Profiles

Your community will be made of a variety of types of members, such as community managers, mentors, and mentees. How can you invite and manage the different types of members will be important to the success of your community.

 

 

 

 

Overview

The Profiles page of the platform allows you to view, manage and create profiles for your employees. It shows you important information such as the current position of the employee, the organisation they’re in, mentoring tracks, relationships, communities and when they were last active on the platform. This way, you’re always aware of who’s productive and who isn’t.

On the main screen, you can find a list of employee profiles, as well as information about them, which will help you understand and manage them more efficiently. 

Take note of the following columns used to display profile data:

Column	Purpose
Summary	This column reveals the employee’s profile picture, name and position. If you click on the name, you’ll be taken to their profile page.
Organisation	Here, you can see the organisation the employee is part of. If you click on its name, you’ll be taken to its unique page.
Mentoring Tracks	The name(s) of the mentor program(s) the employee currently has access to – one specific track or all public tracks.
Relationships Info	A monitoring of the employee’s active relationships, as in whether the person is matched with a mentor and how they are progressing. The progress bar indicates the state of the relationship by using colours. Green implies healthy development, red implies no progress.
Communities	By clicking the + button in this column, you’ll be taken to a separate page where you can create a new community.
Last Seen At	The last date and time the employee was active on the platform.

Three additional buttons on the right side of the columns allow you to apply certain actions: 

Button	Function
Impersonate Profile	This button allows you to see the platform as the employee you have chosen to “impersonate”. Access to certain pages and features will be limited.
Message Profile	By clicking this button, a popup will open where you can directly text the employee.
Delete Profile	Through this button, you can permanently delete the profile of the employee.

1. Additional Features

Some extra features on the main page include the Search by keywords bar, the option to Filter your search, and the option to Clear the filters when you’re finished. These can make your workflow smoother, as you won’t be losing time searching your employee’s profiles. 

• Make good use of the Search by keywords filter. It allows you to find an exact match for the person or people you’re looking for. Keywords you need can be their first or last name. 

• Filters allow you to organise your results according to one of the following criteria:

• To reset the list of employees to default, you need to remove all filters with the help of the Clear button:

2. Creating a Profile

It's necessary to add employee profiles to the platform when your company is expanding. By doing so, you make sure everyone is reachable, manageable and respected.

To get started, click on the Add Profile button.

You’ll be taken to a separate module for the creation of a profile:

Apart from the ability to upload a profile picture and a cover photo, this screen is designed to provide as much information about the employee as possible. It can be split into several sections which you need to fill with required and optional information in order to create a functional new profile.

2.1 Profile Details

This is where you establish the basic details for the employee. The provided data will be used in further references, as in how the person should be called and how they can be contacted.

Field	Function
Pronouns	A dropdown menu from which you can choose the desired pronouns the employee prefers to be called by.
First Name	The official first name of the employee.
Last Name	The official last name of the employee.
Gender	A dropdown menu from which you can choose the gender of the employee. If options don’t match what you’re looking for, select “undisclosed”.
Telephone Number	The phone number of the employee.
Email	The email address of the employee.
LinkedIn Profile	The LinkedIn profile of the employee, if they have one. It’s always a good idea to establish connections from outside the platform.
Profile Bio	This is where you can optionally write a short, catchy description for the new employee.
Mentorship Goals	The employee’s professional goals and personal reasons to become a mentor, if applicable.
Personal Video Url	An optional video presentation for the employee.

2.2 Skills

This section is all about the skills the employee has already mastered and the ones they desire to improve or learn in the future. A great addition to every profile, since it helps highlight people’s strengths and what they would like to work on.

Field	Function
Current Skills	All of the relevant skills of the new employee. They need to be as specific as possible for accurate matches with mentors to be made.
Desired Skills	Here, you can write all the skills the employee wishes to improve and learn in the future. This helps mentors find people who are motivated to progress in different areas.
Resume	Here you can upload a resume (in .pdf, .doc, .docx, .ppt, .xls, .xlsx) that will be attached to the employee’s profile.

2.3 Organisation

Here, you can link the employee to an organisation and department they’re currently a part of. Skip the section if none of these apply.

Field	Function
Organisation	A dropdown menu from which you can select the organisation the employee participates in.  If missing, you can use the Add new organisation option to create it directly from here.
Department	A dropdown menu from which you can select the department of the organisation the employee participates in.  If missing, you can use the Add new department option to create it directly from here.
Position	The position of the employee within the organisation.
Sector	A dropdown menu from which you can select the sector the employee is working in within the organisation.
Qualification	A dropdown menu from which you can select the level of qualification of the employee.
Start Date	The date the employee started working in the organisation, as defined by an integrated calendar.

2.4 Location

This section is where you define the location of the person you’re creating a profile for. It helps in subsequent matches with mentors, as geography is often a decisive factor.

Field	Function
Location	A dropdown menu from which you can select the office location of the employee.  If missing, use the Add New Location option to add it directly from here.
Country	A dropdown menu from which you can select the country the employee resides in.
Time Zone	A dropdown menu from which you can select the time zone of the country the employee resides in.
Agreed to the Terms and Conditions	Toggle this slider if the employee agrees to the terms and conditions regarding your company’s privacy policy.

3. Mentoring Track Access

The final section deals with roles and mentoring programs. It’s crucial to differentiate your employees from one another. Some of them won’t have access to certain programs and features, while others will be able to do whatever they like. 

Field	Function
Role	A dropdown menu from which you can define the role the employee will acquire as soon as their profile is created. Most employees start as mentees or interns and gradually progress in the hierarchy.
Access to All Public Mentoring Tracks	Toggle this slider if you want the employee to have access to all public mentoring programs.
Programs and Mentor Programs	Here, you can select private buddy and mentor programs the employee can join on demand.

 

Once you’ve finished setting up everything and checked if the information you’ve provided is correct, click the Save Changes button at the bottom of the page to create the profile.

4. Profile Overview

Any profile has its own unique overview page, with insights about the employee’s background, work, contributions and goals. To access it, simply click on an employee’s name.

Inside the page that opens, you’ll see a couple of screens dedicated to the employee’s profile. They mostly contain information you provided during the creation process. Take note that some screens, such as Community Participation and Settings, are only visible to administrators.

4.1 Profile Bio

In the first screen, you’ll see the main profile details for the employee. The name, pronouns, location data and profile picture are all displayed here. 

In addition, you can also contact this person directly by clicking on the Message button or request a mentor match for them via the Request button.

4.2  About Current Position

This screen contains information about the organisation of the employee, as well as their current department, position, sector and date they started working there.

4.3  Current and Desired Skills

Here, you’ll find a list of skills the employee has already mastered and the ones they wish to work on and learn in the future.

4.4  Professional Purposes

This is where you’ll find out about the professional plans and goals of the employee. They can be provided only after you’ve created their profile.

4.5  Notes

At the bottom of the profile overview page, you’ll find the option to add a note for the profile. It remains private and to your use only.

4.6  Settings

This screen is only visible by administrators. It servers to inform you whether the employee is ready to mentor, has opted out of being a mentor, is prevented from mentoring, etc. 

5.  Editing a Profile

You can edit an existing profile for two reasons – to change or update the provided information or add completely new details which you weren’t able to do during the creation process. 

To start, click the Edit Profile button on the top right corner of a profile overview page. 

You’ll be taken to the same screen as for profile creation, but you’ll quickly notice that it’s just one of several other tabs dedicated to further completion of the employee profile. 

While the new tabs remain completely optional, you can dive deep into each one to provide more information about the employee and take advantage of advanced features.

6. Profile

Apart from being able to edit information you’ve already provided on this page, you can enrich the employee’s background and personal abilities by completing some additional fields:

• Professional Purposes related to the employee’s expansion plans

• Work History, represented by a CV

• Hobbies and Interests

• Years of Experience in an organisation

In addition, you can upload a cover letter and a Signed Memorandum of Understanding.

7.  Organisation

This tab allows you to add the employee to a completely new organisation. Make sure you complete every field properly before saving your changes.

The more sections of information you complete, the more complete and legitimate the employee profile and its organisation are going to be.

8.  Settings

In this tab, you can configure rules and limitations regarding the employee’s experience and abilities on the platform. Make sure to read everything carefully and define the personal and administrator settings by using the respective yes-no sliders. 

 

The Personal settings are as follows:

Setting	Function
Ready to mentor	Allows the employee profile to participate in a mentorship.
Match with the same Gender	Allows the employee to only participate in a mentorship with someone of the same gender.
Display email in mentorships	Allows participants in a mentorship to see the employee’s email address, so they can contact them outside of Company Engagement.
Display email to everyone	Makes the employee email address visible to whoever visits their profile within Company Engagement.
Prevent Direct Messages	Prevents other people from sending direct messages to the employee. The employee reserves the right to send DMs.
Opt out of All Employees	Makes the profile invisible for others in the All Employees section.
Opt out of Digest	Prevents the employee from receiving Digest emails.
Opt out of receiving resources	Prevents the employee from receiving resources about personal and professional development.
I want to opt out	Makes the employee’s participation in a mentorship optional, meaning they can leave on demand.

The Administrator settings are as follows:

Setting	Function
Cannot be a mentor	Prevents the employee from mentoring and it applies to all mentoring programs, unless they are manually added as exceptions.
Cannot participate	Prevents the employee from participating in all mentoring tracks, except when they’re manually added as exceptions.

Once you’re done, you can click the Save Changes button at the bottom of the tab.

9. Integrations

This tab allows you to link the profile to outside integrations such as Google Calendar.

10. Linked Accounts

In this final tab, you can create links to different communities with which the employee profile can be connected. This will result in a linked account.