GMA Buddy System Guide
GMA Buddy System — Helping new arrivals settle in, guided by those who have done it before.
This guide explains how to use the system whether you are a Newbie looking for help or a Buddy volunteering to give it.
This guide explains how to use the system whether you are a Newbie looking for help or a Buddy volunteering to give it.
Who is involved?
| Role | Who they are |
|---|---|
| Newbie | A GMA member who has recently joined a university abroad or migrated, or is about to do so, and would like help settling in. |
| Buddy | A GMA member who already studies in that university, or lives in the same city, and volunteers their time to help. Buddies are unpaid and can help up to 3 Newbies at a time. |
ⓘ One user, two roles.
You can be a Buddy for others in your city while also being matched with your own Buddy elsewhere.
Both roles appear simultaneously on your Status page.
For Newbies — how to find a Buddy
Step 1 — Submit your details and find a Buddy
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Visit Request a Buddy and fill in your destination city, country, arrival date, and university details.
Tick the acknowledgement checkbox and click Show available buddies.
Returning to this page? What you see depends on your current state:
Returning to this page? What you see depends on your current state:
- No active request (first time, or after withdrawal): the form is shown pre-filled with your last details — update anything that has changed.
- Pending request (no buddy selected yet): your saved details are shown as a read-only summary. Click Find available buddies to search, or go to Stop Buddying to update your details or withdraw.
- Awaiting buddy response: your saved details are shown as a read-only summary. You cannot search until the buddy responds. Go to Stop Buddying to withdraw and start over.
Step 2 — Select a Buddy (or save without one)
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If Buddies are available in your city, their cards are shown — select one and send your request.
They are notified by email and the request appears on their Status page.
If no Buddies are available yet, or none match your needs, you can save your request without selecting one. The GMA team will assist, and you will be notified when a Buddy becomes available.
If no Buddies are available yet, or none match your needs, you can save your request without selecting one. The GMA team will assist, and you will be notified when a Buddy becomes available.
Only one request at a time.
You can only have one open request at a time.
While waiting for a Buddy to respond, you cannot change your details or switch to a different Buddy —
go to Stop Buddying to withdraw first, then re-submit.
The Save my request without selecting a buddy option on Step 2 is only shown when you do not already have a pending request. If you already have one saved, use the Find available buddies button instead.
The Save my request without selecting a buddy option on Step 2 is only shown when you do not already have a pending request. If you already have one saved, use the Find available buddies button instead.
Step 3 — Wait for acceptance
3
The Buddy will accept or decline from their Status page or via the email link.
You will receive an email notification either way.
If they decline, return to Request a Buddy to choose another.
Step 4 — You are matched!
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Once accepted, both of you receive each other's full contact details by email.
Your Buddy's details are also visible on your My Buddy Status page.
Use the Status page to accept or decline any future offers — not the Request page.
When you no longer need help
Visit Stop Buddying to release your buddy or withdraw a pending request. Your Buddy will be notified by email. You can re-request at any time.
For Buddies — how to help a Newbie
Step 1 — Set up your profile
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Visit Become a Buddy and enter your city, country, mobile number, and university details.
Select the areas you can help with and optionally add a short bio.
Tick the acknowledgement checkbox — you are volunteering freely and can pause or withdraw at any time.
Note: you can help up to 3 Newbies at a time.
Returning to this page? What you see depends on your current state:
Returning to this page? What you see depends on your current state:
- Slots available: your profile is shown as a read-only summary. Click Find available newbies in [city] to search and offer your help. Use the Pause button to temporarily pause your availability.
- At full capacity (3/3): your profile is shown as a read-only summary, no search available. Release a newbie from Stop Buddying to free a slot.
- Paused: your profile is shown as a read-only summary. Use the Resume button before searching for newbies.
Step 2 — Offer your help or respond to a request
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After setting up your profile, visit your My Buddy Status page.
If there are unmatched Newbies in your city, their cards appear there.
You can proactively offer to help one — they are notified by email and on their Status page.
If a Newbie has already sent you a request, it also appears prominently on your Status page with Accept and Decline buttons.
You can have one pending offer at a time. Newbies you have already offered to appear greyed out.
You can offer to a different Newbie while waiting — whoever accepts first is assigned.
Step 3 — Accept or decline
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Accept or decline directly from your Status page, or via the link in your notification email.
Both work equally — the email is a convenience notification only.
If you decline, you will be asked for an optional reason.
Pausing your availability
Life gets busy. You can pause your availability at any time from your Become a Buddy page — use the Pause button there. When you pause, any current Newbies and any pending requests from Newbies awaiting your approval are returned to the waiting list. Your profile is kept intact; one click resumes when you are ready. While paused, searching for new Newbies is not available — resume first.
Stepping back permanently
Visit Stop Buddying to leave the Buddy pool entirely. Any current Newbies will be notified. Your GMA account and membership are unaffected. You are always welcome to become a buddy again in the future.
Your central hub — My Buddy Status
The My Buddy Status page is your response hub — it shows what is happening and lets you respond to actions others have taken. Log in and visit it to:
- See your current match partner and their full contact details (name, email, mobile, university, city)
- Accept or decline a Buddy request sent to you (Buddy role) — directly on the page, no email link needed
- Accept or decline a Buddy offer made to you (Newbie role) — directly on the page
- See all unmatched Newbies in your city (Buddy view) and offer your help proactively
- See the status of your current request and clear links to the right pages for each action
📩 No email? No problem.
Every pending request and offer always appears on your Status page — even if the notification email went to your spam folder.
When you accept via the Status page the match is confirmed immediately.
ℹ Which page does what?
- Request a Buddy — find and select a Buddy (or save a request for later matching)
- Become a Buddy — set up or update your profile; pause or resume your availability
- My Buddy Status — see what is happening; accept or decline incoming requests and offers
- Stop Buddying — withdraw a request, release your Buddy, or stop being a Buddy
Quick reference — pages on the website
| Page | What it does |
|---|---|
| Request a Buddy | Submit a new buddy request. Previous details are pre-filled for convenience. |
| Become a Buddy | Set up or update your Buddy profile. Pause or resume your availability. The starting point for anyone who wants to volunteer as a Buddy. |
| My Buddy Status | Your response hub. Accept or decline requests/offers. See current match contact details. Buddies can offer to Newbies in their city. Clear links guide you to the right page for every other action. |
| Stop Buddying | Withdraw a pending request, release your current Buddy, or leave the Buddy pool entirely. Use this page whenever you want to end or exit something. |
Good to know
- All volunteer. Buddies are unpaid. Please be respectful of their time and availability.
- Privacy matters. Do not share information about your Buddy or Newbie with anyone without their consent. This is part of the acknowledgement you tick when signing up or requesting.
- Flexible. Buddies can pause or withdraw at any time. If this happens you will be notified and the GMA team will help you find a new Buddy.
- Admin assigns too. If no Buddy is immediately available, the GMA team can manually match you and will notify both parties.
- Multiple matches possible. A Buddy can help up to 3 Newbies simultaneously. If all Buddies in your city are at capacity, your request is saved and the GMA team will assist.
- Staying in touch. Once matched, how you communicate with your Buddy or Newbie is up to you — use the contact details shared by email and on your Status page.
⚠ Questions or problems?
Contact the GMA support team at
support@globalmentoringacademy.com