Using Filters in Mentorloop
Filters are one of the most powerful tools available to Program Coordinators in Mentorloop. They let you segment participants, loops, and data so you can take targeted action in bulk — or get a clearer view of what's happening in your program.
Filters are available across many pages in Mentorloop:
- Sign Ups — view and act on a subset of incomplete registrations
- Participants — segment your participant list to perform bulk actions on a specific group
- Loops — filter active or draft loops, or loops that haven't met yet, to manage connections at scale
- Dashboard Report — narrow your reporting data to a specific cohort
- Sentiment — view feedback from a specific group or rating range
- Smart Match — filter to Smart Match a specific segment (e.g. those without a match, or only match a specific department)
What can you do with filters?
- Perform bulk actions on a targeted group of participants or loops (e.g. send a message, close the loop, mark unavailable)
- View a subset of data in your Dashboard Report or Sentiment page (e.g. filter results by mentoring role or department)
- Identify participants who need attention — those without a match, with low sentiment scores, or who haven't met recently
How to add filters to segment data and perform bulk actions
Step 1: Click the Search or Filter dropdown and select the field you want to filter by.
Step 2: Select your specific option(s), then click Save. You can stack as many filters as you need — active filters appear above the search bar.
Step 3: If this a combination of filters that you will regularly use, you can save the combination for repeat use.
How Mentorloop combines multiple filters, and why your filter results might look different from what you expected:
There are two types of filter functions in Mentorloop:
- Selecting multiple options within the same field which uses OR logic → results get broader
example:
- Filter for Role
- Select multiple options within the same field: Mentee, Mentor
- The list will contain anyone who is a mentee or a mentor → results get broader the more options you select
- Applying multiple different fields to your filter uses AND logic → results get narrower
example:
- Add one field for Role: Mentee
- Add a second field Department: Customer Success
- The list will contain anyone who is a mentee and is in Customer Success, only participants who meet both conditions appear in your results → results get narrower the more fields you apply
What kind of data can I filter by?
Filters draw from two sources:
- Profile fields — any question asked in your sign-up form, such as gender, department, location, years of experience, working style, or areas of expertise
- Program activity — behavioural data like number of active loops, goals completed, sign-up date, and last activity date
For practical use cases and examples, see Filter use cases and case studies.
Filter types
| Type | What it does | Common examples |
|---|---|---|
| Multi-select | Choose one or more options | Mentoring role, gender, office location, department |
| Single-select | Choose one option only | Number of active loops, draft loops, participant status |
| Date | Select a date range | Sign-up date, last known activity date |
| Free text | Matches open-ended field content | Name |
| Search bar | Searches across all profile fields | Type any keyword (e.g. "manager") to find anyone with that word in their profile |
How do I save a filter?
- Apply your filters as described above
- Click the Save button above the active filters and give your filter a name
- Your saved filter will appear under Filters on the right-hand side for quick access
Mentorloop also includes pre-built Mentorloop Filters — ready-made filters for the most common program management scenarios.
Filter examples by page
Participants page — Find participants without a match
Goal: Identify participants who have signed up but haven't been matched yet, so you can take action.
How:
- Go to the Participants page
- Open the Search or Filter dropdown
- Select Active Loops → Has no loops
- Click Save
You'll now see a list of all participants with no active loops. From here, you can bulk message them, manually match them, or find and match via Smart Match (for Enterprise).
Loops page — Find pairs who haven't met in the last month
Goal: Surface loops that may have gone quiet, so you can nudge participants back into action.
How:
- Go to the Loops page
- Open the Search or Filter dropdown
- Select Last Meeting → Last 30 days
- Click Save
This returns all loops where no meeting has been logged in the past 30 days. Use this list to send a targeted check-in message or prompt participants to schedule their next session.
Sentiment page — Identify participants who need support
Goal: Find participants who have shared negative feedback so you can intervene early.
How:
- Go to the Sentiment page
- Open the Search or Filter dropdown
- Select Rating → 1 star and 2 stars
- Click Save
This surfaces all participants who have given low sentiment scores. Reach out directly to understand what's happening — early intervention here can be the difference between a participant disengaging or achieving their goals in your program.
Dashboard Report — Compare engagement across departments
Goal: Understand how engagement differs across teams, so you can identify which departments are thriving and which might need more support.
How:
- Go to the Dashboard and click Create Report
- Open the Search or Filter dropdown within the report window
- Select Department → choose the department you want to review
- Click Save
Your dashboard metrics will update to reflect only that cohort/segemnt. Repeat with different departments to compare engagement, loop activity, and sentiment side by side. This is particularly useful ahead of stakeholder reporting, when you need to speak to specific teams rather than the program as a whole.
Sign Ups — Follow up with incomplete registrations
Goal: Find participants who have started but not completed their sign-up, so you can Message them to finish.
How:
- Go to the Sign Ups page
- Open the Search or Filter dropdown
- Select Form Progress → Select All except 100%
- Click Save
You'll now see everyone who hasn't finished registering. From here, you can send a message reminding them to complete their sign up.
Smart Match — Find participants who are ready for a second match
Goal: Identify participants who are already in one loop and are eligible for another, so you can maximise participation in programs where multiple matches are encouraged.
How:
- Go to the Smart Match page
- Open the Search or Filter dropdown
- Select Active Loops → Has 1 loop
- Add Max Matches → More than 1
- Click Save
This returns everyone who currently has one active loop but whose settings allow for more. Running Smart Match against this filtered group means you're only matching people who are both active in the program and available for another connection — a targeted way to increase overall match rates without over-allocating anyone. You can continue this process adjusting your filters to Active Loops: Has 2 or more, Max Matches: is more than 2, and so on.
Note: Be cautious with those who have set their capacity to unlimited, it's worth checking in before giving them more than 2 loops as best practice.
For more examples, including video demonstrations, see our Best Practice Filtering resource within the Academy.