Mentor-Mentee Matching Template

Matching Criteria Overview

Establish clear and consistent criteria to guide the pairing process. These criteria can be prioritized based on program goals, participant demographics, and organizational values.

Types of Matching Approaches

There’s no one-size-fits-all approach. Programs may select from the following methods based on scale, resources, and desired outcomes.

Step-by-Step Matching Process

Use this step-by-step process to guide structured, equitable, and goal-aligned mentor-mentee pairings:

Sample Matching Rubric

Matching Template (Fillable Table)

Use this table to document your matches, criteria used, and evaluation notes.

Replicate rows as needed.

Inclusive Matching: Supporting Diversity, Equity, and Inclusion

Ensure the matching process supports diversity, equity, and inclusion:

• Offer opt-in identity-based matching for shared lived experiences.
• Anonymize profiles during matching to minimize bias.
• Match based on preferred communication methods and accessibility needs.
• Align availability across time zones and schedules.
• Balance demographic diversity while respecting comfort levels.
• Recognize intersectionality in participant identities.
• Provide cultural competency resources for mentors and mentees.
• Encourage open dialogue about goals and boundaries.
• Track equity outcomes to identify participation gaps.
• Allow easy re-matching when needed.
• Adjust criteria weightings to support DEI goals.
• Support affinity group or ERG-based matching options.

Mid-Program Matching Evaluation

Checking in mid-way through the program helps identify successful matches and address challenges early.

Discussion Prompts (Mid-Program Check-In)

• Is the mentor-mentee communication regular and productive?

• Are both parties consistently showing up and engaging in meaningful dialogue?
• Has a preferred cadence (weekly, bi-weekly, monthly) been established and maintained?
• Are conversations goal-oriented, or drifting off-topic?

• Are expectations aligned between both parties?

• Did the mentor and mentee set clear goals and boundaries at the start?
• Are they both aware of and committed to the goals of the relationship?
• Is one party leading too much or too little?

• Is re-matching necessary to meet development goals?

• Are there persistent mismatches in expertise, communication styles, or availability?
• Has progress stalled due to misalignment in values, pace, or commitment?
• Could another mentor or mentee better support the participant's goals?

Final Matching Reflection

Assess the match effectiveness at the program’s conclusion to inform future cycles.

Continuous Matching Improvement

Post-program analysis is essential to evolve the matching strategy.

• Review feedback and satisfaction ratings
• Adjust matching criteria weights as needed
• Update mentor/mentee profiles based on experience
• Leverage Qooper’s analytics to refine future pairings

Conclusion

Establishing thoughtful, data-informed mentor-mentee matches is fundamental to the success of any mentorship program. Whether the goal is leadership development, onboarding, diversity and inclusion, or career advancement, effective matching lays the groundwork for purposeful, productive, and lasting mentoring relationships. By aligning participants based on shared goals, relevant expertise, and communication preferences, organizations can foster stronger engagement, accelerate learning, and increase the overall impact of their programs.

With Qooper, these efforts are further enhanced through intelligent matching algorithms, customizable criteria, and continuous monitoring. Investing in a scalable, structured matching solution not only improves individual mentorship outcomes but also supports long-term talent development and a more connected organizational culture.

You can access all of our Templates in a single location. This includes templates for mentoring programs, pulse surveys, onboarding, training resources, and other tools designed to support effective program management. Explore the full range of templates here.