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The Mentor Assignment step automatically pairs users progressing through your track with mentors from a designated pool. The system uses smart matching algorithms that consider previous assignments, timezone, language, and location to ensure balanced mentor workload and effective pairings.

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How It Works

When a user enters this step in the track, Doozy automatically:
  1. Selects an available mentor from your configured pool
  2. Creates a Slack group DM between the mentor and mentee
  3. Records the assignment for tracking and reporting
  4. Enables subsequent steps to send messages to the mentor or group DM
Important: Only one mentor assignment step is allowed per track. This ensures clear mentor-mentee relationships throughout the track.

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Configuration

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Step Title

Give your mentor assignment step a clear, descriptive name:
  • Required: Yes
  • Purpose: Helps you identify this step in the track builder
  • Example: “Assign Onboarding Buddy”, “Match with Engineering Mentor”

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Mentor Selection

Choose where mentors will be selected from using one of three destination types:

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Select Specific People

Manually choose individual users who are eligible to be mentors.
  • Best for: Small, curated mentor pools
  • Use case: Executive mentorship programs with select senior leaders

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Choose from a Slack Channel

Select all members of a specific Slack channel as the mentor pool.
  • Best for: Department or team-based mentorship
  • Use case: #engineering-mentors channel for technical onboarding
  • Note: Channel membership is evaluated at assignment time

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Choose from Groups

Select organizational groups (departments, teams, etc.) as the mentor pool.
  • Best for: Scaling mentorship across departments
  • Use case: “Senior Employees” group for company-wide mentorship programs

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Smart Matching Algorithm

Doozy uses intelligent round-robin matching to ensure fair distribution and quality pairings:

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Factors Considered

  • Previous assignments: Tracks all past mentor assignments to balance workload evenly
  • Timezone: Prefers mentors in similar timezones for easier scheduling
  • Location: Prioritizes mentors in similar locations for potential in-person connection
  • Language: Considers language preferences for effective communication
  • Workload balancing: Distributes assignments evenly across the mentor pool

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How It Works

  1. Evaluates all eligible mentors from your selected pool
  2. Excludes the mentee from being their own mentor
  3. Reviews historical assignments to identify mentors with fewer active mentorships
  4. Applies location and timezone preferences
  5. Selects the best match based on all factors

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Schedule Settings

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Delivery Time

Control when the mentor assignment happens:
  • Select a time: Choose a specific time for the assignment (e.g., 9:00 AM)
  • Leave blank: Assign the mentor immediately when the user enters this step
  • Timezone consideration: Time is based on the user’s timezone
Consider timing your mentor assignment to align with when you’ll send the initial welcome message. For example, assign at 9:00 AM followed by a welcome message to the group DM.

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Mentor Destinations

After adding a mentor assignment step, you can send subsequent messages and content to:

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Mentor (Direct Message)

Send messages directly to the assigned mentor only.
  • Use for: Private check-ins, mentor-specific guidance, reminders
  • Example: “How is your mentorship with {{user}} progressing?”

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Mentor & User (Group DM)

Send messages to the Slack group DM containing both mentor and mentee.
  • Use for: Welcome messages, shared resources, check-in prompts, completion reminders
  • Example: ”🎉 You’ve been paired! Schedule your first 1:1 this week.”
Always add at least one message step to a mentor destination after the assignment step. Otherwise, neither the mentor nor mentee will be notified of their pairing!

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Message Personalization

Use placeholders in your messages to create personalized content:
  • {{user}}: The mentee’s name
  • {{mentor}}: The assigned mentor’s name
  • {{manager}}: The mentee’s manager (if applicable)
Example message to Group DM: 
Hi {{user}} and {{mentor}}! 👋

You've been paired for mentorship. Here's what to do next:

• Schedule a 30-minute intro call this week
• Share your backgrounds and goals
• Set up regular check-ins (we recommend bi-weekly)

Looking forward to seeing this partnership grow!

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Complete Track Example

Here’s a proven track structure for new hire mentorship:

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Step 1: Assign Mentor

  • Type: Mentor Assignment
  • Pool: “Senior Employees” group
  • Time: 9:00 AM on Day 1

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Step 2: Welcome Message to Both

  • Type: Message
  • Destination: Mentor & User (Group DM)
  • Time: 9:05 AM (immediate)
  • Message: ”🎉 {{user}} and {{mentor}}, you’ve been paired! Get to know each other and schedule your first 1:1 this week.”

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Step 3: Mentor Guidance

  • Type: Message
  • Destination: Mentor
  • Time: 9:10 AM (immediate)
  • Message: “Hi {{mentor}}! Here’s a guide for being an effective mentor: [link]. Thanks for supporting {{user}}‘s onboarding!”

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Step 4: Delay for First Check-in

  • Type: Delay
  • Duration: 3 days

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Step 5: First Check-in

  • Type: Message
  • Destination: Mentor & User (Group DM)
  • Message: “How did your first conversation go? Don’t forget to schedule your next check-in!”

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Step 6: Delay for Feedback

  • Type: Delay
  • Duration: 2 weeks

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Step 7: Mentee Feedback Survey

  • Type: Survey
  • Destination: User
  • Purpose: Gather early feedback on the mentorship experience

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Step 8: Long-term Delay

  • Type: Delay
  • Duration: 60 days

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Step 9: Completion Reminder

  • Type: Message
  • Destination: Mentor & User (Group DM)
  • Message: “After 90 days together, you can mark this mentorship as complete from your Doozy home tab. Great work!”

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Tracking & Management

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View Active Assignments

Track administrators can view all mentor assignments directly in the step configuration:
  • Active assignments: Currently ongoing mentorships
  • Completed assignments: Successfully finished mentorships
  • Failed assignments: Assignments that couldn’t be completed (with reasons)
Each assignment shows:
  • Mentee name and department
  • Mentor name and department
  • Assignment date
  • Current status
  • Slack channel ID (for the group DM)

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CSV Export

Download comprehensive assignment data for analysis and reporting: Available fields (14 columns):
  • Mentee information (name, email, manager, department, Slack ID)
  • Mentor information (name, email, manager, department, Slack ID)
  • Assignment metadata (timestamp, Slack channel ID, status)
  • Failure reasons (if applicable)
Access: Available from the mentor assignment step modal via the ”💾 Download as CSV” button. File format: doozy-mentor-assignments_[track-name]_step-[number]_[date].csv Use cases for exports:
  • Analyze mentor workload distribution
  • Report on program participation
  • Identify mentorship completion rates
  • Audit mentor pool diversity
  • Plan capacity for future cohorts

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Home Screen Management

Mentors can manage their mentorships from the Doozy app home tab in Slack:
  • View active mentorships: See all current mentor relationships
  • View past mentorships: Access completed mentorships
  • Mark as complete: When the mentorship concludes, either person can mark it complete
  • Completion notification: A celebration message is posted to the group DM when marked complete

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Track Constraints

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One Assignment Per Track

Each track can contain only one mentor assignment step. This ensures:
  • Clear mentor-mentee relationships
  • Simplified tracking and management
  • Consistent reporting

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Step Ordering Requirements

The mentor assignment step has special positioning rules: Cannot be moved down if any steps below use mentor destinations (Mentor or Mentor & User Group DM). Cannot be deleted if any steps in the track send to mentor destinations. Must come first before any steps that reference {{mentor}} placeholder or use mentor destinations. Validation: The system prevents these actions and displays a clear error message if attempted.

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Troubleshooting

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Common Issues & Solutions

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No Mentor Available

Problem: The system cannot find a suitable mentor from the pool. Causes:
  • Mentor pool is empty or all mentors are unavailable
  • The user is the only person in the selected destination
  • All potential mentors have been filtered out
Solutions:
  • Ensure your mentor pool has at least 2-3 members (excluding the mentee)
  • Verify the destination (channel, group, or individuals) is correctly configured
  • Check that mentors are connected to Slack
  • Consider expanding your mentor pool

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Destination Not Found

Problem: The configured destination cannot be located. Causes:
  • Slack channel was deleted or made private
  • Group was renamed or removed
  • Selected individuals no longer have access
Solutions:
  • Verify the channel or group still exists
  • Check that the bot has access to the channel
  • Update the destination selection if needed
  • Ensure selected individuals are still active in the workspace

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Mentor Not Assigned Error

Problem: Steps fail because no mentor has been assigned yet. Cause: A step is trying to use mentor destinations before the mentor assignment step runs. Solution: Ensure the mentor assignment step comes before any steps using mentor destinations.

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Best Practices for Success

  1. Size your mentor pool appropriately: Aim for at least 5-10 mentors per 20-30 mentees to prevent burnout
  2. Always notify participants: Add a welcome message to the group DM immediately after assignment
  3. Set clear expectations: Send mentor guidelines and mentee resources in initial messages
  4. Schedule regular check-ins: Use delay and message steps to prompt ongoing engagement
  5. Collect feedback: Add survey steps at key milestones to improve the program
  6. Monitor assignment failures: Regularly check the assignment status and investigate failures
  7. Balance workload: Trust the round-robin algorithm, but periodically review mentor capacity via CSV export

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Common Use Cases

  • New Hire Onboarding: Automatically pair new employees with experienced team members for their first 90 days
  • Department Onboarding: Match new department members with tenured colleagues familiar with team processes
  • Skills Development: Connect employees seeking specific skills with experts in those areas
  • Leadership Development: Pair high-potential employees with senior leaders for career growth
  • Cross-Functional Learning: Match employees with mentors from different departments to broaden perspectives
  • Location-Based Mentorship: Leverage location matching for mentors and mentees in the same office
  • Intern Programs: Assign full-time employees as mentors to interns throughout their program
  • Role Transitions: Support employees moving to new roles with mentors experienced in those positions
  • Diversity & Inclusion: Create mentorship programs connecting underrepresented employees with advocates
  • Remote Employee Integration: Help remote workers connect with in-office mentors for cultural integration