DCC Operations Guide — How to Run the Mentor Interview System

DCC Operations Guide

How to run the Mentor Interview Payment System

0

How It Works

The system is mostly automated. You only have 2 manual tasks: sending the payment link and assigning the mentor.
Send Payment Link to Contact

YOU

→
Welcome Emails

AUTOMATIC

→
You Assign Mentor

YOU

→
Booking & Reminders

AUTOMATIC

→
Post-Interview

AUTOMATIC

1

Send Payment Link

Your Only Step
When a potential mentee is ready to sign up, send them the payment link directly from the DCC CRM. This starts the entire automated sequence.

Step 1.1 — Open Payment Links

Click the button above to go to Payment Links. Find "Mentor Interview Payment".

Step 1.2 — Select the Contact

Click on the payment link, then select the contact you want to send it to. DCC CRM will send the payment link directly to them via email or SMS.

Step 1.3 — They Pay → Automation Starts

When they complete payment, the system automatically sends the Welcome Email and tags them as interview 1 paid.

💡 What Happens Automatically

• Welcome email sends immediately
• Follow-up email sends 3 days later
• Contact is tagged and tracked in your CRM

2

Assign Mentor & Send Calendar Link

Your Second Step
Within 7 business days (as promised in the welcome email), match the mentee with an appropriate mentor and send them the calendar link.

Step 2.1 — Choose the Right Mentor

Based on the mentee's career interest (Recording, Film, Radio/Podcasting/Influencer, or Culinary), select an appropriate mentor.

Step 2.2 — Get the Mentor's Calendar Link

Each mentor has their own DCC CRM calendar. Copy the booking link for that mentor's calendar.

Step 2.3 — Add Calendar Link to Contact

In DCC CRM, go to the contact's profile → Custom Fields → paste the mentor's calendar link into the mentor_calendar_link field.

Step 2.4 — Apply the Tag

Add the tag calendar-link-sent to the contact. This triggers the calendar email automatically.

💡 What Happens Automatically

• Calendar link email sends immediately
• Daily SMS + email reminders start (until they book)
• When they book, confirmation email + SMS sends
• Pre-interview reminders send automatically
• Post-interview follow-up sends automatically

3

Monitor Progress

Mostly Automatic
Once the mentor is assigned, everything runs automatically. But you may want to check in on progress.

Check Who Hasn't Booked Yet

In DCC CRM filter contacts by: Has tag calendar-link-sent but NOT 1st interview booked. These are people who received the calendar link but haven't booked yet.

Check Upcoming Interviews

Go to Calendars in DCC CRM to see all upcoming mentor interviews across all mentors.

Check Post-Interview Responses

Review email replies from the post-interview follow-up email. These contain valuable feedback and indicate if the mentee wants to continue.

4

Adding New Mentors

When Needed
When you bring on a new mentor, here's how to set them up in the system.

Step 4.1 — Create Their Calendar

Go to DCC CRM → Calendars → Create Calendar. Name it "Mentor Interview - [Mentor Name]".

Step 4.2 — Send Them Setup Instructions

Send the mentor the Mentor Calendar Setup Guide so they can connect their Google or Outlook calendar.

Step 4.3 — Connect Their Calendar

Work with the mentor to sync their "DCC Mentoring" calendar with the DCC CRM calendar you created.

Step 4.4 — Save the Calendar Link

Copy the booking link for this mentor's calendar. You'll use this when assigning mentees to this mentor.

5

Daily Operations Checklist

Check for new payments (new mentees who paid)
Assign mentors to any mentees waiting (within 7 business days of payment)
Check for post-interview email replies (feedback and next steps)
Review upcoming interviews on the calendar

Quick Reference

Payment Link Location

Open Payment Links

Custom Field for Calendar

mentor_calendar_link

Tag to Trigger Calendar Email

calendar-link-sent

Tag Applied After Booking

1st interview booked

AI Assistant Phone

872-224-4322

Support Email

[email protected]

Troubleshooting

Mentee says they didn't receive emails

Check their spam folder. In DCC CRM, go to their contact profile → Activity to see if emails were sent. Verify their email address is correct.

Mentee can't find booking times

Check that the mentor has added availability to their calendar. Verify the mentor_calendar_link field is filled in correctly for that contact.

Automation didn't trigger

Check that the correct tag was applied. Go to Automations → click on the automation → check the history/logs for that contact.

SMS not sending

Verify A2P registration is complete. Check that the contact has a valid phone number with country code.

Dream Career Connection Operations Guide

Created January 2026