Inviting Participants with Targeted Open Enrollment

What is Targeted Open Enrollment?

Targeted open enrollment allows program administrators to invite a specific group of employees into a program and then allow those participants to self-select their mentoring role.

Example: You invite John Smith as a generic program Participant (rather than inviting him specifically as a mentor or mentee). During enrollment, John self-selects his role as a mentor, mentee, or both.

With Targeted Open Enrollment, you can:

  • Invite multiple participants without declaring their expected role.
  • Allow participants to self-select their role.
  • Optionally still invite users into a specific role (mentor or mentee).

 

To invite program participants using Targeted Open Enrollment

  1. From the Program Admin Panel, click Invite Participants.
  2. Enter a list of email addresses (separated by commas) in the To field.
  3. Enter a Subject.
  4. Customize the Message. Make sure that you include the token [mentorcliq-login-link] in the body of your e-mail. This token sends a unique registration link to the invited user.
  5. Click Preview Message.
  6. Confirm when prompted to send the message.

Sending enrollment reminders

Use the Admin Panel to 1) see which participants have yet to complete their enrollment, and 2) send those users a reminder to complete registration.

  1. From the Program Admin Panel, click View Invitations.
  2. Click the Pending tab.
  3. Optionally filter the list for a specific Program Role.
    a. From the Program Role list, select the Role group that you would like to receive reminders.
    Any - lists all participants, regardless of role designation, who have not yet completed registration. Mentor - lists only those participants 1) invited through the Invite Mentors link, or 2) who have self-selected a role of Mentor and have not yet completed registration.
    Mentee - lists only those participants 1) invited through the Invite Mentees link, or 2) who have self-selected a role of Mentee and have not yet completed registration.
    Unspecified - lists only those participants invited through the Invite Participants link who have not yet completed registration.
    b. Click Apply to filter the list.
  4. Select the checkboxes next to the people you would like to remind. Click the checkbox at the top of the column to select all. NOTE: When the Program Role entry is blank, this means that the user was invited using the Invite Participant link and they have not yet declared their program role.
  5. Click Send Invitation Reminder.
  6. Enter a Subject.
  7. Enter a Message to the recipients. NOTE: You must include the token [mentorcliq-login-link] in the message body to allow the users to reengage with their enrollment where they left off.
  8. Click Next.
  9. Click Confirm when prompted.

Viewing all invitations

You can also view all invitations (pending and complete) for participants. This tab displays the historical record of all the program invitations sent out.

  1. From the Program Admin Panel, click View Invitations.
  2. Click the All tab.
  3. Optionally filter the list by Program Role or E-Mail. You can also sort the list by clicking on a column title (Name, E-mail, Program Role, or Invited date).

Inviting a participant into an additional program role

You can invite an existing participant into an additional program role. For example, John initially self-declared as a Mentor during registration, and now he would like to also become a Mentee in the program. To accommodate this, the program administrator must explicitly invite the participant into the specific role.

  • To invite an existing mentor to become a mentee in the program, invite the participant using the Invite Mentee link.
  • To invite an existing mentee to become a mentor in the program, invite the participant using the Invite Mentor link.