Reference

Terminology

A plain-English guide to common Salesforce terms used across the Community Site and this training guide.

General Salesforce Terms

Flow

A flow is a guided step-by-step process built into Salesforce. When you are asked to follow a flow, the system will walk you through each step one at a time. For example, the Update Games and Equipment process is a flow.

Service Appointment

A service appointment is what Salesforce calls a scheduled mentoring session. Each session you run with a mentee has a corresponding service appointment record. This is where you will find the session details and where you go to wrap up the session afterwards.

Event

An event is a calendar entry in Salesforce. It represents a scheduled date and time for a session. Events appear in your calendar view and are linked to the related service appointment.

Profile

Your profile is your personal account area on the Community Site. It contains your details such as your name, contact information, and profile picture. You can update it from the Profile or My Account section.

Dashboard

The dashboard is a visual summary page that shows useful information at a glance. It can include things like how many sessions you have this week, how much you have earned in a month, and other key figures.

Dashboards can be customised by senior leadership if you need different information displayed.

Report

A report is a list or summary of data pulled from Salesforce. For example, a report might show all sessions for a particular month or all mentees assigned to you.

Reports are mostly used by senior leadership, but you may occasionally see references to them.

List Views

A list view in Salesforce is a simple way to display a filtered set of records in a table format so you can quickly see and work with the information that matters to you.

It combines a saved filter with a set of chosen columns, meaning you decide both which records appear and what details are shown.

For example, a mentor could use a list view to see only the mentees assigned to them, with columns such as name, status, and last contact date.

This makes it easier to stay organised, track activity, and focus on the most relevant records without having to search or sort data each time.

Important:
By default, all your list views will be set to “Recently Viewed”.

To change this:

  • Click the small downward triangle icon (▼) next to the list view name
  • Select your preferred list view
  • Click the pin icon

This will pin the list view so it automatically opens next time you log in.

Session Statuses and Calendar Indicators

Each session has a status that describes what happened. When you view calendar events, you will also see a small coloured square that updates automatically based on the status. Here is what each one means:

🆕 Draft

A placeholder for a parent/carer meeting added by the assigning team. This is not a confirmed session yet. This status will only appear for new mentees on your caseload.

⬜ Scheduled

A future session that is confirmed but has not yet taken place. This is the default state for upcoming sessions.

✅ Completed (Attended)

The session took place as planned. Both you and the mentee were present, and the wrap-up is finished.

🟨 Did Not Attend

The mentee did not show up for the session. You were available and ready, but the session did not go ahead. The parent or carer will be charged.

🟧 Late Notice Cancellation

The session was cancelled outside the official cancellation policy window. Because it was cancelled too late, the parent or carer will still be charged. You should still wrap the session up with this status so it is recorded properly.

❌ Cancelled

The session was cancelled within the official cancellation policy. Because enough notice was given, the parent or carer will not be charged.

🆘 Admin Required

A wrapped-up session that is missing funding contact details. The MindJam Finance Team will sort this for you. No action is needed from your side.

Event Types

When you create a calendar event, you choose a type. Here is what the main types mean:

Mentoring and Other Paid Work

  • MindJam Mentoring — Normal mentoring sessions, paid at your hourly rate.
  • Other Paid Work — Work that is not mentoring but is still paid at your hourly rate.

Group Sessions

  • Adventure Guild — D&D (Dungeons & Dragons) sessions.
  • Group Session — Standard group sessions.

Fixed Rate Meetings (£40)

  • Meeting (Charged) — Formal meetings you can charge for.
  • Official Meeting — Meetings that can be charged.
  • Report (Charged) — Formal reports that you can charge for.

Non-Chargeable / Internal

  • Report — Reports that are not charged.
  • Parent/Carer Meeting — Initial meetings with parents or carers (not charged).
  • Personal Time — Used for blockers or reminders (not billed).

Types to Ignore

The following types may appear in the list but are not relevant to most mentors:

  • BlockJam Counselling
  • Counselling
  • Training (may be removed)

Wrapping Up

What Is a Wrap Up?

Wrapping up a session means completing the session record after it has taken place (or after it has been missed or cancelled). When you wrap up a session, you:

  • Select the session status (Attended, Did Not Attend, Late Notice Cancellation, or Cancelled)
  • Add any session notes
  • Confirm the details so the record is finalised

Wrapping up is important because it is used for attendance tracking, invoicing, and payment. Sessions should be wrapped up before the end of each month.