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# 1:1 Sessions Guide in the Control Panel

The 1:1 Sessions section provides administrators and mentors the tools to manage one-on-one mentoring sessions with participants. This guide details how to view, schedule, and manage these sessions efficiently.

# Table of Contents

  1. Overview
  2. Managing 1:1 Sessions
  3. Custom and Regular Timetables
  4. Handling Mentorship Requests
  5. Best Practices
  6. FAQs

# Overview

The 1:1 Sessions feature enables mentors and participants to connect for personalized mentoring. Administrators can manage session schedules, assign mentors, and track session availability and bookings.

Administrators can create both regular and custom timetables, ensuring flexibility in scheduling.

# Managing 1:1 Sessions

# Viewing Sessions

In the 1:1 Sessions section, you can view all scheduled mentoring sessions. The session list provides essential details such as:

  • Mentor: The assigned mentor for the session.
  • Timetable: The timetable under which the session is scheduled.
  • Idea/Team: The idea or project the session is associated with.
  • Description: Additional notes about the session.
  • Session Number: The unique session number for tracking.

# Filtering Sessions

You can filter sessions based on various criteria:

  • Mentor: Filter by a specific mentor to view only their sessions.
  • Timetable: Filter by a specific timetable to view sessions tied to a certain schedule.
  • Idea/Team: Filter sessions associated with specific ideas or projects.

These filters make it easy to manage large numbers of mentoring sessions efficiently.

# Adding a Session

To manually add a new 1:1 session:

  1. Click the Add Session button.
  2. Fill in the session details, including:
    • Mentor: Select the mentor for the session.
    • Timetable: Choose a timetable for the session.
    • Idea: Optionally assign the session to a specific idea or project.
    • Description: Add notes or a description for the session.
    • Session Number: Provide a unique number for the session.
  3. Click Save to schedule the session.

Once saved, the session will appear in the session list and the associated timetable.

# Editing a Session

To edit an existing session:

  1. In the session list, click the Edit button next to the session you wish to modify.
  2. Update the session details as needed.
  3. Click Save to apply the changes.

Note: You cannot change the assigned team/idea for a session that already has an active meeting. You will need to cancel the meeting and create a new one to assign a different team.

# Deleting a Session

To delete a session:

  1. Click the Delete button next to the session you want to remove.
  2. Confirm the deletion in the prompt that appears.

Warning: If the session has an active meeting, you must cancel the meeting before deleting the session.

# Custom and Regular Timetables

# Understanding Custom Timetables

Custom timetables are designed for personalized one-on-one mentoring sessions, typically linked to specific mentors.

  • Custom Timetable: Assigned to a particular mentor and allows them to manage their availability for sessions.
  • Regular Timetable: Follows a fixed schedule and is available for general booking.

When creating a custom timetable, you must assign a mentor, and the sessions under this timetable will be tied directly to that mentor.

# Booking Custom 1:1 Sessions

Custom 1:1 sessions are booked through the mentor's custom timetable.

To book a session:

  1. Navigate to the Timetables section.
  2. Select a mentor's custom timetable.
  3. Book an available slot for the participant.

If the mentor has a session linked to a custom timetable, no other users can book that slot without canceling the current session.

# Handling Mentorship Requests

Mentorship requests occur when participants request a session with a mentor for guidance on their projects.

To handle these requests:

  1. Review the Request: Mentorship requests will appear in the session list or under notifications.
  2. Assign a Mentor: Match the participant with a mentor based on their project or the mentor's expertise.
  3. Schedule a Session: Assign a session time and update the participant.

Administrators should ensure that mentorship requests are addressed promptly to maintain smooth event operations.

# Best Practices

  • Timely Updates: Ensure that session schedules are regularly updated, and that changes to timetables are reflected in the system.
  • Track Session Status: Regularly monitor session availability and bookings to ensure mentors are not overbooked.
  • Cancel Before Modifying: Always cancel existing meetings before modifying the idea/team assigned to a session.
  • Utilize Filters: Use filters to quickly find sessions by mentor, timetable, or idea, especially when managing a large number of sessions.

# FAQs

# Q: Can I assign a new team to an existing session?

A: No, once a session has been assigned to a team or idea and a meeting has been created, you cannot reassign it. You will need to cancel the meeting and create a new session for the new team.

# Q: How do I handle a canceled session?

A: If a session is canceled, you can delete the session or mark it as canceled in the description field. This will ensure that the mentor's availability is updated.

# Q: Can mentors create their own sessions?

A: No, only administrators can create or manage sessions. However, mentors can manage their custom timetables, allowing them to define their availability for 1:1 sessions.

# Q: How do I handle overbooking of mentors?

A: Use the system's built-in checks to ensure that mentors are not double-booked. If needed, you can modify or cancel sessions to avoid conflicts.

By following this guide, administrators can efficiently manage 1:1 mentoring sessions, ensuring smooth communication between mentors and participants and fostering a productive mentoring environment.

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