👤 This article is for Hub Administrators, Development Program Managers, or Development Program Administrators.
This article serves as a comprehensive guide to all communications you can send from your Development Program. It covers the entire communication lifecycle, including sending program invitations, notifying participants of their matches, communicating directly with specific pairings, and managing survey reminders and feedback prompts.
You can use the index on the right of this page to quickly jump to specific sections as needed.
Navigate to your Development Program
Login to your 10KC Hub
In the left navigation menu of your Hub, go to Development Programs > Manage Programs
Don't see this option? You may not have the proper permissions
Click on the Draft tab (if your program is unpublished) or the Live tab (if your program is published) to locate your program
Select the program
✅ Sending Invite to All Participants
Once participants have been added to your Development Program (for steps on adding members, please refer to Adding Participants guide), you can then send them an official invitation to join and participate.
Go to your program's Participants tab.
Locate and click the "Send invite" button (or similar, depending on your UI).
Customize and Review Email Content (Invitation Notification window):
Review and customize the email copy.
Note: Any placeholders in the email content often need to be manually updated and will not be automatically populated.
After making adjustments, click "Save & Configure" to proceed to the "Review" stage and view the final version of the email.
Target Email:
Choose members by role: You can specify which roles you want to invite (e.g., "Mentor", "Mentee").
Members with an account: These are members with "ready to invite" and "invited" statuses.
Who do you want to send invites to?: Select participants based on their account status:
Members without an account: These are members with "needs account" and "invited (needs account)" statuses
The system will show you how many members will receive a notification (e.g., "2 members will receive a notification.").
Send Invites - Once you are satisfied with the email content and recipient selection, click the "Send" button to send the invitations.
Important Note: This "Send invite" button can be used to send initial invitations or to resend reminders to those who have not yet accepted their invitation. Invitations cannot be sent to participants who have already confirmed their participation.
✅ Sending Invite to Specific Participants
In addition to bulk invitations, you can also send or resend invitations to individual members directly from the participant table.
Navigate to your program's Participants tab.
Locate the specific member you wish to invite or resend an invite to.
On the far right of that member's row in the table, you will see an action button:
Click "Send invite" if this is their first time receiving an invitation.
Click "Resend invite" if they have already received an invitation but have not yet accepted it.
Follow the on-screen prompts (e.g., to confirm the email content) to sendthe invitation.
✅ Sending Match notification to All Participants
Once your matches are locked and your program is live, it's time to let participants know who their match is.
Locate Match Emails:
Locate and click the "Send match emails" button.
Review and Revise:
Review the pre-filled subject line and email content.
Make any necessary adjustments to personalize the message.
Save and Continue:
If you are satisfied with the email content, click "Save & continue" to proceed.
Give everything a final review. Click "Next".
Confirm and Send:
You will be asked to confirm sending the emails.
If ready, click "Send email(s)". If you need to make further changes, you can click "Back" to return to editing.
That's it! Your match emails are on their way, and participants will now be notified of their matches so they can start connecting.
Please note: This "Send match emails" button primarily targets participants who have been newly matched or who have not yet received this specific match email. If a member has already received a match email triggered from this button, they will not receive it again through this bulk action. If you add late matches to the program, this button can be used again, and only the new matches will receive the email. For re-sending match emails to specific individuals who may have received it previously, please refer to the steps below.
✅ Sending/Resending Program Communications to a Specific Match
You can send specific program communications, including initial match notification or program sessions to individual pairings directly from the Smart-matches tab.
From the Smart-matches tab (which displays all current pairings and provides insights into their progress):
Use the search bar to locate the specific match you wish to communicate with. You can search by first or last name to quickly find the exact pairing.
Click the three dots (...) to the right of the pairing's row.
Select "Send communications" from the dropdown menu.
The "Send communications" window will open, displaying a list of all available program communications.
In the "To:" box at the top of the window, you will see the names of all participants in this pairing. You can choose to send the communication to all participants in the pairing or remove specific participants if you desire.
To send a communication, locate the desired step in the list. A green checkmark beside a communication step indicates it has already been sent. You can still resend it.
Click the blue arrow to the right of the desired communication step to send it to the selected participants.
Once you have sent or resent all desired program communications, select "Done" to exit the "Send communications" window.
You can repeat these steps for any additional pairing communications that need sending or resending.
✅ Sending Meeting Survey Reminders
Meeting surveys are sent automatically after each session concludes. You can access the feedback submitted by participants and send additional reminders from a couple of locations:
Accessing Meeting Feedback
You can access the survey feedback overview for a specific session from:
The Overview Tab: In the "Sessions completed per meeting" table.
The Schedule Tab: By clicking the session box under each completed session.
Clicking on a session from either of these locations will open a survey drawer where you can see a detailed overview of participant feedback for that specific session.
Managing Feedback Submissions and Reminders
Once you are in the survey drawer for a specific session:
Review the participant list to see who has submitted feedback for that session and who hasn’t.
To prompt participants who haven’t submitted feedback:
Use the 🔔 bell icon to send an email reminder to specific participants who haven’t yet submitted feedback.
Or, simply click 'Send reminder to all' to ensure all participants who have not submitted feedback receive the reminder.
✅ Sending End-of-Program Survey Prompts
End-of-Program surveys are crucial for gathering comprehensive feedback on the overall program experience. You can access these survey results and send reminders to participants who haven't yet submitted their feedback.
Accessing End-of-Program Feedback
Navigate to the Surveys tab within your Development Program.
Locate the relevant End-of-Program survey.
Click the three dots (...) next to the survey name.
Select "View results" (or similar option).
Note: If you have different End-of-Program surveys based on participant roles, you will need to complete these steps multiple times for each survey to view all results.
Once you click "View results," a survey drawer (or results view) will open, showing an overview of the feedback.
Managing Feedback Submissions and Reminders
Once you are in the survey results view (drawer) for the End-of-Program survey:
Navigate to the "Participants" section within this view to see who has submitted feedback for that survey and who hasn’t.
To prompt participants who haven’t submitted feedback:
Use the 🔔 bell icon to send an email reminder to specific participants who haven’t yet submitted feedback.
Or, simply click 'Send reminder to all' to ensure all participants who have not submitted feedback receive the reminder.