Level 6

Wrap Up a Session

How to complete session notes, close out a mentoring session, cancel a session, or handle a late notice cancellation. Also covers attendance, invoicing, and payment.

Step 1 of 8

Overview

Wrapping up a session confirms what happened and updates the session record for attendance, invoicing, and payment.

How to Wrap Up a Session

Open the Service Appointment. This can usually be found on clicking on a hyperlink that contains SA.

Click Wrap Up Session. This can be found in the top right corner within the Service Appointment.

Opening a Service Appointment and clicking Wrap Up Session

You can open a Service Appointment from different places in the system, such as the homepage, calendar, or dashboard. Look for a link that starts with SA.

Different places in the system where a Service Appointment can be opened

Funding Type

Next, choose whether the session is:

  • Funded
  • Self-funded

If you are not sure, you can check with Finance or Senior Leadership, or log a ticket with Finance.

In many cases, there will only be one option.

If there is more than one, choose the one that matches the arrangement for that mentee.

Choosing the correct funding type during wrap up

Why This Matters

Wrapping up a session is important because it helps the system:

  • confirm what happened
  • send automatic attendance emails
  • support invoicing
  • support payment processing

If a mentor does not wrap up a session, they will not be paid for that session.

Invoices will automatically be generated at the end of each month. Please make sure sessions are wrapped up before the final day of each month.

If you are unable to wrap up any sessions for any reason, please let a member of Senior Leadership know the status of each session you were unable to wrap up (Attended, Cancelled, and so on), and they will wrap your sessions up for you.

If You Need to Cancel a Session

If a session needs to be cancelled in advance, you do not need to wrap it up.

Instead:

  • Open the Service Appointment
  • Click Cancel Session
  • Add the reason
  • Follow the steps on screen
Cancelling a session from the Service Appointment

You will be asked for:

  • an internal cancellation note. This will not be shared in any attendance emails.
  • a cancellation reason from a dropdown. This will be shared in any attendance emails.

If Something Is Missing

Occasionally, the system may stop you from finishing the wrap up because some information is missing.

In that case:

  • Click Next
  • Skip past the wrap up page if needed
  • Use the Admin Details box to explain the issue briefly
This mentee is self funded but there is no self funded contact. Can you please find this for me and add it to the mentee's profile.
This mentee is funded but there is no funded contact. Can you please find this for me and add it to the mentee's profile.

Finance will then find the missing information, add it to the mentee’s account, and wrap up that session for you.

After You Submit

Once everything has been completed, the Service Appointment will update and the session record will be complete.

This is what the system uses for attendance, invoicing, and payment.

Completed wrap up shown on the Service Appointment

Watch a short explanation below

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