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:

• Manage program settings and configurations
• Run matching algorithms and create mentoring pairs
• View analytics and generate reports
• Add and remove participants
• Message and schedule meetings with participants
• Manage program content and resources

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 and manage all programs across the organisation
• Access aggregated impact metrics and insights (progressively rolling out)
• Manage program settings, run matches, and manage participants across all programs
• 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 and manage assigned programs
• Support Program Coordinators with day-to-day program management
• Access aggregated impact metrics for their assigned programs

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

Organisation Admins can access multiple programs, but there are some current limitations to be aware of:

• No cross-program reporting: Reports cannot span multiple programs simultaneously
• No aggregated data by default: Program Coordinators must switch between dashboards (Impact dashboard for reporting on your Organisation is coming soon) 
• Unified insights: Available to Organisation Admins via the Multi-Program Dashboard (coming soon)

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.