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Add When2Meet Guide to mentor training
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‎mentor-training/index.md‎

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## Scheduling Your First Meeting
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Once you’re introduced to your interns, it’s your responsibility to schedule the first meeting. Our software will do its best to suggest common meeting times based on interns’ listed availability, but if none of those times work CodeDay recommends using [https://when2meet.com](https://when2meet.com) for communicating availability.
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Once you’re introduced to your interns, it’s your responsibility to schedule the first meeting. Our software will do its best to suggest common meeting times based on interns’ listed availability, but if none of those times work CodeDay recommends using [https://when2meet.com](https://when2meet.com) for communicating availability (you may optionally read the [When2Meet Guide](./when2meet-guide.md) on how to use it).
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CodeDay has no requirements for what meeting platform to use, however we’d recommend a common one (such as Google Meet, Zoom, or a Slack huddle) so it’s closer to what interns can expect in the workplace.
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[CodeDay Labs Mentor Dashboard](./dashboard.md)
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[When2Meet Guide](./when2meet-guide.md)
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{: .note-title }
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>**Confused? Have a question?**
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>

‎mentor-training/when2meet-guide.md‎

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---
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parent: Mentor Training
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nav_order: 6
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---
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# When2Meet Guide
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As a CodeDay Labs mentor, one of your first tasks is finding a weekly check-in time that works for you and your mentees team. **When2Meet** is a free, no-account-needed scheduling tool that makes this easy.
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This guide walks you through the entire process - from creating a poll to confirming your first meeting.
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{: .important }
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> **Before you start:** When2Meet works best on desktop browsers. Have your typical weekly availability handy, and keep Slack or email open so you can share the link with mentees right away. The whole setup takes under 5 minutes.
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## 1. Creating Your When2Meet Poll
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Follow these steps to set up a new availability poll for your team.
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1. **Go to [when2meet.com](https://www.when2meet.com/).** No login or account required.
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2. **Name your event.** Use something descriptive like `{{Your Name}} - CodeDay Labs Weekly Check-in` so mentees know exactly what it is.
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3. **Select candidate dates.** Click the dates you want to offer. For a recurring weekly meeting, choose the same days across 1-2 weeks (e.g. Mon-Fri of the upcoming two weeks).
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4. **Set the time range.** Use the **Earliest** and **Latest** dropdowns to set a daily window. A window of 9 AM - 7 PM captures most time zones.
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5. **Choose your time zone.** Select your local time zone. When2Meet will automatically display times in each respondent's own time zone when they fill it in.
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6. **Click "Create Event".** Your poll is created instantly. You'll be taken to the availability entry page with your unique link in the address bar.
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## 2. Entering Your Own Availability
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After creating the event, enter your availability right away so mentees see a partially filled grid when they open the link.
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### How to fill in the grid:
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1. Type your name in the **"Your Name"** field (e.g. `YourName — Mentor`).
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2. *Optionally set a password to protect your entry from edits.*
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3. Click **"Sign In"** to activate the grid.
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4. **Click and drag** across time blocks to mark when **YOU** are available. Selected slots turn green, unavailable slots stay white.
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5. To deselect a block, click and drag over it again.
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6. Your availability saves automatically, there is no submit button.
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{: .note }
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> Mark only times you can genuinely commit to every week, not just this week. Leave a 15-30 min buffer before and after other commitments.
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## 3. Sharing the Link with Mentees
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Once your availability is entered, share the unique URL with your team.
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### Finding and copying the link
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- The poll URL is in your browser's address bar and looks like: `when2meet.com/?XXXXXXXX-XXXXX`
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- Copy the full URL and paste it into your email introduction thread response.
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{: .note }
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> Send a friendly follow-up if someone hasn't responded after 24 hours. Remind mentees that When2Meet requires no account, just their name.
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## 4. Reading the Results
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As mentees fill in their availability, the grid updates in real time.
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### Understanding the color grid
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| Color | Meaning |
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| --- | --- |
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| **Dark green** | Highest overlap - everyone is available |
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| **Light green** | Partial overlap - hover to see who is free |
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| **White** | No overlap at this time |
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**Hover over any block to see a list of exactly who is available at that time.**
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### Choosing the best time slot
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1. Look for the **darkest green block** that falls within your mentor hours.
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2. Aim for a slot where **ALL team members overlap** (confirm with the hover tooltip).
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{: .note-title }
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> **No full overlap?**
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>
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> If no single slot works for everyone, prioritize times with the most mentees available. Reach out to mentees with blockers to see if any flexibility exists or email your CodeDay Labs point of contact if scheduling cannot be resolved.
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## 5. Confirming the Meeting Time
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Once you've identified the best slot, communicate it clearly and get it on everyone's calendar.
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1. **Announce the time on Slack/email.** Post the day, time (with time zones), and duration. Example: *"Our weekly check-in will be Tuesdays at 4 PM ET / 1 PM PT for 45 minutes."*
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2. **Send a calendar invite.** Create a recurring event on Google Calendar and invite all team members. Include the video call link in the invite.
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3. **Set up a video call room.** Add the meeting link to your Slack channel description so everyone can find it easily.
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4. **Plan your first agenda.** Use the first check-in to introduce yourself, review project goals, and establish team norms.
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## 6. Rescheduling & Updating Availability
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Schedules change. Here's how to handle common scenarios:
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### Updating your own availability
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(This is only possible if you set a password for your When2Meet)
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- Go back to your original When2Meet link (bookmark it!).
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- Enter your name and password to edit your entry.
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- Click and drag to add or remove time blocks.
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### Handling one-off cancellations
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This is covered in detail [here](./scheduling.md).

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