When matching runs
Under Settings › Matching › When to match, choose:
On a schedule with Every month also asks which week: First,
Second, Third, Fourth or Last, for example the last Friday of
each month. Times are on the quarter hour. Under the options, Next match shows when the next run starts. After a run
On a date, pick another date to match again.
With As people answer, Doozy runs matching when:
- someone answers their profile questions,
- a mentorship ends,
- you change the matching rules,
- a mentor can take another mentee, a new mentor joins, someone’s pause ends, or the program is resumed, and
- a mentee’s cohort starts.
Who goes first
Each mentee gets the best-fitting mentor with room. When there are fewer places than mentees, whoever has waited longest goes first. A mentee’s wait starts when they’re ready: in the program, answered, and approved if approval is needed. It starts again when they go back to waiting, for example when their mentor leaves, their mentorship is ended early, or you decline their match. It stops when they’re paired, including a match waiting for review, and time paused doesn’t count. The Waiting column on People › Mentees shows it. A paused or draft program never matches. A scheduled run that falls while the program is paused is skipped: when you resume it, a schedule picks up at its next date, and a date that has passed doesn’t run. Mentees without a cohort can be matched once they’re in the program and have answered their profile. Mentees from a cohort wait until the cohort’s start date. Then everyone waiting from that cohort is matched together, so the whole group gets the best set of matches rather than first come, first served. Mentors must have answered their profile before they’re matched. Paused mentees and mentors are left out until their pause ends. The Overview tab says when matching runs, whether new mentorships wait for your review and when matching last ran.Match now
To run matching straight away, select Match now on the Overview tab or under Settings › Matching. It works with every option and is available to program admins while the program is active. While it runs, the section shows progress, for example Matching… 340 of 1,200, and you get a message when it finishes, for example Matched 12 mentees.When a mentee can’t be matched
A mentee matching can’t pair shows as Can’t be matched on the People tab, with Find a mentor on their row. The Overview tab lists them under Needs you. Their panel says why, what fixes it and when matching tries next:
Find a mentor lists the mentors who fit first, then everyone else with why
matching skips them, such as Full or Paired before. Pick one, check
their answers side by side, then select Pair with and their name. Doozy
warns you first if it goes over a limit or breaks a Required rule.
When something changes that could help, such as a place opening or a mentor
joining, the reason is rechecked and a mentee who now fits goes back to
Waiting for a mentor.
A mentee whose cohort hasn’t started stays Waiting for a mentor, and their
panel says so. They’re matched when the cohort starts.
Long waits
Under Settings › Matching, Remind admins about mentees unmatched for sets when a wait counts as long. It’s 14 days by default. Mentees waiting longer are in the admins’ weekly Slack summary and under Needs you on the Overview tab.Weekly summary in Slack
Each Monday, program admins get a Slack message when something needs them: mentees who can’t be matched, long waits, or matches waiting more than 3 days for review. Nothing is sent when nothing needs them.What we match on
The What we match on section lists everything Doozy can match on. There’s nothing to add or set up.From the profile
Every profile question asked of both mentees and mentors with set answers appears here automatically. Free-text questions and questions asked of only one side never appear.
Give each question an Importance:
A High match counts three times as much as a Low one, and a
Medium match twice as much.
From HRIS
Department can be:- Any department (default).
- Same department or Different department.
- Let each person decide: adds a yes or no question to the profile. Mentees see “Are you open to a mentor outside your department?” and mentors see “Are you open to mentoring someone outside your department?” They match when they’re in the same department or neither of them said no. Choosing another option removes the question.
Always
Doozy never pairs someone with their own manager, and never pairs the same two people twice in a program.Mentor limits
- Mentees at once: how many mentees each mentor takes at the same time. The default is 1. Choose Ask each mentor to add “How many mentees can you take on at once?” (1, 2 or 3) to mentors’ profiles. A mentor who hasn’t answered takes 1.
- Mentees in total: how many mentees a mentor can have in this program, counting past mentorships. Once they reach it, Doozy stops matching them and they show as Reached total. Their panel shows how many they’ve had so far. Mentorships you declined and introductions that failed don’t count. The default is No limit.
After matching
Under After matching, choose:- Introduce them in Slack straight away (default).
-
Hold each mentorship for an admin to approve first. New mentorships wait with the
status Needs review, along with why they were matched. The mentee shows as
Match needs review. Review them from the Overview tab or the Mentorships tab, and
choose to:
- Approve it. Doozy introduces them in Slack.
- Decline it, then pair the mentee with a suggested mentor, or leave them to matching, which never suggests the declined mentor for them again.