Understanding permission roles in Mentorloop

Mentorloop has three administrative roles that help you manage your mentoring programs. The key differences are in scope, access level, and capabilities.

Mentorloop has three roles:

Program Coordinators

A Program Coordinator (PC) manages your mentoring program through the main dashboard. This is the primary administrative role most users will need.

What Program Coordinators can do:

• Access aggregated Organisation metrics and insights (progressively rolling out)
• Manage program settings and configurations (for assigned programs) 
• Run matching algorithms and create mentoring pairs (for assigned programs) 
• View analytics and generate reports (for assigned programs) 
• Add and remove participants (for assigned programs) 
• Message and schedule meetings with participants (for assigned programs) 
• Manage program content and resources (for assigned programs) 

How many Program Coordinators can you have?

• Pro plans: One PC per program
• Enterprise plans: Multiple PCs per program

The same PC can manage multiple programs (regardless of plan type).

Organisation Admin (All Programs)

An Organisation Admin with full access can see and manage every program within your organisation from the Multi-Program Dashboard. This role is designed for senior stakeholders, L&D leaders, or anyone with oversight across the entire mentoring portfolio.

What this role can do:

• View all programs
• Support Program Coordinators with some day-to-day program management 
  • Manage program settings, run matches, and manage participants across all programs
• Access aggregated Organisation metrics and insights (progressively rolling out)
• Navigate between individual program dashboards

What this role cannot do:

• Message or schedule meetings with participants directly (participants don't have loops with Org Admins)

Organisation Admin (Limited Programs)

An Organisation Admin with limited access can see and manage only the programs they've been assigned to. This role suits people who support Program Coordinators, or stakeholders who oversee a subset of programs (for example, by region or department).

What this role can do:

• View assigned programs
• Support Program Coordinators with some day-to-day program management 
  • Manage program settings, run matches, and manage participants across all programs
• Access aggregated Organisation metrics and insights (progressively rolling out)
• Navigate between individual program dashboards

What this role cannot do:

• View programs they haven't been assigned to
• Message or schedule meetings with participants directly

Can someone hold more than one role?

Yes. The same person can be both a Program Coordinator and an Organisation Admin. This is common when someone needs both program-level messaging capabilities and multi-program oversight.

Running multiple programs

Program Coordinators and Organisation Admins can access multiple programs (based on permission levels), but there are some current limitations to be aware of:

• Dashboard Program Reporting: Program Reports cannot span multiple programs simultaneously. Each Program Dashboard holds detailed, filterable reports per program. 
• Organisation Insights Data: Organisation Insights help you report on your Organisation, but you cannot currently customise, filter or export these insights.

When do you need each role?

Program Coordinator — You manage day-to-day operations and need to message or meet with participants.

Organisation Admin (All Programs) — You need visibility across every program in your organisation without day-to-day involvement in each.

Organisation Admin (Limited Programs) — You support specific programs or stakeholders responsible for a subset of the organisation's mentoring activity.