What does refreshing a program cohort mean?
Refreshing your mentoring program cohort means removing inactive participants and giving them the option to rejoin when they're ready. This is useful when re-launching a program after a quiet period, or when you want to ensure that only engaged mentors and mentees are active in your next cohort.
How do I remove inactive participants?
To remove participants who are no longer active in your program:
- Navigate to your participant list and filter to identify inactive users, for example, those who haven't been active in the past 6 months.
- Select the participants you'd like to remove.
- In the Remove participants pop-up, choose whether to "Allow participants to rejoin the program?":
- Yes — participants will be able to rejoin the program themselves the next time they log in.
- No — participants will need to contact you or another PC to be manually re-added in future.
- Choose whether to "Notify participants?", if you've already communicated the change outside of Mentorloop (e.g. via email), you can skip the in-platform notification.
What is Rejoin Program in Mentorloop?
Rejoin Program allows participants who have been removed from a mentoring program to re-enter the program on their own, without needing to contact a Program Coordinator. When enabled, removed participants are directed back to the signup form to update their details and rejoin when they're ready.
- Appear disengaged,
- Temporarily need a break, or;
- Have finished a cohort,
How does Rejoin Program work for Program Coordinators?
When removing one or more participants from your program, a pop-up will present two options:
- Allow participants to rejoin the program? — If set to Yes, removed participants can rejoin on their own by logging back in and completing the signup form. If set to No, they will need to contact you or another Program Coordinator to be manually re-added.
- Notify participants? — Optional. If you've already communicated the change outside of Mentorloop, there's no need to trigger an additional email notification.
What happens when a removed participant tries to access the program?
When a removed participant logs back in to Mentorloop, they will be informed that they have been removed from the program. What happens next depends on the rejoin setting:
- Rejoin enabled: The participant can rejoin when they are ready. They will be directed back to the signup form to update any relevant details before re-entering the program.
- Rejoin not enabled: The participant will need to reach out to a Program Coordinator to request to be manually re-added.
Can a participant permanently leave a program?
Yes. Participants can select "Remove program from my list", which removes access to the program entirely. If they later wish to rejoin, they will need to contact a Program Coordinator to be manually re-added.
Best practices for using Rejoin Program
- Close loops before removing: Removing a participant archives their loops but does not close them. Close a participant's loops first to avoid re-opening old loops if they rejoin later.
- Use filters for bulk removal: Filter your participant list, for example, by participants who haven't been active in the past 6 months, then select and remove them in bulk with the rejoin option enabled.
- Communicate outside the platform if needed: If you've handled the communication separately, you can skip the notification to avoid duplicate messaging.
For step-by-step instructions, see How to remove (and re-add) a Participant.
What do participants see after being removed?
If you allowed participants to rejoin, the next time they log in to Mentorloop they will see a prompt giving them two options:
- "Rejoin program" — the participant re-enters the program and is prompted to review and update their profile, ensuring their information is current for your next cohort.
- "Remove program from my list" — the program is permanently removed from their account. If they change their mind later, they'll need to reach out to you or another PC to be manually re-added.
If you did not allow participants to rejoin, they won't see this prompt. They'll need to reach out to a PC directly to request access again.