Scheduling & Running Meetings

Choose a cadence that both people can sustain. Monthly meetings are a practical minimum to test, and every two weeks can be a useful starting point when schedules allow. Review the schedule with your mentee if either of you struggles to attend. The Meetings page helps you schedule, track, and follow up on sessions with your mentees.

Scheduling a Meeting

1. Click Schedule Meeting on the Meetings page, or on the Meetings tab of a match.
2. If you have more than one active match, choose it under Match.
3. Add an optional Title, such as "Monthly check-in".
4. Choose the date, time, and duration.
5. Click Schedule Meeting.

Both you and your mentee get a reminder email before the meeting. If you and your mentee have both connected a calendar, the Find available times panel suggests open slots (see Connect your calendar).

Before the Meeting

Even five minutes of preparation transforms a meeting from a casual chat into focused mentoring. The difference between a good mentor and a great one is often just this step.

• Review your mentee's goals and recent progress
• Check any notes from your last session. Pick up where you left off rather than starting from scratch.
• Prepare 1–2 open-ended questions to guide the conversation

After the Meeting

On the meeting, use these actions to close it out:

• Wrap up meeting: opens the Wrap up this meeting dialog. Answer "What happened in this meeting?" and MentorStack generates an AI recap from it. This creates a record that compounds in value: three months in, you'll see patterns and progress that would otherwise be lost.
• Add action items: log concrete next steps with an owner, so commitments don't slip between sessions.
• Mark no-show: if a scheduled meeting didn't happen, flag it once the time has passed to keep your history accurate.

Action items and summaries appear on the meeting detail page for both you and your mentee.

Rescheduling or Canceling

• Reschedule: open the meeting and click Reschedule to set a new date and time. The reminder email moves to the new time, and calendar events update for anyone with a connected calendar.
• Cancel: open the meeting and click Cancel Meeting. You can cancel any scheduled meeting in the match, whether or not you were the one who scheduled it.

Meeting History

The meetings page shows all past and upcoming meetings, organised into Upcoming and Past sections.

Getting the Most Out of Meetings

• Start with a check-in, not an agenda dump: Ask your mentee how things are going before diving into topics. Some of the most valuable conversations come from what's top of mind, not what was planned
• End with clear next steps: Even informal mentoring benefits from light accountability. "Before next time, try X" gives your mentee something concrete to work on
• Vary the format occasionally: A walking meeting, a job-shadowing session, or a review of your mentee's recent work can break routine and surface insights that a standard conversation won't
• Don't skip the notes: It takes two minutes after the meeting and saves you ten minutes of prep before the next one