Managing Relationships

Relationships are the core of Matchpal, representing the connection between a student and their matched provider. This guide covers how to manage relationships from proposal through completion.

What is a Relationship?

A relationship in Matchpal represents:

  • A pairing between one student and one provider
  • A specific service type (tutoring or advising)
  • A grant allocation for hours/sessions
  • The complete history of their interactions

Students can have multiple relationships (e.g., one for tutoring, one for advising, or with different providers over time).

Relationship Lifecycle

Relationships progress through distinct stages:

Proposed

  • Created by the matching algorithm or admin
  • Waiting for provider to respond
  • Student has been notified of the match
  • Grant hold placed on student's balance

Paired

  • Provider accepted the proposal
  • Active working relationship
  • Sessions can be logged
  • Grant being consumed

Completed

  • Relationship ended successfully
  • All sessions finished
  • Grant usage finalized
  • Historical record preserved

Declined

  • Provider declined the proposal
  • Student notified
  • Grant hold released
  • May trigger re-matching

Cancelled

  • Relationship ended before completion
  • Initiated by admin, student, or provider
  • Grant hold released for unused portion

Viewing Relationships

Access the relationship list from main navigation:

List View

Displays all relationships with:

  • Student name
  • Provider name
  • Service type
  • Current status
  • Sessions completed
  • Created date

Filtering

Filter relationships by:

  • Status - Proposed, Paired, Completed, etc.
  • Service Type - Tutoring or Advising
  • Date Range - Created or updated within period
  • Provider - Specific provider's relationships
  • Student - Specific student's relationships

Searching

Search by student name, provider name, or relationship ID.

Relationship Details

Click any relationship to see full details:

Overview Tab

  • Current status and history
  • Student and provider information
  • Service type and start date
  • Grant allocation and usage

Sessions Tab

  • List of all logged sessions
  • Session dates, durations, and notes
  • Total hours completed
  • Remaining hours

Revisions Tab (if applicable)

  • Document review requests
  • Revision history
  • Feedback and comments

Activity Tab

  • Timeline of all actions
  • Status changes
  • Communications sent
  • Admin notes

Common Admin Actions

Reviewing Proposed Matches

When new relationships are proposed:

  1. Navigate to "Proposed" filter
  2. Review match details
  3. Check matching score and rationale
  4. Verify grant allocation
  5. No action needed if appropriate—wait for provider response

Expediting Provider Response

If a provider hasn't responded:

  1. Open the relationship
  2. Click "Send Reminder"
  3. Or contact provider directly
  4. Consider reassignment if no response

Reassigning a Relationship

To move a student to a different provider:

  1. Open the relationship
  2. Click "Reassign"
  3. Select new provider from available matches
  4. Add reason for reassignment
  5. New proposal sent to selected provider
  6. Original relationship marked as declined

Manually Creating a Relationship

To bypass matching and create directly:

  1. Click "New Relationship"
  2. Select student
  3. Select provider
  4. Choose service type
  5. Set grant allocation
  6. Relationship created in "Proposed" status

Completing a Relationship

When services are finished:

  1. Open the relationship
  2. Verify all sessions are logged
  3. Click "Complete Relationship"
  4. Add completion notes
  5. Relationship moves to "Completed"
  6. Remaining grant released

Cancelling a Relationship

If relationship needs to end early:

  1. Open the relationship
  2. Click "Cancel Relationship"
  3. Select reason from options
  4. Add notes for context
  5. Relationship moves to "Cancelled"
  6. Unused grant released

Grant Management in Relationships

Each relationship has an associated grant allocation:

Initial Allocation

  • Set when relationship is created
  • Creates a "hold" on student's grant balance
  • Ensures hours are reserved for this provider

Usage Tracking

  • Sessions deduct from the allocation
  • Dashboard shows used vs. remaining
  • Alerts when running low

Adjusting Allocation

  1. Open the relationship
  2. Navigate to "Grant" section
  3. Click "Adjust Allocation"
  4. Increase or decrease hours
  5. Requires sufficient student grant balance

See Grants & Packages for detailed grant information.

Handling Issues

Student Reports Problem

  1. Review relationship history
  2. Contact both parties
  3. Document the issue
  4. Options:
    • Mediate and continue
    • Reassign to new provider
    • Cancel with appropriate refund

Provider Reports Problem

  1. Review relationship history
  2. Contact both parties
  3. Document the issue
  4. Options:
    • Mediate and continue
    • Allow provider to decline
    • Cancel relationship

Non-Responsive Party

  1. Send reminder communications
  2. Check contact information
  3. Allow reasonable time
  4. Cancel if no resolution

Bulk Operations

For multiple relationships:

  1. Select relationships using checkboxes
  2. Choose from "Bulk Actions":
    • Send reminder emails
    • Export data
    • Change status (limited options)

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