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Office Hours
Office Hours
How mentors publish availability, how founders book, what an admin sees, and how sessions reach calendars and video.
Where
In the rail under Programs, Office Hours. Tabs: Sessions, Book a Session, History, My Availability (mentors and admins), Debrief.
How Booking Works
- A mentor sets availability under My Availability: per-day windows ("Add a window", "Copy to weekdays") plus booking settings.
- A founder opens Book a Session, searches for a mentor in plain language (the search is semantic: "someone who has raised a seed round" works), sees why each mentor came up, and picks a time.
- The session is confirmed by email to both, written to both calendars, and given a video link.
- Reminders go out before it. Afterwards both people are asked for feedback on the Debrief tab.
A Mentor's Booking Settings
On My Availability, below the windows:
| Setting | Meaning |
|---|---|
| Accepting bookings | The master switch |
| Session length | How long one session runs |
| Buffer between sessions | Minimum gap |
| Minimum notice | How far ahead a booking must be made |
| Book up to | How many weeks ahead |
| Most sessions a week | A cap |
| Where sessions happen | Nexus video, Google Meet, or My own link (with the link) |
Save Settings. These are per mentor; there is no platform-wide default to change.
What an Admin Sees
- Sessions: every upcoming session on the platform, with Mentor and Founder columns. Actions: Join, Reschedule, Cancel (with an optional reason).
- History: every past session. On completed ones, Rate Mentor with a Private note only the team sees. Those ratings show up in the Matching review dialog.
- Book a Session: the same view a founder has, useful to check a mentor's open times.
An admin cannot edit another mentor's availability. Ask the mentor, or deactivate them if they have left.
Calendars and Video
- Google: the member connects their calendar under Settings, Connections. Sessions are written to their primary calendar and moved or removed when the session changes.
- Outlook: through the member's Microsoft sign-in. No separate connection step.
- Apple: no direct integration; the Google invitation arrives with an
.icsattachment. - Video: a Nexus room when Nexus is configured, otherwise a Google Meet link on the calendar event. Every invite carries one join link that sends each person to the right room.
Reminders and Feedback Emails
Session Booked (two variants, one per side), Session Reminder, Session Moved (two variants), Session Canceled, and Session Feedback (two variants) are all under Settings, Email Templates. Reminder timing is under Settings, Notifications.
Common Questions
- A founder cannot find any mentor. No mentor has availability saved with Accepting bookings on. Check Book a Session yourself.
- The session is not on someone's calendar. Their calendar is not connected or the token expired. Settings, Connections shows the state; reconnecting fixes it.
- The join link opens the wrong thing. The link decides per person at click time; if Nexus is not configured it falls back to Meet. See the Runbooks.