Check-ins

Check-ins let you set up a recurring status report on a mentorship program: weekly, monthly, or a one-time prompt. You define the schedule and its questions on the Check-ins section of a program, and Mentorship generates a report for each eligible participant every period and tracks how many are submitted, pending, overdue, and skipped.

Open a program and select Check-ins in the program sidebar. The compliance counts, the schedule builder, and the list of existing schedules are all scoped to the program you opened.

Creating a check-in schedule

Fill in the builder at the top of the section and click Create check-in. The button stays disabled until you enter a name. The builder takes these fields:

• New check-in: the schedule name (for example Monthly check-in). Required.
• Cadence: how often the report repeats: weekly, biweekly, monthly, quarterly, or one_off. Defaults to monthly.
• Role: who the report applies to: Both, Mentees, or Mentors. Defaults to Both. Only participants in the matching role get a report.
• Grace (days): the buffer after a report's due date before it is marked overdue. Defaults to 7.
• Starts: the date the cadence is anchored to. When you leave it blank, each participant's periods are anchored to their own enrollment date instead.

Adding questions to a check-in

Under Questions, click Add question to append a row. Each row has a label field (placeholder Question label), a type dropdown, and a required checkbox. The type dropdown offers text, long_text, select, boolean, and date. Remove a row with the X button beside it.

Questions are stored directly on the schedule, not pulled from your mentorship question bank. Rows with an empty label are dropped when you save, so a question only counts once it has a label.

How reports are generated

You do not create individual reports by hand. A cron job runs once daily, at 10:00 UTC, and generates one report for every period whose start date has arrived, across every active schedule and every eligible participant. New reports start with a pending status.

A pending report becomes overdue once the current time passes its due date plus the schedule's grace window. With the default 7-day grace, a report due on the 1st flips to overdue after the 8th if it is still pending.

Tracking compliance

Once at least one report exists for the program, four count cards appear at the top of the section: Submitted, Pending, Overdue, and Skipped. Each card totals every report in that state across all of the program's schedules, so the numbers reflect the program as a whole rather than a single check-in.

Existing schedules and deleting

Existing schedules are listed below the builder. Each row shows the schedule name and a summary of its cadence, role, and question count, for example monthly · both · 3 questions. An inactive schedule shows · paused at the end of that summary. Use the trash icon at the right of a row to delete a schedule.