Mentor Portal

Overview

The Mentor Portal is a secure web application built on Microsoft Power Pages that surfaces selected Dynamics 365 data to more than 600 paid mentors without granting them full CRM licences. The redesigned portal adopts the visual language of the Companion App and will soon add encrypted in‑app messaging, creating a single, reliable channel for mentor–student communication. While licence fees remain flat, the portal streamlines daily workflows, allowing mentors to spend substantially more time on direct student support.

Main Objective and Expected Outcomes

The Mentor Portal pursues five strategic goals that, together, raise both operational efficiency and the quality of student support.

Operational Efficiency – Automated chat capture and task workflows are projected to cut administrative effort by 30‑40 %, freeing mentors to focus on coaching rather than data entry.
Global Reach Without Headcount Surge – Because each mentor can support more learners in less time, the programme can scale internationally without a proportional increase in staffing.
Data Privacy & Compliance – Field‑level security shows mentors only what they need (contact details, course progress, limited finance), ensuring full FERPA alignment and protecting sensitive records.
Unified, Secure Communication – Encrypted in‑app messaging replaces a patchwork of personal e‑mails and texts, giving students a single, dependable contact point and a complete conversation history.
Seamless User Experience – A modern UI harmonised with Companion delivers consistent branding across mobile and web while reducing the learning curve for new mentors.

How It Works - Key Flow

Home - Current Mentor Portal

Mentor Portal's main page displays all the features and tools.

Home - New Mentor Portal

The new Mentor Portal is better organized, addresses UI inconsistencies, and is easier to navigate visually.

My Students

Mentors have access to a roster of their assigned students, with visibility into each student’s current program, status, and contact information.

My Evaluations

Mentors can access their scores and evaluation records, calculated according to BYU–Pathway Worldwide’s established criteria. This forms part of the program’s quality assurance framework.

Tickets

In Tickets, the mentor can view the tickets they’ve submitted, including status, origin, who it was submitted on behalf of, case number, priority, and more.

Required Actions

Required Actions are notifications sent to mentors to prompt specific actions—for instance, assisting a student with enrollment or providing reminders about important deadlines.

KB Articles

Knowledge Base Articles function as a wiki, providing topic-based documentation and step-by-step procedures for mentors to follow according to each student’s needs.

My Mentor Record

My Mentor Record is each mentor’s system profile with employment info, leadership assignments, and FERPA compliance.

Create an Activity

Create an activity’ is intended for mentors to document the interactions they’ve had with each student.

Missionary Referral

Missionary Referral lets mentors see student names, contact details, and contact permission, and submit a request for outreach by full-time missionaries.

Before vs. Now/Future

Moving from a small, license-heavy CRM model to the new Mentor Portal unlocks global scalability, stronger data protection, and major time savings. By embedding secure chat and automating record‑keeping, the initiative not only cuts costs but also improves the quality and consistency of mentor‑student support, directly advancing student success metrics.

Why This Matters for Students: 
Legacy vs. Mentor Portal

Impact & Early Results

Even before the full roll‑out, three data‑backed signals show that the new Mentor Portal will deliver a measurable uplift in mentoring capacity and student experience.

Time returned to students – Each mentor is expected to recover ≈ 7 administrative hours per week once chat logs are captured automatically instead of being pasted into the CRM. With more than 600 active mentors, that equates to over 4,000 hours—roughly 100 mentor workdays—redirected to direct student support every week.
Sharper, safer communication – The built‑in Companion chat replaces scattered phone calls, e‑mails, and WhatsApp threads, giving every student a single, auditable channel. Baseline first‑response times are being captured now; the team will publish the before‑and‑after deltas during the August pilot.
Stronger compliance & executive confidence – Field‑level security now limits mentors to the minimum data set and is in final FERPA review. Director Allison and Vice‑President Ben have already confirmed the project is “moving in the right direction,” keeping resources and timelines protected. Development teams also report no outstanding technical blockers, supporting an on‑time launch after Companion’s August release.

Page updated

Google Sites

Report abuse