How to build a mentorship matching form for HR programs

Simplify mentor–mentee pairing with smart matching

In this guide, you’ll create a Mentorship Matching Form that helps HR teams pair employees intelligently based on shared goals, interests, and expertise.
You’ll use lookup fields, logic, and dashboards to visualize matches — all within Formaloo, without spreadsheets or manual pairing.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your mentorship registration form

From your workspace, click + New → Form, or start from a HR portal template in the gallery.
You can also use Magic Create, try this prompt:

“Mentorship registration form for mentors and mentees with matching logic based on skills, goals, and experience.”

Add key fields such as:

• Full name and email
  
  
• Role (Mentor / Mentee)
  
  
• Department or team
  
  
• Years of experience
  
  
• Skills or expertise (Multiple choice)
  
  
• Goals or learning interests
  
  
• Preferred meeting format (Virtual / In-person / Hybrid)
  
  
• Availability (Days or hours per week)
  
  

💡 Tip: Use consistent categories for Skills and Goals so matching logic works seamlessly later.

📘 Learn more: How to create a form

Step 2: Collect mentor and mentee data separately

Create two connected forms, one for Mentors and one for Mentees,if you prefer to collect more specific data for each group.
For example:

• Mentors: focus on experience, industries, and leadership areas.
  
  
• Mentees: focus on learning goals and areas they’d like support with.
  
  

Both forms should include a shared field like Department, Skill tags, or Program cohort to link submissions later.

📘 Learn more: How to connect forms with automatic data transfer

Step 3: Use logic to adapt questions

Open Settings → Logic and personalize the form experience.

Examples:

• If @role = “Mentor” → show fields for “Years of experience” and “Areas to guide.”
  
  
• If @role = “Mentee” → show “What skills would you like to develop?” and “Preferred mentor profile.”
  
  

💡 This keeps your form short and relevant to each participant’s role.

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

Step 4: calculate compatibility scores

Add a Variable field to calculate compatibility between mentors and mentees.
For instance:

(@shared_skills + @department_match + @availability_score) / 3

You can assign numeric values to certain matches (e.g., +10 for same department, +5 for shared skills).
Later, you can sort by this score in your dashboard to see best-fit pairs.

📘 Learn more: How to add and calculate scores using variable fields

Step 5: Enable automatic matching lookups

Create a Matching dashboard form that uses Lookup fields to display mentor data inside mentee submissions (or vice versa).

For example:

• Lookup mentor name, skills, and department from the mentor form.
  
  
• Use filters like same department or matching skill tags.
  
  
• Add a dropdown for HR to assign a final match manually if needed.
  
  

📘 Learn more: How to lookup the submitted data of another form

Step 6: Send confirmation emails automatically

Once a match is made, use On update logic to send personalized emails to both mentor and mentee.

Example:

If @match_status = “Confirmed” → send email to both parties with contact details and start date.

Email template:

Subject: You’ve been matched for the mentorship program!

Hi @mentor_name and @mentee_name,

You’ve been paired based on your shared goals and experience.
We’ll follow up with a calendar invite and kickoff details soon.

📘 Learn more: How to create and send custom email templates

📘 Learn more: What is on update logic and how it works

Step 7: Visualize pairs in a dashboard

Open Results → Dashboard to track registrations and pairings.
Add:

• Table view: Mentors, mentees, match status, compatibility score
  
  
• Bar chart: Participants by department or skill
  
  
• Kanban board: Match stages (New → In review → Paired → Active)
  
  

📘 Learn more: How to create a Kanban board
📘 Learn more: How to showcase charts based on form responses

Step 8: Build an HR mentorship portal

Turn your setup into an HR Mentorship Portal where admins, mentors, and mentees can log in and access relevant info.
Add pages such as:

• Join the mentorship program — main registration form
  
  
• Mentor directory — filtered table of available mentors
  
  
• My matches — filtered view for each user to see their assigned pair
  
  
• Program analytics — dashboard overview
  
  

Enable Login/Sign-up and assign roles (e.g., HR admin, Mentor, Mentee) for secure access.

📘 Learn more: How to create and assign user roles in your portal
📘 Learn more: How to let users view and edit their own data in your portal

Pro tips

• Use Memory forms for returning participants to prefill previous info.
  📘 Learn more: What are memory forms
  
  
• Send kickoff materials automatically: attach a program guide PDF once pairing is confirmed.
  📘 Learn more: How to send custom PDFs with email notifications
  
  
• Add AI Smart Content to the ending page for personalized onboarding messages.
  📘 Learn more: Create dynamic ending pages with AI Smart Content
  
  

Example scenario

An HR manager launches the Mentorship Program form and shares it with all employees.
Employees register as either Mentor or Mentee.
Logic sorts submissions automatically and assigns compatibility scores.
The HR team reviews top matches, confirms pairs, and triggers an email introducing both participants — with program materials attached automatically.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I allow mentors to accept or decline matches?
Yes, add a status field (Accept / Decline) and use On update logic to reassign declined matches automatically.

2. Can mentees see available mentors before pairing?
You can, display a read-only directory in your portal filtered by department or skill.

3. Can HR export the final matches?
Absolutely, export to Excel or Sheets for reporting.
📘 Learn more: How to export table data into Excel

Your mentorship matching system is live

You’ve built a smart, automated HR mentorship workflow that simplifies registration, pairing, and communication — all in one dashboard.
Next, expand it into a Career Development Portal with goal tracking, session feedback forms, and mentorship reports.

📘 Learn more: How to customize your portal with your brand identity

Last updated November 2025

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