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Send Messages to Mentors & Mentees

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 on the "Admin" tab on the left to access the administrator's dashboard.

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

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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 formatting banner above the body of the email to assist you in composing messages. 

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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.

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

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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.

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Formatting Banner

2.2 Use the formatting banner to format your message by changing font size and type, change text colour, bold your text, add bullet points, add images, add links etc...

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

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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/ 

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2.5 Click on “Copy Image Address”.

 

2.6 Click the image icon.

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

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

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

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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.

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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

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

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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 back sent messages:

  • Send Messages/Community Messages
  • Email Logs

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Send Messages/Community Messages

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

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

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

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

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4.4 The "Actions" column allows you:

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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 wasn't transmitted to recipients
        • Sent: The message was transmitted to 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.

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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 on the "Admin" tab on the left to return to the administrator's dashboard.

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

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4.8 Type the name of the mentor or mentee in this box and click SEARCH to view all messages they have received.

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4.9 The system now 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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