Mentor Object
Audience: PGN team members who manage mentors or look up a member's mentor. This guide explains what a Mentor record is in HubSpot, how it connects to members, and what information it holds.
Version 1.0 · Last reviewed 2026-10-12 · Content owner: Selina Genaro · Source: HubSpot Mentor custom object
What is the Mentor object?
In HubSpot, every PGN mentor has their own Mentor record, separate from contact records. It's the single place to find a mentor's profile, availability, capacity, pay setup and performance.
You'll find Mentor records under CRM > Mentors. Each record is named after the mentor (the Mentor Name field).
How mentors connect to members
| Rule | What it means |
|---|---|
| One primary mentor per member | Each member (contact) has exactly one mentor linked with the Primary Mentor label. |
| Many members per mentor | A mentor can be the Primary Mentor for many members at the same time. |
| The link shows on both records | On a member's record you'll see their mentor in the Mentors card in the right-hand panel. On a Mentor record you'll see their members in the Associated contacts card, each tagged PM (Primary Mentor). |
| The label matters | Reports, lists and automations rely on the Primary Mentor label, so a mentor linked without it isn't counted as the member's mentor. |
Finding your way around a Mentor record
Left-hand panel
| Section | What you'll find |
|---|---|
| Header | The mentor's name and Mentor Email, plus quick-action buttons: Note, Email, Call, Task, Meeting and More. |
| About this Mentor | Mentor Name, Mentor Email, Date of Hire, Tenure (for example "1 year and 4 months"), Phone, and Language(s) Spoken. |
| Capacity | Max Capacity, Current Clients, Active Members, and Past Roster. Use this card to check whether a mentor can take on another member. |
Right-hand panel
| Section | What you'll find |
|---|---|
| Associated contacts | The members linked to this mentor, with a count in the heading. Each member shows its association label; PM means Primary Mentor. Click View all associated Contacts to see the full list. |
| All activities | A timeline of notes, emails, calls, tasks and meetings logged against the mentor, including when the record was created and by whom. Use the search box and the Activity and All time filters to narrow it down. |
Tip
The sidebar only shows the most-used fields. To see everything below, open the Actions menu on the About this Mentor card and choose View all properties.
All Mentor fields
Profile and contact details
| Field | What it's for |
|---|---|
| Mentor Name | The mentor's full name. This is the record's title. |
| Mentor Email · Phone | How to reach the mentor. The email is also used for transfer introduction emails. |
| Address | Residential address (for mailings and gifts). |
| Bio | A short description of the mentor. |
| Language(s) Spoken | Used when matching mentors to new members. |
| Event Availability | For example "weekends only." |
| Birthday · Allergies / Dietary Needs · Favorites / Gifting Intel | Personal details for events, recognition and gifts. |
Status and dates
| Field | What it's for |
|---|---|
| Status | Active, Paused or Offboarded. |
| Date of Hire | Required. Used for tenure and retention reporting. |
| Start Date · End Date | When the mentor was onboarded with PGN and, if applicable, offboarded. |
| Tenure · Anniversary (PGN) | How long the mentor has been with PGN, calculated from Date of Hire. |
Capacity and roster
| Field | What it's for |
|---|---|
| Max Capacity | The most members this mentor should have. The Mentor Team sets this manually. |
| Current Clients · Active Members | How many members the mentor currently has. |
| Past Roster | How many members the mentor has had in the past. |
| Client Health Rollup | Overall health of the mentor's members: Good, Fair or At Risk. |
Pay setup
| Field | What it's for |
|---|---|
| Payment Model | Per Customer, Per Session, Retainer or Revenue Share. |
| Rate · Rate Effective Date | The mentor's current rate and when it took effect. |
| Split Mentor Pay % | Used when a member's mentoring is split between two mentors. |
| Tax Classification · Payment Vendor Ref (Ramp) · Approval Path | Details Payroll and Accounting use to pay the mentor. |
Assessments and certifications
DiSC Result, Kolbe Result, Working Genius Type, Approved to Facilitate, and Facilitator Certifications. These are used for matching and for deciding who can facilitate masterminds and events.
Performance
Retention % (YTD), Revenue Growth (YoY), Cumulative Client Revenue, Mentor Matching Effectiveness, Action Plan Compliance, Attention Utilization, Response Time, Resolution Time, Avg. Session Length (from Attention AI), Sessions Delivered (mo.), Touchpoints (mo.), Software Logins (mo.), Huddles (Qtr) and Milestone Wins (Qtr).
Important rules
- Change a member's mentor through the Primary Mentor field on the member's record, never by adding or removing mentors in the right-hand panel. See WF10 · Mentor Transfer in HubSpot — Team Guide.
- Add new mentors in two places. When a mentor joins, create their Mentor record and ask the HubSpot admin to add their name to the Primary Mentor dropdown on contacts. The names must match exactly.
- Don't delete Mentor records. When a mentor leaves, set their Status to Offboarded and fill in the End Date, so their history stays intact.
- Handle personal details with care. Address, birthday, dietary needs and pay details are private. Don't copy them into notes, emails or exports.
FAQ
Where do I see all of a mentor's members?
Open the Mentor record and look at the Associated contacts card in the right-hand panel. Members tagged PM are the mentor's current primary members. Click View all associated Contacts for the full list.
A member appears without the PM label.
They're linked to the mentor but not as their primary mentor. Don't add the label by hand. If the member should belong to this mentor, change their Primary Mentor field instead (see WF10 · Mentor Transfer in HubSpot — Team Guide).
A mentor is missing from the Primary Mentor dropdown. What do I do?
Ask the HubSpot admin to add the mentor's name to the dropdown, spelled exactly as it appears on their Mentor record.
Who updates Max Capacity?
The Mentor Team sets it manually. The client counts are updated for you.
Questions or corrections? Contact the content owner listed above.