Partner Dashboard: Manage Page

The Manage page is where administrators can manage the program and implement changes in real-time, from turning registration on or off, uploading participant contact lists, sharing custom profile data, and starting participant recruitment. These tools are designed to reduce the back-and-forth and put more control directly in your hands. 

View Matching Surveys

The Manage page also contains your program's matching surveys, making it easy to review the mentor and mentee surveys currently being used, along with the questions included in each survey.

To view your matching surveys, click the View Matching Surveys button.

By default, the Mentee Matching Survey is displayed. To switch to the mentor survey, click the Mentor Matching Survey tab.

Not seeing the "View Matching Survey" option? Contact your Mentor Collective representation.

Interested in updating your matching surveys? Matching surveys can be edited prior to your program launch before mentor or mentee participants begin registering. Connect with your Mentor Collective representative to discuss this option and review available customizations here.

Share Participant Contact Lists

Share your list of mentees or mentors directly with our Support team, to be uploaded to your Dashboard. While you can continue share lists via email or SFTP, this process requires significantly less back-and-forth and ensures secure data sharing. 

💡See the Participant Directory Information article to view the file requirements.

Instructions:

1. Download the "Template CSV" file with the specific column headers needed.
2. Add your mentee or mentee participant data to the CSV (you'll need a separate file for each)
   • First Name, Last Name, and Email are required. Phone Number and Student ID are highly recommended. 
     • Note: Enrollment ID is only used for Enrollment programs as temporary identifier before a permanent student ID is assigned. Delete this column unless you are launching an enrollment program and/or want enrollment ID data imported.
   • Delete any columns that do not contain data.
3. Upload the CSV with your participants' data.
4. Select "Participant Type": mentees or mentors. Each file should only contain one or the other.
5. Click "Send File" to share your list with our Support Team.

Watch this demo video or follow along to upload your list!

Share Custom Profile Data Lists

As part of your recruitment efforts, you'll provide participant contact lists. In addition, you can optionally share custom profile data for your mentors and mentees. This data allows you to view, filter, match, and analyze participants based on the characteristics that matter most to your program and institution.

To submit custom profile data, use the Share Custom Profile Data option on the Manage page. Our Support team will upload the data and apply the appropriate profile tags to your mentors and/or mentees.

Note: Mentor and mentee directory (contact) information needs to be uploaded to the Dashboard first before prospective or current participants can be tagged with the custom profile data.

File requirements

• Email address is required. Your file must include the email address associated with each participant in the Partner Dashboard. Email address serves as the unique identifier used to tag contacts or participants with their custom profile data.
• There is no limit to the number of custom profile fields you can include.
• Create one column per profile field. Name each column header exactly as you want it to appear as a filter in your Partner Dashboard. The Support team will create the filters using the column names exactly as they appear in your file.
• Mentor and mentee data can be combined. Unlike participant contact lists, mentor and mentee custom profile data can be included in the same file.

Instructions

1. Optional: Download the Template CSV for a sample file format.
2. Recommended: Create a copy of the mentor and/or mentee data file provided by your institution's data contact (or one you've generated).
3. Move the Email Address column to the first column in the file.
4. Update each column header to exactly how you want it to appear as a filter in your Partner Dashboard.
5. Remove any columns that you do not want imported as custom profile attributes.
6. Save the file as a CSV and select "Choose a File" upload it.
7. Click Send File to securely submit your file to the Support team.

Manage Registration

This section will give you more control over recruitment efforts and participants' ability to register for your program. Rather than sending an email and waiting for a reply, you can now access all the necessary details for your program's registration in one place: 

• Turn registration on or off. Control whether mentees, mentors, or both can register. 
  • When registration is turned on, the registration links and QR codes will be activated and allow the specified participant type(s) to begin signing up. 
• Access registration links. Incorporate registration links into messaging and landing pages. 
• Access QR codes. Add QR codes to presentations, flyers, and other recruitment materials. 

If you're ever unsure what actions to take, contact your Mentor Collective representative. 

Manage Recruitment

The Recruitment Management section gives administrators more visibility and control over participant outreach directly within the Partner Dashboard. Once participant lists have been uploaded, you can begin recruitment, manage campaigns, and reference previously uploaded files all in one place.
 

View Uploaded Participant Lists

In this section of the dashboard, you will be able to view all participant files that have been uploaded for mentors and mentees. For each uploaded file, you can see:

• File name
• Participant type (mentor or mentee*)
• Upload date
• Number of participants included in the file

*If your program uses custom terms for mentor or mentee, you'll see those reflected in the table

Because uploaded file names cannot be edited after submission, it is important to use clear and descriptive naming conventions before uploading your CSV. We highly recommend including details such as:

• Whether the file contains mentors or mentees
• Any relevant details or upload date
• A specific participant group or population

Examples:

• Mentees_Orientation_6-26.csv
• AlumniMentors_2026-27.csv
• PeerCoaches_Spring2027.csv
• Mentees_Firstyear_Transfers_Fall2026.csv

Using detailed file names makes it easier to ensure you are sending recruitment messaging to the correct participants and allows you to easily pause or restart messaging campaigns for specific cohorts. Read on to learn more about how to start, pause, and restart recruitment messaging for your mentor and mentee participants.

Recruitment Campaign Management

Once a participant list has been uploaded, you can begin managing recruitment messaging directly. 

The Status column will display the current recruitment state for that participant group, and next you will see an Action column that allows you to:

• Start recruitment
• Pause recruitment
• Restart recruitment

If participants have been uploaded and are Ready to receive outreach, you will see a blue Start Recruitment button. Selecting this option will launch Mentor Collective’s recruitment campaign for that group of participants.

If needed, you can Pause recruitment at any time while the campaign is active to temporarily stop outreach messages from being sent to that specific list of participants. When you're ready to resume outreach, simply restart the recruitment process from the dashboard by clicking Restart, and participants will continue receiving messages. The campaign will pick up where it was paused, it will not start the entire campaign again.

This functionality puts Mentor Collective recruitment campaign management directly into your hands and reduces the need for additional support requests or back-and-forth.

Start & End Date

The Start Date and End Date columns make it easy to track the progress of each recruitment campaign. The Start Date indicates when recruitment messaging began (or if recruitment has not yet started), while the End Date shows when the campaign was completed or the estimated date it will conclude.

The End Date is an approximated date when recruitment for a participant batch will be complete. This estimate is calculated based on:

• The date the first recruitment message was sent
• The number of messages included in your program's recruitment campaign
• The predefined messaging cadence

If recruitment messaging is paused and later resumed, the estimated end date will automatically update to reflect the revised schedule.

Why is the End Date an estimate? 

The End Date is designed to provide an accurate estimate for most participants, but there are a few situations where an individual participant's recruitment timeline may differ:

• Re-recruitment campaigns
  Some participants may be part of a re-recruitment campaign, which typically contains fewer messages than the standard recruitment campaign. In these cases, the displayed End Date is based on the longer campaign timeline.
• Participants enrolled in multiple programs
  A participant may be recruited for more than one Mentor Collective program at the same time. If they are already receiving recruitment messages for another program that started earlier, recruitment for your program will not begin until the first campaign is complete. As a result, the displayed End Date may not accurately reflect that participant's individual timeline.

For most participants who are not enrolled in another active recruitment or assessment campaign, the End Date provides a reliable estimate of when recruitment messaging will conclude.

For more information about outreach messaging and timelines, review our Automated Recruitment Campaign article.