SKILLCIRCLE · INTERNAL STANDARD OPERATING PROCEDURE (SOP) Internal Employee SOP (Confidential)

Standard Operating Procedure (SOP): Planning, Promoting & Executing Mentor Hours / Masterclasses

Effective Date 23 October 2026

Applicable To All SkillCircle Campuses & Central Teams

Departments Mentor Hour / Masterclass Owner, CMT / Community Team, Marketing, Website / Tech Team, Counselling & Admissions, Academics & Management

Prerequisite #1

Mentor Email Confirmation

Written confirmation by the mentor over email is a must before any work begins.

Prerequisite #2

4 Intake Assets Over Email

Mentor Hour Topic, Mentor's Pictures, 100–200 Word Outcome Summary & LinkedIn Profile.

Website & Promotion SLA

2 Days Web + 7 Days Marketing

2 days to set up the live website page + 7 full days to market (minimum 9 days total lead time).

Show-Up & Post-Session Mandate

500+ Live Participants

Owned by Mentor Hour Manager + Mandatory Feedback Survey + Marketing & Revenue Outcome Report.

1. Objective & Guiding Principle

This Standard Operating Procedure (SOP) establishes a strict, end-to-end process for initiating, building on the website, promoting, executing, and measuring every SkillCircle Mentor Hour and Masterclass across all campuses and programmes.

Specifically, this SOP enforces non-negotiable operational standards across six core pillars:

Written Mentor Confirmation Over Email: Ensuring every external or internal mentor formally confirms their session date, time, and topic over email prior to initiation.
Complete Email Handover Package: Sharing all required assets over email in a single structured submission (Mentor Hour topic, mentor's pictures, 100–200 word outcome of the Mentor Hour, and mentor's LinkedIn profile).
Website Page Setup SLA (2 Working Days): Providing the Website / Tech Team a dedicated 2-day (48-hour) window to build, test, and publish the live registration page on skillcircle.in.
Marketing & Promotion Window (7 Full Days): Guaranteeing a minimum 7-day marketing runway after the website page goes live.
Direct Ownership of 500+ Live Attendance: Making the person managing the Mentor Hour directly accountable for driving promotions and ensuring a minimum of 500 participants show up live.
Post-Session Feedback, Marketing & Revenue Outcomes: Conducting a mandatory participant feedback survey and delivering a documented Marketing Outcome and Revenue Outcome report after every session.

Our guiding principle: No Mentor Hour may be announced or scheduled on an ad-hoc turnaround without written mentor email confirmation, a complete intake email package, a 2-day website setup window, and a full 7-day promotion window. Every session must be driven to at least 500 live participants and measured on concrete feedback, marketing, and revenue outcomes.

2. Mandatory Mentor Confirmation & Email Intake Package (Day T−9 or Earlier)

Rule 1 Written Email Confirmation by Mentor is a Must

Before any landing page request, creative design, or student announcement is initiated, email confirmation by the mentor over email is mandatory:

Verbal commitments, phone calls, or informal WhatsApp messages are not accepted as official confirmation.
The mentor must explicitly confirm the session date, start/end time (IST), session topic, and availability over email.
The Mentor Hour Manager must attach or forward the mentor's confirmation email when submitting the initiation request to the Website and Marketing teams.

Rule 2 Share All Mentor Hour Details Over One Official Email

To initiate website setup and marketing, the person managing the Mentor Hour must share all details over an email containing all four mandatory intake assets:

Mentor Hour Topic: Exact title of the Mentor Hour / Masterclass, compelling subtitle or hook, and target vertical (e.g., Digital Marketing, Data Science, Data Analytics, AI & Automation, UI/UX, Product Management, or Career Growth).
Mentor's Pictures: Minimum 2 high-resolution, professional headshots/photos of the mentor (clear background, suitable for the website landing page hero section and social media creatives).
Details — Outcome of the Mentor Hour (100–200 Words): A well-structured 100–200 word overview detailing what the Mentor Hour covers, practical tools/frameworks demonstrated, key takeaways, and the tangible learning or career outcome participants will walk away with.
Mentor's LinkedIn Profile: Verified LinkedIn profile URL of the mentor, along with their current designation, company/brand name, total years of industry experience, and notable achievements.

Additional Mandatory Logistics in the Intake Email: Confirmed session date, start and end time (IST), target audience category (enrolled students across campuses, external prospects/leads, or open masterclass), and Zoom webinar / live streaming link details.

Ready-to-Copy Handover Email Template (Send at Least 9 Days Before Session)

Subject: [Mentor Hour Initiation] <Mentor Hour Topic> — <Mentor Name> | <Session Date & Time>

Hi Website, Marketing & Operations Teams,

Please find below the complete initiation package and attached written email confirmation from the mentor for our upcoming SkillCircle Mentor Hour / Masterclass:

1. Mentor Written Email Confirmation:
   - Status: Confirmed over email (attached / forwarded below)
   - Session Date & Time (IST): <DD Month YYYY, HH:MM PM – HH:MM PM IST>
   - Mentor Hour Manager (Single Point of Contact): <Your Name, Phone & Campus/Team>

2. Mentor Hour Topic:
   - Main Title: <Insert Topic Title>
   - Subtitle / Core Hook: <Insert 1-Line Hook>
   - Domain / Vertical: <Digital Marketing / Data Science / AI / Career Growth / etc.>

3. Mentor's Pictures:
   - Attached: <2 High-Resolution Professional Photos attached to this email>

4. Details — Outcome of the Mentor Hour (100–200 Words):
   <Insert 100–200 word summary explaining what the session is about, the practical frameworks/tools covered, and the exact skills/outcomes attendees will gain by attending live.>

5. Mentor's LinkedIn Profile & Credentials:
   - LinkedIn Profile URL: <https://www.linkedin.com/in/...>
   - Current Designation & Company: <Role, Company Name>
   - Experience & Highlights: <X+ Years Experience / Key Brands Worked With>

6. Target Attendance & Tracking Plan:
   - Target Live Attendance: Minimum 500+ Live Participants (Target Registrations: 1,200+)
   - Post-Session Survey & Outcome Report Owner: <Mentor Hour Manager Name>

3. Mandatory Timeline & Lead-Time SLA (2 Days Website Setup + 7 Days Marketing)

Every Mentor Hour requires a minimum total lead time of 9 days from the moment the complete email intake package is submitted until the live session date. No step may be compressed or skipped:

Phase 1: Email Handover (Day T−9 or Earlier)

Mentor confirms participation over email.
Mentor Hour Manager sends the complete handover email containing the Mentor Hour Topic, Mentor's Pictures, 100–200 Word Outcome Summary, and Mentor's LinkedIn Profile.
The 2-day website SLA clock starts only after all four assets and the mentor's email confirmation are received.

Gate 1 Rule: Incomplete emails (missing photos, missing LinkedIn link, or one-line descriptions under 100 words) will be returned and will pause the timeline.

Phase 2: Website Page Live Setup (2 Full Days — T−9 to T−7)

It needs 2 days to set up a page live on the website (skillcircle.in).
The Website / Tech Team designs, builds, tests, and publishes the dedicated registration landing page within 48 working hours.
Landing page includes mentor profile & LinkedIn verification, 100–200 word session outcome, date/time banner, lead-capture registration form, and instant WhatsApp community redirect.

No same-day or emergency overnight website page requests will be accepted.

Phase 3: Marketing & Promotion Window (7 Full Days — T−7 to Session Day)

It needs 7 days to market Mentor Hours once the website landing page is live.
Full 7-day multi-channel promotion across student batches, WhatsApp groups, social media, email blasts, LinkedIn, and counselling pipelines.
Daily registration tracking against the 1,000–1,500+ registration target required to hit 500+ live attendees.

Mandatory Reschedule Rule: If website launch is delayed due to late submission of mentor details, the Mentor Hour date must be shifted forward so the full 7-day marketing window is preserved.

4. Role & Ownership of the Mentor Hour Manager (Promotion & 500+ Show-Up Mandate)

Core Accountability Rule: It is the direct duty of the person managing the Mentor Hour to promote the session, coordinate across teams and campuses, make sure people show up live, and deliver a minimum of 500 participants.

The Mentor Hour Manager cannot treat marketing or attendance as someone else's responsibility after sending the initiation email. The Mentor Hour Manager is the single point of ownership for executing the following promotion and show-up playbook:

Working Backward for 500+ Live Participants: Because industry-standard live webinar show-up rates are 35%–50%, the Mentor Hour Manager must drive at least 1,000 to 1,500+ verified registrations during the 7-day marketing window to guarantee 500+ live attendees.
All-Campus & Edmingle LMS Mobilization: Coordinate with CMT and Campus Managers across all 15+ SkillCircle centres to announce the Mentor Hour in every active batch, Edmingle LMS noticeboard, and official campus WhatsApp group.
Social Media, Email & Mentor Cross-Promotion: Ensure promotional creatives, reels/stories, Brevo email campaigns, and LinkedIn event posts go live on Day T−7, and coordinate with the mentor to share/repost the official announcement on their LinkedIn profile.
Counselling & Prospect Pipeline Outreach: Share the live registration page with the Counselling & Admissions team so warm leads, demo attendees, and prospective students are invited as a value-add masterclass.
Structured Show-Up Reminder Cadence (Preventing Drop-Offs):
- Immediate (Upon Registration): Automated confirmation message + calendar invite + join link to the dedicated WhatsApp event group.
- T−3 Days: Value teaser message highlighting the 100–200 word session outcome and mentor's LinkedIn credentials.
- T−1 Day (24 Hours Prior): Full session agenda, preparation checklist, and joining instructions.
- T−3 Hours & T−15 Minutes (Session Day): High-urgency WhatsApp, SMS/email, and CMT batch broadcasts with the direct joining link ("Starting in 15 minutes — join live now").
T−3 Days Escalation Checkpoint: If total registrations are below 600 by Day T−3, the Mentor Hour Manager must immediately trigger an escalation call with Marketing, CMT, and Campus Managers to deploy an intensive outreach push.

5. Pre-Session Technical Dry Run & Live Session Execution

To ensure a world-class experience for 500+ live attendees, the Mentor Hour Manager must oversee both pre-session technical readiness and structured live moderation:

A. Technical Dry Run (T−24 Hours & T−30 Minutes)

Conduct a 10-minute audio, video, lighting, broadband stability, and screen-share check with the mentor at least 24 hours before the session.
Log into the Zoom / streaming room 30 minutes prior to start time with the mentor and backup co-host.
Verify that room capacity supports 500–1,000+ participants, cloud recording is enabled, chat moderation permissions are set, and the feedback survey link + QR slide are ready.

B. Live Session Flow (60–75 Minutes)

Minutes 0–5 (Host Welcome & Context): Official SkillCircle welcome, session ground rules, and introduction of the mentor's background and LinkedIn credentials.
Minutes 5–50 (Core Masterclass Delivery): Practical, outcome-driven session delivering on every promise stated in the 100–200 word outcome overview.
Minutes 50–60 (Career & Programme Bridge): Connect the topic to career pathways, upcoming SkillCircle cohorts, or 1:1 counselling for prospective learners.
Minutes 60–75 (Live Q&A + Mandatory Survey Launch): Moderated Q&A while launching the Mandatory Feedback Survey in chat before signing off.

6. Mandatory Participant Feedback Survey

A survey about the feedback of the Mentor Hour is mandatory for every session. No Mentor Hour is considered complete without collecting structured participant feedback.

In-Session Live Launch (10 Minutes Before Close): The Mentor Hour Manager must post the official Feedback Survey link in the live chat and display a scannable QR code on screen prior to the final Q&A wrap-up.
Post-Session WhatsApp & Email Follow-Up (Within 1 Hour): Send the feedback survey link to all attendees via WhatsApp and email within 60 minutes of session completion. Where participation certificates or session resource decks are offered, unlocking them should require completing the feedback survey (targeting a 60%+ response rate).
Mandatory Questions in the Feedback Survey:
- Overall Mentor Hour rating (1 to 5 scale) and Net Promoter Score (NPS).
- Mentor's subject-matter clarity, practical examples, and interaction quality.
- Confirmation of whether the promised 100–200 word session outcome was achieved.
- Written testimonial / key takeaway from the session and topics requested for upcoming Mentor Hours.
- Admissions / Revenue Intent Question (for non-students & prospects): "Would you like a free 1:1 career counselling session or demo class with SkillCircle's expert team?"

7. Mandatory Marketing Outcome & Revenue Outcome Report (Within 48–72 Hours)

Every Masterclass / Mentor Hour must produce measurable business impact. Within 48 to 72 hours after the session concludes, the Mentor Hour Manager must circulate a formal Post-Session Outcome Report over email covering both Marketing Outcomes and Revenue Outcomes:

A Marketing Outcomes (Brand, Reach, Engagement & Community Impact)

Registration & Traffic Metrics: Total website landing page views, total registrations generated, and channel-wise breakdown (WhatsApp/CMT, Social Media, Email, Counselling, Organic).
Live Show-Up Performance: Peak concurrent live attendance and total unique live attendees measured against the 500-participant minimum benchmark, plus registration-to-attendance conversion rate (%).
Survey & CSAT Metrics: Total feedback survey responses collected, average session rating (out of 5.0), and curated student testimonials/screenshots.
Repurposed Content Assets: Full HD recording archived on drive + minimum 3 to 5 short-form video reels/clips shared with the Marketing team for Instagram, YouTube Shorts, and LinkedIn distribution.
Net-New Lead Addition: Total external non-student prospects added to the SkillCircle CRM database.

B Revenue Outcomes (Lead Conversion, Admissions & Fee Realization)

Hot Lead Segmentation & Handover (Within 4 Hours Post-Session): Extract all non-enrolled attendees and survey respondents who opted in for counselling/courses and hand them over to the Counselling & Sales Head.
24-Hour Speed-to-Lead Follow-Up: Counselling team must call every hot lead within 24 working hours of the Mentor Hour while session recall is highest.
Counselling & Demo Bookings: Number of 1:1 career counselling sessions, campus visits, or demo classes booked from the Mentor Hour cohort.
Direct Revenue & Admissions Attributed: Number of new admissions enrolled, upsells/cross-sells completed, and total fee revenue collected (tracked at T+3 Days and T+7 Days).
Student Retention & Referral Impact: Engagement lift across existing batches and student referrals generated from the session.

8. Summary SLA & Accountability Matrix

Stage / Milestone	Target Timeline / SLA	Primary Owner	Mandatory Deliverable / Proof
1. Mentor Written Confirmation	T−9 Days Minimum	Mentor Hour Manager	Mentor's written confirmation over email (date, time & topic confirmed)
2. Complete Intake Details Email	T−9 Days Minimum	Mentor Hour Manager	Official email with Topic, Mentor's Pictures, 100–200 Word Outcome & LinkedIn Profile
3. Website Page Live Setup	2 Working Days (T−9 to T−7)	Website / Tech Team	Live registration page on `skillcircle.in` + tested lead form
4. Marketing & Promotion Window	7 Full Days (T−7 to T−0)	Mentor Hour Manager + Marketing & CMT	Multi-channel promotion + 1,000–1,500+ registrations + reminder cadence
5. Live Session Attendance	Session Day (T−0)	Mentor Hour Manager	Minimum 500 live participants (verified via Zoom/stream attendance log)
6. Participant Feedback Survey	In-Session + Within 1 Hour	Mentor Hour Manager / Support	Completed feedback survey responses, average rating & hot-lead opt-ins
7. Hot Lead Handover to Counselling	Within 4 Hours Post-Session	Mentor Hour Manager → Counselling	Segmented prospect & survey hot-lead sheet shared for 24-hr call follow-up
8. Marketing & Revenue Outcome Report	Within 48–72 Hours Post-Session	Mentor Hour Manager	Written email report documenting attendance, survey score, content clips & revenue/admissions

9. Non-Compliance Rules & Final Management Directive

Strictly prohibited across all SkillCircle teams:

Announcing, designing, or scheduling any Mentor Hour without prior written email confirmation from the mentor.
Requesting a website page without sharing all four mandatory items over email (Mentor Hour topic, mentor's pictures, 100–200 word outcome summary, and mentor's LinkedIn profile) or demanding website launch in less than 2 days.
Launching or conducting a Mentor Hour with less than 7 full days of marketing and promotion.
Treating promotion and attendance as another department's job — it is the explicit duty of the person managing the Mentor Hour to promote the session, ensure people show up, and achieve the minimum 500-participant requirement.
Closing a Mentor Hour without running the participant feedback survey and submitting the post-session Marketing Outcome or Revenue Outcome report.

Every Mentor Hour represents SkillCircle's academic quality, industry network, and brand standards. Disciplined planning—2 days for website setup, 7 days for marketing, 500+ live attendees, mandatory participant feedback, and clear marketing/revenue accountability—is mandatory for every session without exception.

"A Mentor Hour is not a checkbox activity. Every session must be planned with complete mentor confirmation and assets over email, promoted for a full 7 days, attended by 500+ learners, validated through participant feedback, and measured by tangible marketing and revenue outcomes."

Approved by:

Shivam Ahuja

Founder & CEO, SkillCircle

Mandatory Compliance · All Campuses & Central Teams