Managing Members

Your program is only as strong as the people in it. A healthy member pipeline (with enough mentors to avoid overload, engaged mentees who are ready to invest in their growth, and a smooth onboarding experience) is the foundation everything else builds on. The Members page is where you manage everyone in your mentorship program: mentors, mentees, and other admins.

Inviting Members

You have two ways to invite people, both at the top of the members list.

Invite Member: for one person at a time:

1. Click Invite Member.
2. Enter one or more email addresses, one per line.
3. Select their role: Mentee, Mentor, Mentor + Mentee, or Admin.
4. Click Send Invitation.

Bulk Invite: for many people at once:

1. Click Bulk Invite.
2. Paste one email per line, each optionally followed by a role (for example colleague@example.com,MENTOR), or upload a CSV file.
3. Click Send Invitations.

Invited users will receive an email with a link to join your organization. You can track invitation status in the Invitations tab. Choose Pending above the list to see only the invitations that have not been accepted yet. Choose All to see every invitation again.

A pending invitation holds a seat until it is accepted or revoked, so your seat count reflects invites you have sent as well as members who have joined. If you are close to your limit, revoking a stale invitation frees the seat right away.

When an invitation expires

An invitation link works for seven days. After that the person sees an "Invitation Expired" page and cannot join until you send a new link.

In the Invitations tab, use Resend on a pending or expired invitation. It sends a new link with a fresh seven days, and the old link stops working. Send reminder also sends a new link, but keeps the original expiry date.

MentorStack also watches expiry for you:

• Invitee reminder. Someone who has not accepted gets one reminder email in the 48 hours before the link expires. The reminder contains a new link, and the link in their earlier email stops working.
• Expired notice for admins. When invitations to your organization expire without being accepted, admins get one in-app notice and one email that day. The email lists up to ten addresses and links to this page. Resend to give those people a new link.
• Resend starts the clock again. A resent invitation gets its own reminder and expired notice for the new expiry date.

If someone with an open invitation tries to create a new organization, MentorStack asks them once to check for the invitation first. This stops people from ending up in an organization of their own and then being unable to join yours. The prompt does not say which organization invited them.

Importing an existing program

The program import guide previews the CSV workflow prepared for release. It explains how to import records and send access invitations separately. Production availability has not been verified.

Managing Existing Members

The page has three tabs: Members, Invitations, and Inactive. From the Members tab, you can:

• View profile: Click a member's name to see their details, skills, and activity history
• Change role: Use the role selector to set a member to Mentor, Mentee, Mentor + Mentee, or Admin. A role change that adds a Mentor or Mentee role to an Admin takes a seat, so it is blocked if you have none free.
• Deactivate: Remove a member's access while keeping them attached to your organization and preserving their data. They move to the Inactive tab.
• Remove: Detach a member from your organization so they lose access to it.
• Bulk actions: Select several members to deactivate, remove, or change their role together.
• Export CSV: Download the members list.

On the Inactive tab, click Reactivate to restore a deactivated member's access. Reactivating takes a seat, so it is blocked if you have none free.

You cannot deactivate or remove yourself, or the only admin.

Filtering and Search

Use the search bar to find members by name or email. Filter by role (All, Admin, Mentor, Mentee) to narrow the list. If your organization has mentors, an availability filter (All mentors, Accepting, Not accepting) also appears.

Getting the Most Out of Member Management

• Maintain a healthy mentor-to-mentee ratio. Aim for at least one mentor for every two mentees. If you're short on mentors, recruit before launching your next cohort. Overloaded mentors lead to poor experiences for everyone.
• Don't skip onboarding. A brief welcome message that explains what to expect, how often to meet, and where to find resources makes a measurable difference in early engagement.
• Review the invitations tab regularly. Pending invitations that sit for weeks signal friction in your signup process. Follow up personally or simplify the onboarding flow.
• Use profiles to inform matching. Encourage members to complete their profiles with skills, goals, and interests. This data is what turns matching from guesswork into strategy.