As a Program Coordinator, you can close individual Loops, bulk-close multiple Loops, manage Group Loops, and reopen Loops when needed, all from the Loops page in your program dashboard.
Why closing Loops matters
Closing Loops keeps your program data accurate, triggers the Close Loop survey to capture end-of-relationship feedback, and ensures your reporting reflects the true state of active mentoring connections.
How do I close an active Loop?
- Go to the Loops page via the navigation bar on the left-hand side.
- Find the Loop you want to close — use the search function to locate it by participant name or Loop name.
- Open the Loop, then select the option to close it. A confirmation modal will appear.
- Notify participants — toggle Yes or No. When enabled, participants will receive a notification that their Loop has been closed.
- Add an optional message — let participants know why you're closing the Loop and what their next steps are, such as whether to use Self Match or wait to be re-matched.
- Ask participants to complete the Close Loop survey — toggle Yes to collect end-of-relationship feedback before finalising.
- Confirm the closure — type your program name in the confirmation field and proceed.
Before you close - review the relationship history
You can review message and goal history within the Loop before confirming closure. This is useful for capturing key context or takeaways before the relationship ends.
How do I close multiple Loops at once?
You can bulk-select mentoring Loops to close them in a single action.
- Tick the checkbox beside each Loop you want to close.
- Select the close Loops icon. The same confirmation modal will appear.
- Notify participants — toggle Yes to send participants a closure notification. Not applicable for draft loops.
- Add an optional message — explain why you're closing the Loops and what participants should do next.
- Ask participants to complete the Close Loop survey — toggle Yes to send the survey. Not applicable for draft loops.
- Confirm the closure — type your program name in the confirmation field and proceed.
Should I bench a participant after closing their Loop?
If a participant is stepping back from the program temporarily, consider benching them rather than removing them. Benching pauses their participation without losing any data.
- Their profile and history are kept.
- Their open Loops are paused, no new messages or meetings can be sent.
- They won't appear in matching or receive new matches.
- You can reactivate them any time, or they can rejoin the program themselves when they're ready.
- From your Bench, you can also invite them to join other open programs within your organisation.
Learn more: What is the Mentoring Bench?
How do I close a Group Loop?
- Navigate to the Loops page via the navigation bar on the left-hand side.
- Search for the Group Loop you'd like to close, then select Close Loop.
What happens when you close a Group Loop?
Closing a Group Loop does not remove its members, they can still view previous conversations. If you don't want participants to access the prior conversation history, remove them from the group before closing it.
How do I reopen a closed Loop?
- Navigate to the Loops page and open the Loop Status filter. Deselect Active and Draft, then select Closed by PC, Closed by participant, or Archived as needed.
- Select the Loop you want to reopen.
- Select Reopen this Loop.
How do I reactivate an auto-cancelled match request?
If Self Match is enabled in your program, participants can request their own mentoring connections. Any request left unanswered for two weeks is automatically cancelled.
If a participant wants to accept a cancelled match, manually re-create it from the Loops page.
What is an archived Loop?
A Loop becomes archived when one of its participants is removed from the program or has requested to leave. This is distinct from a Loop being closed by the PC or closed by the participant, which are deliberate actions taken to end an active mentoring relationship.