Introduction
This article details the different ways a user can join the mentoring program. The program administrator can set the membership policy from the Program Settings tool. Check out Intro to Program Settings to learn how to configure these settings.
You have 5 different enrollment options to choose from! The right option for you depends on a number of factors: maybe you've already pre-screened users, or maybe you want to screen them through Chronus; maybe you have specific, measurable conditions for entry -- or maybe your program is open to everyone who passes your SSO check. This article explores the user workflows for each option to help you choose.
Join Program Directly (No Administrator Approval required)
In this mode, users choose their desired role(s) and input their email. A verification email is sent to the provided email. Using the join link in the email, the user signs up for the program and goes on to complete the membership form and their profile. If the user is already a member of the program (i.e., a mentor or a mentee in a different track or a user in the current track in a different role) they will be asked to login first before they go on to complete their profile.
In case the program authentication uses a Single Sign On (SSO), the work flow is little different. They will be asked to login first using SSO and on successful authentication users can sign up for the program and go on to complete their profiles.
Join Program Directly based on Eligibility Criteria
The process here is similar to the one above, except the program is not open to all; there are conditions for eligibility. Users' answers to the questions should match the eligibility criteria set. If the user is eligible, he or she will be pushed directly to the profile. If the user is ineligible, he or she will see the eligibility message.
Related Article: Setting up Eligibility Criteria
Application process (Administrator approval)
In this mode, users choose their desired role(s) and input their email. A verification email is sent to the provided email. Using the join link in the email, the user fills in the application form and submits the form for administrator approval.
Once the administrator approves the application, the user gets notified via email. Using the link in the email, the user logs into the program and goes on to complete the user profile.
Related articles:
- Add or edit Membership Form
- The Membership Request workflow (detailed guide)
- Collecting Membership Requests (admin side)
By Invitation
A program administrator can extend an invite to anyone with an email to join the program. The invitee receives an invitation email. Using the invite link in the email, the user signs up for the program and go on to complete their profile. If the user is already a member of the program (i.e., a mentor or a mentee in a different track, or a user in the current track in a different role) they will be asked to login first before they go on to complete their profile. If the user does not recall their login info, they can click "forgot password" to reset their password.
Related article: Using the Invitations tool
Add Users directly
A program administrator can add a new user directly to the program. The program administrator can input the profile details and publish the profile or ask the user to review and publish the profile.
The new user receives an invitation email, using the invite link in the email the user sign-up for the program, verify the profile details entered by the program administrator and go on to complete their profile.
Invitations From Other Users
If you select "Invited by others," then existing users will be able to extend a direct invitation to others to join the program. This invitation works just like an invite sent from an admin. You can limit permission by role - for example, you can allow mentors to invite only other mentors.
We recommend avoiding this setting, as it strips the admin of control over and visibility into who is joining the program. Instead, try asking users to send referrals to the Join Now form and add a field to capture "Who referred you?". Or, you can ask users to send you a message with the name and email address of someone they think would be a great addition to the program.
