Your caseload as a mentor
Who you are responsible for, how people arrive on your list, and exactly what being assigned lets you see.
- One list of the people you are actually responsible for — not the whole organization
- Assignment is what opens a learner's work to you, so reach is always traceable to a row
- Ending an assignment closes that reach the same moment, with the history kept
What a caseload is
Your caseload is the set of learners you are assigned to. It is deliberately not "everyone in the organization" and not "everyone in your cohort": mentoring is a named relationship, and the record of who was responsible for whom — and when — is worth as much as the mentoring itself.
How people arrive
- Direct — an admin assigns one learner to you, usually for a pilot or a role-critical path.
- Cohort — a whole cohort is assigned at once; every learner in it appears on your list, and the rows say they came in that way.
- Automatic — a rule assigns learners as they qualify.
Assigning the same learner to you twice does nothing. There can be exactly one live assignment per mentor-and-learner pair, and the database holds that shape rather than trusting the screen to prevent a second one.
What assignment opens
Being assigned is what lets you read a learner's work. The predicate that decides this is the same one roughly twenty tables already gate on, so an assignment does not open a screen — it opens the record, consistently, everywhere it is read from. There is no separate path that shows you more than the screen does.
Two things that are not granted: you cannot change a learner's progress, and you cannot mark their work complete. Completion is rolled up by the server from published lessons, and that has not changed.
Ending an assignment
An assignment ends; it is not deleted. The row keeps its start and end dates, and the reach it granted stops at once — the learner's work no longer resolves for you on the next request. Notes you wrote remain, under the visibility you wrote them with.
The cap
Your organization sets a maximum caseload. When an assignment would take you past it, the assignment is refused — you will see why, at the moment it happens. It is not silently accepted and dropped, and it is not accepted and left for someone to notice later.
Frequently asked
How does someone end up on my caseload?
Three ways, and the row records which: an admin assigns a learner to you directly; a whole cohort is assigned and every learner in it lands on your list; or a rule assigns you automatically. A learner can have only one live assignment to the same mentor at a time — assigning again changes nothing rather than creating a duplicate.
What does an assignment actually let me see?
The learner's own work: their progress, submissions, reflections, check-ins and plan. It is the database that grants this, not the interface — the same predicate that gates the screen gates every table underneath it, so there is no view of a learner you are not assigned to, anywhere, including through the API.
What happens when an assignment ends?
Your reach ends immediately — the learner's work stops resolving for you on the next request, not at the end of a session. The assignment row is kept with its end date, and the notes you wrote stay where they are, so the record of what happened survives the relationship.
Is there a limit to how many learners I can hold?
Yes. Your organization sets a caseload cap, and an assignment that would take you past it is refused at the point of assigning rather than accepted and quietly ignored. An admin can raise the cap or assign the learner to someone else.
Can I see another mentor's learners?
No. Owners, admins, enablement managers, team managers and analysts can see assignments across the organization; a mentor sees their own. This is enforced on the server: a mentor asking for the full list is answered with their own caseload, not with an error they could work around.
Related guides
How work reaches a reviewer, why you can only hold three items at once, and what escalation and SLA actually mean here.
ReadWhat you can see about one learner, which notes they can read, and why an answered question sometimes still shows.
ReadHow people are enrolled on courses, how progress is tracked, and how readiness is measured.
Read