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WF06 · Mentor-to-Mentor Transfer — Team Guide

 Audience: mentors and PGN team members. This guide explains what happens when a member moves from one mentor to another. 

Version 1.0 · Last reviewed 2026-10-12 · Content owner: Selina Genaro · Source: PGN HubSpot Workflow 6 spec

Starting a transfer

The Mentor Team changes the member's mentor in HubSpot and records:

  • the transfer date (when the change takes effect), and
  • the reason for the transfer.

If either is missing, Selina and the Mentor Team get reminders until both are filled in.

Reasons for a transfer

  • Fit (Personality/Working Style)
  • Mentor Dissatisfaction
  • Mentoring Specialty Needed
  • New Perspective (Long Tenure)

What happens automatically

  1. Introduction email: the member, the former mentor, and the new mentor receive a "virtual transfer introduction" from Desiree Santana with the effective date.
  2. Payroll notice: Payroll is told to move the mentor pay from the former mentor to the new one.
  3. Software task: Nicole Silva is assigned to reassign the member to the new mentor in ScaleIt Software.
  4. Mentor capacity: each mentor's client count updates automatically.
  5. 45-day check-in: Selina checks in 45 days after the transfer to make sure it's going well.

New mentors: what to do

  • Contact the member with the details for your Mastermind group.
  • Book your next strategy sessions with them.

FAQ

Who sets how many clients a mentor can take?
The Mentor Team sets each mentor's maximum capacity manually. The current count updates on its own.

Why didn't the introduction email go out?
Check that both the transfer date and the reason have been entered. The process doesn't continue until both are filled in.

Related: WF06 · Mentor-to-Mentor Transfer — Technical Reference. Questions or corrections? Contact the content owner listed above.