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Inputing RoP Weekend Mentor Pairings: Step-by-Step Guide

Learn how to input weekend mentor pairings into Airtable, using the 'QfC Weekend Mentor Pairings Form' for accurate weekend mentor-mentee matching.

By Mike Crofton-Atkins

In this guide, you'll learn how to record and verify mentor pairings for a weekend event using the QfC Weekend Mentor Pairings Form. This process involves matching each participant with their assigned weekend mentor, checking details against the leader pack and staff travel plan, and ensuring all information is accurate before submission.

We'll also cover how to double-check pairings and track your progress in the post-weekend tasks view.

Let's get started

To recap, we expect to receive an update from the Outside Leader on Thursday night or Friday morning about which Staff members arrived on site and specifically anyone who did not. Likewise, on Friday night or Saturday morning, we expect to receive the same information for Participants.

So the next thing we expect to receive is Weekend Mentor Pairings, which may not arrive until Saturday afternoon or on Sunday. On the right-hand side is an example of mentor pairings.

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Referring to the Mentor Pairings update sent by the outside leader
Step #1: Referring to the Mentor Pairings update sent by the outside leader

In this example, it is a photo of the Mentor Pairing sheet from the leader pack, which was sent over WhatsApp. Those Participants that are not crossed out are the ones who actually attended the weekend. On the right-hand side, in the Mentor column, are the mentors (staff members) paired with each Participant.

Mentor Pairings have to be input into Airtable

We do this using the QfC Weekend Mentor Pairings Form

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Go to https://airtable.com/appQO0S0aey7TqZ1p/tblgHgkq6zkYx0fis/viwnmAuHEtsnW7WJz?blocks=hide
Step #2: Go to https://airtable.com/appQO0S0aey7TqZ1p/tblgHgkq6zkYx0fis/viwnmAuHEtsnW7WJz?blocks=hide
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Which you will find in the 'Weekend Mentor Pairings' table
Step #3: Which you will find in the 'Weekend Mentor Pairings' table
Open the QfC Weekend Mentor Pairings Form and begin completing one pairing at a time.
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Click on "> Open form"
Step #4: Click on "> Open form"
So, starting from the top, with James R ...
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Click on "+ Add" under Mentee (Participant)
Step #5: Click on "+ Add" under Mentee (Participant)
Type his surname.
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Click on the Mentee's (Participant's) name to add it
Step #6: Click on the Mentee's (Participant's) name to add it
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Click on "+ Add" under Mentor (Staff)
Step #7: Click on "+ Add" under Mentor (Staff)
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The Mentor Pairings sheet shows "Chris Davis" is James's weekend mentor
Step #8: The Mentor Pairings sheet shows "Chris Davis" is James's weekend mentor
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Type "Chris"
Step #9: Type "Chris"

That does not work.

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Type "Christopher" instead.
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Click on "Christopher Davis" to select him as Jame's weekend mentor.
Step #11: Click on "Christopher Davis" to select him as Jame's weekend mentor.
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Go to the Leader Pack
Step #12: Go to the Leader Pack
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Click on "Staff Travel Plan"
Step #13: Click on "Staff Travel Plan"
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Christopher Davis" is correct.
Step #14: Christopher Davis" is correct.
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Who is "JCR" (you get the point; double-check if you are not sure)
Step #15: Who is "JCR" (you get the point; double-check if you are not sure)

Go back to the form and click Submit.

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Click on "Submit"
Step #16: Click on "Submit"

Let's do another.

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Refer to the Mentor Pairings sheet to see the next one.
Step #17: Refer to the Mentor Pairings sheet to see the next one.
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Click on "+Add"
Step #18: Click on "+Add"
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Type "luke hill"
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Click on "Hillier -"
Step #20: Click on "Hillier -"

Start with the participant, then add the mentor.

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Click on "+ Add"
Step #21: Click on "+ Add"
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Type "howard wid"
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Click on his name
Step #23: Click on his name
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Click on "Submit"
Step #24: Click on "Submit"
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It is in the "ABOB Community" table, grouped by RoP weekend
Step #25: It is in the "ABOB Community" table, grouped by RoP weekend

Find the weekend and you can see the two pairings created.

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Scroll over and see under the Weekend Mentor column
Step #26: Scroll over and see under the Weekend Mentor column