Send Messages to Mentors & Mentees
- Context
- Create the Message
- Format the Body of the Message
- Send the Message
- Review and Track Sent Messages
Context
As program administrators, you can connect effortlessly with mentors and mentees without ever leaving the platform. Say goodbye to the hassle of switching between different applications and embrace a unified, streamlined experience.
Branding Your Messages for a Cohesive Identity
We understand the importance of maintaining a cohesive identity for your organization and program. Withthe virtual mentoring platform, all messages sent will be thoughtfully branded with your organization's logos and the program name.
Scheduled Email Messages for Timely Interactions
Timely communication is key to a successful mentoring program. The platform empowers you to schedule email messages to be sent at specific dates and times, ensuring that important announcements, reminders, and updates reach your mentors and mentees precisely when needed.
Traceability through Email Logs
Tracking and monitoring communication is essential for program administrators. With the email log feature, you can easily trace all email correspondence back to each user.
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, navigate to the "Messages" tile located on the first row, and click on "New Message" to access the corresponding section.
1.2 From the "Community Messages" tab, compose the email:
1) Select the recipients. If you want to send a message to a particular individual, click on 'Individuals' and then pick the person's name from the displayed list.
2) Enter a Subject Line
3) Type email content
2 - Format the Body of the Message
Tags
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 copied image address in the "URL" field and press the Tab key.
2.6.2 Adjust the width and height of the image as desired. It is recommended to set the width between 300-500 pixels, while the height will automatically adjust to maintain the aspect ratio.
2.6.3 Click Ok
2.6.4 Repeat the same process in the French Section if your message is bilingual.
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.
Important: If you compose a bilingual message, mentors and mentees will receive the message in the language that they chose on the platform.
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.
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, navigate to the "Messages" tile located on the first row, and click on "New Message" to access the corresponding section.
4.2 Upon clicking, you will arrive at the "Community Messages" page. Scroll down until you reach the section titled "Messages to your Mentoring Community." Here, you'll find a comprehensive list of all the messages you have composed.
4.3 The list showcases essential details for each email sent, including the subject line, the initial part of the message, the status, recipients, sender, 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:
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- 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.
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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 the "Admin" tab on the left-hand side of the page to return to the administrator dashboard.
4.7 From the administrator dashboard, navigate to the "Messages" tile located on the first row, and click on "Manage Messages" to access the corresponding section.
4.7.1 A new dialog box will appear. Click on "Email Logs".
4.8 Type the name of the mentor or mentee in the search box and click SEARCH
4.9 The system exhibits all messages received by the individual, showing the message subject line (Name), recipients (Sent to), and the time stamp (Sent time).
If you have questions or need further support, please contact our Support Team: support@mentoringcanada.ca