How to build a mentorship matching form for HR programs

Build a streamlined mentorship matching experience

In HR programs, a strong mentor–mentee match can make or break onboarding, career development, or leadership pipelines. With Formaloo, you can build a dynamic matching form that collects interests, experience levels, availability, and goals, then automatically routes submissions or populates a dashboard your HR team can sort through.

This guide helps you build a mentorship intake form from scratch or using a ready-made template, add smart logic, and prepare your data for matching.

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

Why this helps

• Ensure accurate mentor–mentee pairing by collecting structured data up-front.
• Use HR-friendly logic to show only relevant questions (mentor vs mentee).
• Reduce admin workload with automatic notifications and clean data tables.
• Build repeatable matching cycles for new hires, interns, and internal upskilling programs.
  📘 Learn more: Why use workflows in Formaloo

Step 1 – Create your mentorship matching form

You can start from scratch or use a template from our Template Gallery (e.g., HR portal). You can also use Magic Create with a prompt like:

“Mentorship matching form with mentor/mentee role selection, skills, interests, experience level, availability, and goals.”

Add essential fields such as:

• Role selection: I want to be a mentor / I want to be a mentee
• Full name, email, department
• Expertise areas (multi-choice)
• Areas where help is needed (for mentees)
• Years of experience (for mentors)
• Availability (weekly hours, preferred meeting format)
• Goals for the program

💡 Tip: Make your role selector the very first field. It drives all conditional logic.
📘 Learn more: Form editor and field types

Step 2 – Add field logic to show mentor- or mentee-specific questions

Use conditional logic to keep the form simple for each participant.

Examples:

• If role = Mentor → Show expertise, experience, availability, mentorship history.
• If role = Mentee → Show goals, skills to develop, desired mentor attributes.

Steps:

1. Open your form → Advanced Logic.
2. Select Field Logic.
3. Add rules to show/hide fields based on role selection.

💡 Tip: Keep mentor and mentee sections grouped into pages for easier navigation.
📘 Learn more: Show or hide fields based on user responses

Step 3 – Automate follow-up emails using On Submit logic

After submission, you may want to:

• Send a confirmation email to the participant.
• Notify HR that a new mentor/mentee needs review.
• Tag the submission with “Mentor” or “Mentee.”

Steps:

1. Go to Advanced Logic → On Submit.
2. Add condition: If role = Mentor → Send email to HR
3. Add another: If role = Mentor → Assign to HR coordinator
4. Repeat for mentees.

💡 Tip: Include merge tags using field IDs, not variable names (e.g., @field_01).
📘 Learn more: What is On Submit logic and how it works

Step 4 – Prepare your matching dashboard (optional but recommended)

Once the form is collecting data, you can build an HR-facing dashboard:

• A table filtered by mentors
• A table filtered by mentees
• A kanban board grouped by expertise or department
• A chart showing skill distribution

💡 Tip: Use multiple filtered table instances for fast HR matching (e.g., “Mentors in Engineering”).
📘 Learn more: How to customize tables, boards, charts, and galleries

Step 5 – (Optional) Add the form into an HR portal

If your HR program runs ongoing mentorship cycles, embed the form inside an HR portal where employees can also:

• Edit their profiles
• Submit new applications
• Track past mentorship pairings or status updates

Steps:

1. Create an HR portal from scratch or template.
2. Enable Edit Mode, select the page, and embed your form.
3. Add user roles (e.g., HR Admin, Employee).

📘 Learn more: How to create a portal and manage users' access

Pro Tips

💡 Add an AI Smart Content block for personalized match suggestions.
Use an AI block on the ending page to suggest a “mentor profile type” based on responses.
📘 Learn more: Build personalized flows with logic and automation

💡 Use variable fields to calculate a ‘match readiness score’.
For example, mentors with more availability and experience can be given a higher rating.
📘 Learn more: How to calculate multiple scores using variable fields

💡 Create multiple ending pages for mentors vs. mentees.
Drive them to role-specific information next.
📘 Learn more: How to set up multiple ending pages

Real-world example

An HR team at a mid-size tech company created a mentorship matching form using Formaloo’s logic and dashboard tools. They collected areas of expertise, availability, and mentee skill goals. With filtered tables, they matched 120 employees in under 48 hours, reducing manual spreadsheet work by 80% and improving participation by showing only relevant questions to each role.

📈 See more examples: Formaloo use cases

FAQ

1. Can mentors update their availability later?

Yes, add the form to an HR portal and allow logged-in employees to edit their submissions.
❓ Learn more: Enable profile editing in portals

2. Can HR filter mentors by department or skills?

Absolutely. Tables, boards, and galleries can be filtered or duplicated to show only the data HR needs.
🔒 Learn more: Customize tables and views

3. Can I automate matching?

You can automate tagging, categorization, and notifications, but the actual match assignment remains manual.
🛠️ Learn more: Advanced logic

4. Can I collect mentor/mentee interest areas in multiple categories?

Yes, use multi-choice, dropdowns, or long text fields for better detail.
📘 Learn more: Form editor and field types

5. Can I redirect people to program resources after submission?

Yes, create ending pages or redirect URLs based on role.
📘 Learn more: Redirect users based on answers

Build your matching system with confidence

You now have everything you need to create a full mentorship matching form, automate notifications, and prepare a clean dashboard for HR review. From here, you can expand this into a full HR portal or add workflows for onboarding, training, or employee engagement.

🎉 Learn more: Expand your workflow in Formaloo

Last updated November 2025