BraveStrides logoBraveStrides

When to move your mentoring program off spreadsheets

Bravestrides Admin•
X / TwitterLinkedInFacebookReddit

A spreadsheet is enough while one coordinator can keep every pair in their head. Most programs outgrow it at about the same point: when there are more pairs than you can check on each week, when you run several cohorts, or when a funder asks for verified hours.

Signs you've outgrown spreadsheets

  • Matching takes days. You compare rows by hand for skills, goals, availability and time zone, then email each pair.

  • Scheduling happens in email threads. Each first meeting takes several messages to arrange.

  • You find out late that pairs have stalled. You only notice when someone remembers to check in.

  • Hours are self-reported weeks late. You chase mentors for numbers before every report.

  • Reports mean rebuilding the same numbers. Headcounts and hours come from several tabs each time.

  • Too many people can see participants' details. Shared sheets get forwarded and copied.

What to set up before you switch

  • Decide your matching criteria. Write down what matters for your program, such as skills, goals, experience, time zone, meeting format and mentor capacity. Then decide who approves each match.

  • Agree what counts as an hour. Decide whether you'll report only sessions both people confirmed, and how meetings outside the app get logged.

  • Pick your outcome measures. Choose goal templates that match what your funders or leadership ask about.

  • Clean your participant list. You'll want one list of mentors and mentees with current email addresses, ready to invite.

  • Keep spreadsheets for analysis

  • Moving off spreadsheets doesn't mean giving them up. Use a dedicated tool for the day-to-day running of the program, then export reports as CSV for your own analysis.

How BraveStrides helps

BraveStrides handles application campaigns and bulk invites, suggested matches that admins approve, booking from mentor availability with automatic Zoom links and reminders, match health alerts, and reports with CSV export. Compare BraveStrides with spreadsheets. It's free during early access for organizations of up to 100 users.