How to build a training evaluation form for HR teams

Turn employee feedback into measurable learning impact

In this guide, you’ll build a training evaluation form that collects participant ratings, comments, and automatically calculates average scores. You’ll also learn how to share feedback summaries with HR and trainers for continuous improvement.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your training evaluation form

Start from your workspace and click + New → Form. You can start from scratch or select the Training Feedback Survey or Employee Feedback Survey template from the Template gallery.

Or use Magic Create, just describe what you need:

“A training evaluation form for HR that calculates satisfaction scores and emails reports to trainers.”

📘 Learn more: How to create any form using Magic Create in Formaloo

Step 2 — Add participant and session details

Include the essential fields for identifying responses:

• Participant name
  
  
• Department
  
  
• Training session title
  
  
• Trainer name
  
  
• Date of training
  
  
• Training type (In-person / Online)
  
  

💡 Tip: You can prefill these fields automatically if users are logged in or using Memory Forms.
📘 Learn more: What are Memory Forms

Step 3 — Add rating and feedback questions

Add rating fields (1–5) for each training aspect:

• Content relevance
  
  
• Trainer’s delivery
  
  
• Clarity and engagement
  
  
• Practical usefulness
  
  
• Training duration satisfaction
  
  

Also include open-ended fields for deeper insight:

• What did you find most valuable?
  
  
• What could be improved?
  
  

📘 Learn more: Form editor and field types

Step 4 — Calculate satisfaction scores automatically

Use variable fields to calculate an overall score.

Example formula:

@content = @content_rating  

@trainer = @trainer_rating  

@usefulness = @usefulness_rating  

@average_score = (@content + @trainer + @usefulness) / 3

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Show the result at the end of the form:

“Your overall satisfaction score is @average_score out of 5.”
📘 Learn more: How to add and calculate scores using variable fields

Step 5 — Add logic to personalize follow-ups

Go to Settings → Advanced logic to tailor the form dynamically:

• If average_score < 3 → Show “Please share what didn’t work well.”
  
  
• If average_score ≥ 4.5 → Show “What did you enjoy most about this session?”
  
  
• If Training type = Online → Ask “Was the virtual setup convenient?”
  
  

📘 Learn more: How to add advanced logic to your form

Step 6 — Automate feedback sharing

Open Settings → Advanced logic or Notify tab and create email templates:

• To HR: include all ratings and comments in a summary.
  
  
• To Trainer: share anonymized scores.
  
  
• To Participant: send a thank-you message with a personalized note.
  
  

Use field IDS like @training_title, @average_score, and @trainer_name.
📘 Learn more: How to create and send custom email templates

Step 7 — Generate PDF summaries for record-keeping

Automatically generate a PDF feedback report for each session that includes:

• Session details
  
  
• Average satisfaction score
  
  
• Trainer’s rating summary
  
  
• Participant comments
  
  

Attach the PDF to HR’s notification email or store it in your workspace.
📘 Learn more: How to generate custom PDFs using templates

Step 8 — Visualize results in dashboards

Go to your Results → Responses page and create a dashboard view:

• Charts: average satisfaction by trainer, session, or department.
  
  
• Kanban: group sessions by performance (Excellent / Good / Needs improvement).
  
  
• Table view: filter by date or score for detailed analysis.
  📘 Learn more: How to showcase charts based on form responses
  
  

Step 9 — Build an HR feedback portal

Create an HR Training Portal from your workspace and add pages for:

• Active training sessions
  
  
• All feedback results
  
  
• Trainer performance dashboard
  
  

Set visibility so HR can see all results while trainers only view their session data.
📘 Learn more: How to create a portal and manage users’ access

Step 10 — Analyze trends with AI

Use AI Analyze to summarize text feedback automatically:

• “Top improvement suggestions.”
  
  
• “Most appreciated aspects of training.”
  
  
• “Average trainer score by quarter.”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Add conditional thank-you pages based on feedback score (e.g., “We’ll reach out soon!” for low ratings).
  
  
• Use linked rows to connect evaluations to your Employee Directory or Training Schedule.
  
  
• Set on-update logic to notify HR when low-rated sessions need follow-up.
  📘 Learn more: What are linked rows and how to use them
  
  

Example scenario

After a leadership workshop, participants rate the session. The form calculates an average score of 4.6 and sends a thank-you email to attendees. HR automatically receives a PDF report, and the session appears in the dashboard as “Excellent.” AI Analyze summarizes key themes like “interactive” and “practical examples.”
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I make responses anonymous?
   Yes, simply hide name and email fields or mark them as optional.
2. Can I filter feedback by trainer or department?
   Yes, use filters in your Responses table or create separate dashboards for each category.
3. Can I export results to share offline?
   Absolutely, export results to Excel or PDF anytime.
   📘 Learn more: How to export table data into Excel

Your HR evaluation form is ready, measure every training’s impact

You’ve built a data-driven evaluation system that transforms employee feedback into clear insights. Keep refining it with logic, automation, and AI summaries to continuously improve your organization’s learning experience.
📘 Learn more: How to personalize ending pages and email notifications with AI

Last updated October 2025

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