sections to composed messages. The first one is for English messages and the bottom one is for French messages.

2.8 Compose your messages in the language of your choice. You can use both, or just one based on your audience languages.

Note: If you compose a bilingual message, mentors and mentees will receive the message in the language that they chose on the platform. 

 

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3-Send the Message 

3.0 Once you are ready to send your message, click Create Message

3.1 The next page displays a preview of the email.  If you are satisfied with the email preview, click Send Message.  

Note: You can also schedule the email to go out automatically at a specified day and time by clicking the "Schedule Time" field and then clicking Send Message. 

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4 - Review and Track Sent Messages

There are two places on the platform where you can track sent messages:

• Send Messages
• Email Logs

Send Messages/Community Messages

4.0 Click the "Admin" tab on the left to return to the administrator dashboard.

4.1 From the administrator dashboard, click "Messages" under the "Customize" section on the right-hand side.

4.1.1 The "Messages" section will expand, click "Send Messages".

4.2 You will be brought to the "Community Messages" page. Scroll down until you see this section "Messages to your Mentoring Community". From here, you will see all messages that you composed. 

4.3 The list displays for each email sent, the subject line, the beginning of the message communication, the status, who it was sent to, who sent it, the date sent and an action column.

4.4 The "Actions" column allows you:

Show: Review the full message sent.

Edit: Modify the message.

Delete: Delete the message

 

 

 

4.5 There are 3 different message Status:

• • • • Not Sent: The message was not transmitted to the recipients
      • Sent: The message was transmitted to the recipients
      • Queued: The message has not been transmitted yet. The message has been scheduled to be sent at a specific date/time and is retained by the system until then.

Email Logs

Email logs allow you to see all messages, including system generated messages received by each mentor and mentee with a date/time stamp. 

4.6 Click  the "Admin" tab on the left-hand side of the page to return to the administrator dashboard.

4.7 From the administrator dashboard, click "Messages" under the "Customize" section on the right-hand side.

4.7.1 The "Messages" section will expand, click "Email Logs".

4.8 Type the name of the mentor or mentee in the search box and click SEARCH

4.9 The system displays all messages received by this specific person. It displays the subject line (Name) of the message, who it was sent to (Sent to) and the time stamp (Sent time).

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Training Video