Bulk inviting is one of many bulk actions that you can do from your Mentorloop program.

Invite participants in bulk to join your mentoring program. You can also import key information to pre-populate part of their mentoring profile, by downloading the CSV template in your program.

How to invite participants in bulk

1. Navigate to program settings and Invite participants 

2. Download the CSV template and input necessary information

There are two CSV files that you can download

• Signup Form Fields CSV - this CSV provides you with the list of available profile fields that are on your signup form. For example, mentoring role, job title, department and location.
• Bulk Invite Template CSV - this template can be used to input your participants' details.

Email is the only mandatory field. You can remove field options that are not required. 

Supported field types in the Bulk Invite Template

The Bulk Invite Template CSV supports all signup form field types, including:

• Dropdown (single-select) fields — e.g. mentoring role, department, location. Enter the exact option label as it appears on your signup form.
• Multi-select fields — e.g. areas of interest, skills. To import multiple values for a single participant, separate each value with a character of your choosing. You can specify the delimiter after uploading. For example, you can use a semicolon: Leadership; Communication; Strategy
• Free-text fields — e.g. bio, mentoring goals, "tell us about yourself". Enter the participant's response directly into the cell. There is no character limit enforced in the CSV, but the value will be subject to any character limits configured on the signup form field.
• Short text fields — e.g. job title, organisation. Enter the value directly.

Tip: Download the Signup Form Fields CSV first to see the exact field labels and available options for your program. Use these as a reference when completing the Bulk Invite Template to ensure your values match the expected format.

Customising the Bulk Invite Template

The Bulk Invite Template CSV is generated based on the fields configured in your program's signup form. You can customise it before uploading:

• Remove columns you don't need — If you don't have data for certain fields (e.g. department or location), you can delete those columns from the CSV. Email is the only column that must remain.
• Keep only the fields you want to pre-populate — Any fields you leave out of the CSV will simply appear blank on the participant's signup form for them to complete themselves.
• Use Mentorloop's template — We recommend using the downloaded template rather than creating your own spreadsheet, as this ensures the column headers match the expected field labels and avoids formatting issues during upload.

Note: Pre-populated fields are editable by participants. When participants receive their invitation and open their signup form, they will be informed that some fields have been filled in by their Program Coordinator, and they can review and edit as needed.

3. Upload your CSV to Mentorloop

Once uploaded, confirm that your information is correct and add a personal note (optional) before sending your invitation.

Before the system sends out your invitation, it will identify any invalid, duplicates or email addresses that have already been sent to not double up. 

DONE 🥳

A prompt will appear saying that your participants have successfully been invited. 

Invitations Tab

To view the status of your invited participants, head over to the Signups page and navigate to Invitations. 

You can bulk invite 500 participants at a time. To invite more, just follow the steps again for every increments of 500.

Learn about the capabilities of the Invitation Tab

What do participants receive once invited?

Once your invites have been sent, invitees will receive an email as shown below, with the option to join the program and complete their signup form.

• Participants will be informed if some fields have been filled in by their Program Coordinator
• They can review and edit as needed