How Do I Book A Session?

Booking a session on Vygo allows you to schedule dedicated time with a mentor to discuss topics that are important to your academic, professional, or personal development.

Before booking a session, we recommend reaching out to your mentor using Vygo's in-app messaging feature.

Having a quick conversation beforehand allows you to:

  • Confirm the mentor's availability.
  • Decide whether the session will take place online or in person.
  • Discuss the topics you would like to cover.
  • Ensure that both you and your mentor are prepared for the conversation.

Once you've agreed on a suitable date and time, you can proceed with booking your session.

Step 1: Navigate to Your Programme

Click or tap on the programme where you would like to book a session.

Programmes help organise interactions around a specific initiative or support service. Starting from the correct programme ensures that your session is linked to the appropriate scheme and that any reporting or engagement activity is recorded correctly.

Step 2: Open Your Mentor's Profile

Locate the mentor you would like to meet with and click or tap on their profile.

A mentor's profile contains useful information about their background, experience, interests, and availability. Reviewing this information can help ensure that they are the right person to support you.

Mentor profile when clicked

Before requesting a session, we recommend sending your mentor a message to discuss availability and session expectations.

While this step is optional, it often leads to a smoother experience as both parties can agree on:

  • Suitable dates and times.
  • The format of the meeting.
  • Any preparation required beforehand.
  • The topics or goals for the session.

Taking a few minutes to align expectations can help make the session more productive and valuable.

Mentor profile with option to send a message / request a session

Step 4: Request a Session

Once you have agreed on a suitable time with your mentor, click or tap the "Request Session" button.

This creates a formal booking request within the platform and allows the mentor to accept, decline, or suggest an alternative time.

Mentor profile with option to send a message / request a session

Step 5: Complete the Session Details

You will be asked to provide information about the session.

Programme

Select the programme the session relates to.

This helps keep your activity organised and ensures the session is associated with the correct mentoring initiative.

Location

Choose where the session will take place.

Options may include:

  • Online
  • On Campus
  • Another agreed location

Selecting the correct location ensures both you and your mentor have clear expectations regarding how the session will be delivered.

Session Date

Select the date for your session.

The date should reflect what was agreed with your mentor and must be set in the future.

Session Time

Choose the agreed start time.

Duration

Select how long you expect the session to last.

If you're unsure, it is generally better to slightly overestimate the duration. The mentor can adjust the final session length when completing the session record if needed.

Providing accurate details helps ensure both parties can plan their time effectively.

Location settings when booking a session
Date / Time for a session
Review settings prior to confirming

Step 6: Submit Your Request

Review all session details carefully and click "Request Session".

Submitting the request sends a notification to your mentor and places the booking into a pending state until they respond.

Step 7: Confirmation

If you receive a confirmation message from Vygo, your request has been successfully submitted.

At this stage, no session has been confirmed yet. The booking is simply awaiting a response from your mentor.

Important

Mentors have up to 16 business hours to respond to session requests between 9:00 AM and 5:00 PM (AEST).

If no action is taken within this timeframe, the request will automatically expire and be marked as declined.

Step 8: Track Your Session Request

You can monitor the status of your booking from:

  • Your Dashboard
  • Sessions → Pending

This allows you to quickly check whether the request is awaiting a response, has been accepted, or requires further action.

Confirm / Cancel / View event

Step 9: Wait for Mentor Response

Your mentor can:

  • Accept the session request.
  • Decline the session request.
  • Suggest an alternative date or time by rescheduling.

You will receive a notification once your mentor responds.

If a session is rescheduled, simply review the updated details and confirm whether the proposed time works for you.

Confirm / Cancel / View event - Mentor View

Once your session has been accepted, you're all set and can look forward to meeting with your mentor.