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 an email address and a name for every member; including your internal orgMemberId is strongly recommended so re-imports match existing records even if an email address changes.

Importing is a staging step, not a sending step. New members land on your roster as Not emailed, which means MentorNeko has not contacted them and they do not count against your seat limit. A CSV import never sends email and never uses a seat. When you are ready to bring people in, use Bulk Invite on the Members page, which is where invitations and seats are actually allocated.

Staging controls who gets contacted, not who can get in. Someone on the roster can still request a login link themselves and activate their own account, so keep people off the roster entirely if they must not have access yet.

Every import writes a detailed entry to the import history: 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, members who arrived from that same source and do not appear in the file are deactivated. Upload a complete export from your HRIS or membership database on a regular schedule and MentorNeko stays synchronized with it: joiners are added, and leavers lose access.

One boundary is worth understanding before you rely on this. A sync is only authoritative over the members it currently manages, and it takes over a record the first time one of its files includes that person. So someone who has never appeared in your export is never deactivated by it, while someone who has appeared in it once is governed by it, even if an admin originally created them by hand. Ownership can also go back the other way: an admin setting a member Active from the Members page takes them out of the sync's hands until a later file names them again.

The practical reading: a sync alone is not a complete off-boarding control if you also allow self-registration, because self-registered members who never reach your export stay active until an admin deactivates them. In the other direction, anyone added by hand who does turn up in the export will be deactivated by a later file that omits them.

Because deactivation also ends the members' matches and cancels their circles, a Full Roster Sync from the admin console runs in two stages. You get a preview naming exactly who would be deactivated, and nothing is written until you confirm it. There is also a limit on how much of your roster one sync may deactivate at once, which protects you from a truncated export. Both are covered in Importing Members.

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 an API key, generated on Admin > Settings in the card titled Sync API Key (Advanced). The key is shown once, when you create it.
• The payload is JSON carrying the same roster fields as a CSV, plus a membership expiry date that the CSV path does not support.
• Full sync or additive is a flag on the request. Unlike the admin console, the API has no preview and confirm stage: a full sync sent over the API is applied directly.
• New members arrive unseated and unemailed, exactly as they do from a CSV. If you would rather the integration handle onboarding end to end, there is an organization setting in the same card to invite synced members automatically.
• 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 import history as your verification trail. The API acknowledges a valid request rather than reporting the result, so read the outcome of a run in the admin console, and check that each run appears there at all.

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.