What counts as contact in Indicators
In Groups, the Indicators button shows how many days each group has gone without contact and which ones are at risk. This page explains what Mentorfy counts as contact, how the color is decided, and where you change the deadlines.
Days without contact belong to the group's card on the board, not to each student. A group can be one person, a class, or a company.
What counts as contact
Right now, two things count. Days without contact are counted from the most recent of them.
| Counts as contact | When it counts |
|---|---|
| Comment on the card of the group | Any comment your team leaves on the card. It counts right away. |
| Calendar meeting with the client | A meeting of yours, published, that has already happened, as long as: your team linked the meeting to the group (with Link a meeting or by answering Yes, it was), or a student in the group was among the guests. |
The two together show up as Follow-up records ("comments and meetings with clients").
These don't count:
- meetings that haven't happened yet (they start counting on the scheduled day and time);
- group classes, where the whole class was invited;
- canceled invitations;
- a meeting you marked as No for that group;
- moving the card to another column on the board (that only measures time in the stage).
Feedback on a student's delivery shows on screen as "coming soon": it doesn't count yet.
To link a meeting to a group, see Meetings count as contact.
How the color is decided
| Color | When |
|---|---|
| on track | The most recent contact was fewer days ago than the yellow deadline. |
| watch (yellow) | Past the yellow deadline. Default: 7 days without contact. |
| at risk (red) | Past the red deadline. Default: 14 days without contact. |
Three rules complete the count:
- A group that never had a record: counts the days since the card joined the board. With the A card that never had a record turns red option on (it starts on), it turns red once it passes the red deadline.
- Attention column: with Anyone in an attention column turns red on (it starts on), every card in a Needs attention now column turns red, even if contact is on track.
- Columns left out of the count: cards in Finished or archived or The team's own board columns aren't included in any number.
Mentorfy suggests each column's type from its name. For example: "Arquivado", "Finalizado", "Concluído", or "Cancelado" (Archived, Finished, Completed, Canceled) become Finished or archived; "Não respondem", "Atenção", "Em risco", or "Inadimplente" (Not responding, Attention, At risk, Late payment) become Needs attention now. You can change it.
Change the deadlines
In the menu, open Groups and click Indicators.
Click Configure.
In What is your contact rhythm?, pick a rhythm.
The screen shows right away how many groups would be at risk with the new rule. The change saves on its own.
For exact days, open Fine tuning (exact days and exceptions).
The two red options (card with no record and attention column) are there too.
In What does each column mean?, tap a column to change its type.
Reference
| Rhythm | Yellow after | Red after |
|---|---|---|
| Weekly contact | 4 days | 7 days |
| Balanced (recommended, the default) | 7 days | 14 days |
| Fortnightly | 14 days | 30 days |
| Fine tuning | from 1 to 365 days | more than yellow, up to 365 days |
Common questions
Who can change these rules?
Only the account owner. People on the team see the panel with the rules the owner picked.
I had a meeting with the client, but the group is still at risk.
Check three things: the meeting has already happened; it shows up in your account's calendar on Mentorfy; and either a student in the group was invited, or someone linked the meeting to the group in Meetings with the client. If it was a class for the whole group, it doesn't count.
Does sending a message or notification to the student count as contact?
No. Right now, only a comment on the group's card and a meeting with the client count. After you talk to the client on another channel, leave a comment on the card: that records the contact.