Platform

Structuring the first meeting between youth and mentors

The Shadows

Association for the support of young people

Airtable

Fillout

Platform

Structuring the first meeting between youth and mentors

The Shadows

Association for the support of young people

Airtable

Fillout

Context, Objectives & Solution

Les Ombres supports young people in the care of Child Social Assistance (Aide Sociale à l'Enfance) in their academic and professional journeys, with the support of a community of volunteer mentors.

Too much manual coordination to organize initial meetings

Youth, referee, and mentor requests to be coordinated around first-meeting slots.

Setting up mentor tracking with availability, slot selection link, and number of booked sessions. Structuring First Step sessions with youth, mentor, date, Google Meet link, calendar event, and status.

Important follow-ups and reminders to keep track of to ensure the meeting takes place.

Mission objectives

Centralize youth, mentors, and First Step sessions in a single system.

Automate bookings, follow-ups, and reminders related to first appointments.

Make session tracking more reliable: confirmation, cancellation, occurrence, and next steps of the support process.

What we have concretely put in place

Structuring the First Steps journey

Creation of youth tracking with application status, referrer, booking link, and session history.

Structuring the 'First Step' sessions with youth, mentor, date, Google Meet link, calendar event, and status. Automating reminders and confirmations.

Automate reminders and confirmations

Creation of automatic reminders to invite young people and mentors to book or choose a slot.

Setting up pre-session reminders at 24 hours, 5 hours, and 1 hour beforehand to minimize no-shows.

Monitoring the conduct of the session and the decision to continue supporting the youth.

Impact & Result

Les Ombres now has a centralized system for organizing initial meetings between supported young people and mentors. The team can track requests, slots, confirmations, cancellations, and the next steps of the support process without the need for multiple manual follow-ups.