Integrations and Data Sync

MentorNeko is built to slot in alongside the systems your organization already runs: your HR platform or membership database stays the source of record, your members keep using their work email, and scheduling happens with the booking tools people already have. This article explains exactly how data gets in and out, how scheduling works, and how custom integrations are handled.

How Do I Get My Member Roster Into MentorNeko?

The fastest path is the CSV import at Admin > Members > Import. Your file needs at minimum an email address per member; including your internal orgMemberId is strongly recommended so re-imports match existing records even if an email address changes.

You control what happens to new members:

• Send invitations immediately, so members receive a branded invitation email as soon as the import finishes.
• Stage as provisioned, so members appear in your roster but cannot log in and do not count against your seat limit until you invite them later.

Every import writes a detailed entry to the import audit log: rows processed, members created, members updated, and any rows that errored with a description of why.

For full file requirements and identity resolution details, see Importing Members.

How Do I Keep MentorNeko in Sync With My HRIS or Membership Database?

Turn on Full Roster Sync when importing. With this option, any member currently in your roster who does not appear in the file is automatically deactivated. Upload a complete export from your HRIS or membership database on a regular schedule and MentorNeko stays synchronized with it as the source of record: joiners are added, leavers are deactivated, and nobody retains access after they leave your organization.

When Full Roster Sync is off, imports are additive: they create or update members from the file without touching anyone else.

Can Roster Sync Be Automated?

Yes. The REST Sync API lets any system that can make scheduled HTTP calls push roster updates to MentorNeko without a human uploading files.

• Authentication uses API keys, generated in Admin > Settings > API Keys.
• The payload is JSON mirroring the CSV structure, so anything you can express in a file you can send over the API.
• The same options apply: full sync or additive, send invitations or stage as provisioned.
• Rate limiting protects the endpoint, so design your integration around scheduled batch calls (nightly is typical) rather than per-record requests.

This is the right tool if you run an HRIS, an association management system, or any membership platform with a job scheduler. A nightly export-and-push job gives you hands-off roster management with the audit log as your verification trail.

How Does Scheduling Work Without a Calendar Integration?

MentorNeko does not connect to Google Calendar or Outlook. Instead, each member can add a personal booking link to their profile: a Calendly link, a Google appointment schedule, or any similar tool. Their mentoring partner uses that link to book sessions directly, and the actual calendar invitation comes from the booking tool the member already trusts.

Session tracking, reminders, and check-ins all happen inside MentorNeko via email, so the platform still knows whether sessions are happening and can nudge pairs that stall, without ever needing access to anyone's calendar.

How Do Notifications Reach Members?

Everything is email. Match introductions, session reminders, feedback requests, and engagement nudges are all sent as branded emails carrying your organization's logo and colors. There is no separate app to deploy, no chat workspace to connect, and nothing for IT to roll out: if your members have a work inbox, the platform reaches them on day one.

What About Custom Integrations?

MentorNeko does not ship a marketplace of one-click connectors. Instead, integrations are built where they are needed:

• Roster integration works today, out of the box. The REST Sync API or a scheduled CSV export with Full Roster Sync covers HRIS and membership-database synchronization, and most teams have it running in under a day. This is the integration that matters most for a mentoring platform, which is why it is standard rather than custom.
• Deeper integrations are scoped as part of your contract. A native connector to your HRIS, single sign-on against your identity provider, or any other system-to-system work requires building against your environment, with your vendor's cooperation on their side. That work cannot be built speculatively, so it is scoped during the engagement once we know which systems are involved and what access they offer.
• Chat and calendar tools are intentionally not in the loop. All notifications are delivered by branded email, which means zero workspace configuration, no admin approval cycles, and nothing for IT to roll out. Scheduling uses members' personal booking links as described above.

If your rollout has a specific integration requirement, raise it with your MentorNeko contact during scoping. Integration commitments are made in the contract, where they can be specified and delivered properly, rather than promised on a feature page.