Chair Mentee Tracker

Chair Mentee Tracker is a focused progress-management tool built for dissertation coaches , consultants and doctoral chairs and mentors who juggle multiple students across long, complex projects. It replaces scattered spreadsheets, sticky notes, and email threads with a single clean dashboard that shows exactly where every mentee stands, and what needs your attention next.

Who it's for

• Dissertation and thesis coaches managing 5–50+ active clients
• Writing coaches, statistical consultants, and methodologists
• Anyone who supports long-form academic work and needs to stay on top of dozens of moving pieces

The core problem it solves

Mentoring graduate students is high-stakes, long-cycle work. A single mentee might be in your care for 12–24 months, moving through proposal, IRB, data collection, analysis, drafting, and defense, each with its own deadlines, blockers, and emotional weight. Multiply that by a full roster, and the cognitive load becomes unmanageable. Important check-ins slip. Stalled students go unnoticed. Renewal conversations get awkward because you cannot remember exactly where things stand.

Mentee Tracker fixes that by giving you one source of truth for every mentee's status, history, and next step.

What you get

• A live roster of every mentee: See all your active students at a glance including name, current stage, last contact, upcoming milestone, and a clear visual signal for who is on track, who is stalled, and who needs you today. No more digging through folders to remember where someone is.
• Stage and milestone tracking: Move students through the stages of their dissertation journey with one click. Mark milestones complete, log the date, and watch progress visualizations update automatically. Historical timelines stay intact so you and the student can see how far they have come.
• Quick edits, anywhere: Add a new student, update a stage, edit details, or mark a milestone complete from inside the student view itself. You do not have to click back out to a separate admin screen. The interface is built for the way coaches actually work: fast, in-the-moment updates between sessions.
• Alumni archive: Graduated mentees move into a dedicated alumni view so your active roster stays clean, but every record, milestone history, and private note is preserved. Great for testimonials, referrals, and follow-ups.
• Built-in billing and subscription management: Mentee Tracker is itself a subscription product, with integrated Stripe-powered billing. Upgrade, cancel, reactivate, update payment methods, and manage your plan directly from the app. There are no support tickets, no waiting.
• Secure, private, and yours: Each coach's roster is fully isolated. Authentication is handled via secure managed sign-in (email or Google). Your mentee data is never shared, never sold, and only ever visible to you. Note: Only share what your institution allows!

The bottom line

Mentee Tracker gives you back the most valuable thing you have as a coach: attention. By taking the administrative overhead off your plate, it lets you focus on the conversations and feedback that actually move your mentees forward and gives you confidence that nothing, and no one, is slipping through the cracks.

One dashboard. Every mentee. Always current.