I worked with our pre-marriage team to streamline their process for connecting a couple who would like to receive 2 on 2 mentoring prior to marriage.
We have the engaged couple fill out an application. That generates an email for the Administrative Assistant to either connect them with a mentor couple the couple requested or put them into a “General Pool” for the mentors to claim them as they feel they have opportunity.
We have a group of people who are available to serve and they receive an email each Monday morning if there are couples that need to be claimed. They can see generic information about the couples that will help them determine if they would be able to be their mentors such as Name, Location and Wedding Date.
Once a mentor couple “Claim’s” the engaged couple through a button on their dashboard (Workflow). It updates the engaged couples record to be claimed and moves the mentor couple into an occupied state so they no longer receive emails weekly as they are actively engaged with a couple.
The mentor couple can then “Complete” the 2 on 2 mentoring on their dashboard and write any notes the staff needs to know about the couple. This will update various fields internally automatically on each couples profiles. It also asks the mentor couple if they would like to be placed on “Rest” so that they are given a reprieve from getting weekly emails for 0,1,2,4,8 weeks based on their choice. Once the time elapses the mentor couple starts receiving the weekly emails again.