Scheduling Sessions with your calendar in MentorKey

Unlock the power of seamless scheduling with MentorKey. This guide walks you through connecting your calendar, scheduling and rescheduling sessions, and setting locations with ease. By keeping your sessions in sync with Outlook or Google, you’ll simplify coordination, stay organised, and ensure both you and your partner never miss a meeting.

Connecting your calendar

You can link your Microsoft or Google Calendar to MentorKey so that sessions appear directly in your calendar and sync with your availability

Here is how you connect your Outlook Calendar

Here is how you connect your Google Calendar

Scheduling a session

Once you have created a session (here are the guides on creating sessions for mentees, sponsees, mentors and sponsors), here is how you schedule a session

To add a location to your calendar invite, see Setting a Location

Editing or rescheduling a session

Here is how you make changes to the date or time of your session

Adding availability in MentorKey

In addition to syncing your connected calendar, you can set recurring availability directly in MentorKey. This lets you block out times by day of the week that are visible only within MentorKey, without affecting your external calendar.

Here is how you add availability in MentorKey

Setting a location

You can choose how the meeting will be held:

• Add a location manually

• Add a Teams link (if you have connected your Outlook calendar)

• Add a Google Meet link (if you have connected your Google calendar)

Your chosen location will be included in the calendar invite.

Editing your location

Here is how you edit your location

Session details

Your calendar event will include a link back to the full session in MentorKey, giving you and your partner easy access to everything in one place. Any Agendas you’ve prepared and shared (here are the guides on Agendas for mentees, sponsees, mentors and sponsors) will also be added to the event for quick reference.

Microsoft:

Google:

Managing your connection

Here is how you can manage or disconnect your calendar connection

Frequently Asked Questions

Do I have to connect my calendar?

No, you don’t have to. Connecting your calendar just makes scheduling easier, but you can still use MentorKey without it.

Does my partner have to connect their calendar?

Not at all. You can still set up sessions even if your partner chooses not to connect their calendar. The only difference is that you won’t see their availability automatically, so you may need to agree on a time together first.

Will MentorKey update if I make changes directly in Microsoft or Google Calendar?

Yes, everything stays in sync. Any changes you make in your calendar will appear in MentorKey, and any updates in MentorKey will show up in your calendar too.

Will my partner be notified of any changes?

Yes, they’ll always be kept in the loop. Your partner will receive email notifications through their connected calendar provider (Outlook or Google) whenever you update, reschedule, or cancel a session. If they respond with an acceptance, decline, or new time suggestion, you’ll get those email updates too (via your calendar provider).