How do I run a one on one (1:1) session via the HR platform

The Running a 1:1 Session feature allows you to create a scheduled one-on-one with your employees, including the ability to create pre-set and ad hoc talking points. There are also note-taking and commenting features, allowing you and your employees to record the conversation that takes place. You can also edit a 1:1 if the details need updating or remove an entry if you added it in error.

Please refer to the Further information section of this article to read about the following:

  • Manager-employee 1:1s when the manager changes.
  • Editing all recurrent 1:1s vs editing just one session.

Helpful Hint

The HR platform does not limit 1:1's to just the employee's primary manager, allowing anyone in your business to host a 1:1 with any employee. A good example of where this could apply is when one employee is mentoring another and needs to provide regular feedback.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

  Interactive learning

Click here for an interactive demo

Getting started

Create a one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu. 
  3. Click the Create a 1:1 button.
    screenshot of the one one one page, highlighting the create a one on one button.jpg
  4. Complete the following fields:
    • Who would you like to set up a 1:1 with?
    • Meeting Title.
    • Date.
    • Time.
    • Frequency:
      • Does not repeat.
      • Weekly.
      • Fortnightly.
      • Monthly.
      • Quarterly.
      • Half-yearly.
      • Yearly.
    • Show employees OKRs in 1:1.
  5. In the Meeting Agenda section, you can either:
    • Use a pre-built template:
      1. Click the Use a Template button.
      2. Select your pre-built template.
      3. Click the Append button.
    • Add specific talking points.
      1. Click the Add New Talking Point button.
      2. Enter your question.
  6. Click the Send Email Invite button.
    screenshot of the create one one one page, highlighting the send email invite button.jpg
  7. Click the Got It button.
    screenshot of the email notice popup, highlighting the got it button.jpg

Daily actitvies

Add a one-on-one comment
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 that needs a reply.
    screenshot of the one one one page, highlighting a one on one.jpg
  4. Click the down arrow button for the point you need.
  5. Write your comment.
  6. Click the Save button.

    Helpful Hint

    Not sure what to write? If you are on our Platnium HR Plan you can type a few points in, then click   to have our AI help you generate a draft message. You can edit it before submitting. 

    screenshot of the one on one page, highlighting the arrow and save buttons.jpg
Add a one-on-one reply
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 that needs a reply.
    imghaha
  4. Click the down arrow button for the point you need.
  5. Click the Add a Reply button for the comment you need.
  6. Write your reply.
  7. Click the Save button.

    Helpful Hint

    Not sure what to write? If you are on our Platnium HR Plan you can type a few points in, then click   to have our AI help you generate a draft message. You can edit it before submitting. 

    screenshot of the one on one page, highlighting the add a reply and save buttons.jpg
Add shared notes to a one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 that needs a shared note.
    imghaha
  4. Write your notes.
  5. Click the Save button.

    Helpful Hint

    Not sure what to write? If you are on our Platnium HR Plan you can type a few points in, then click   to have our AI help you generate a draft message. You can edit it before submitting. 

    screenshot showing the shared notes section, highlighting the save button.jpg
Add attachments to a one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 that needs a shared note.
    imghaha
  4. Write your notes.
  5. Click the.
End a one-on-one session

Warning

Once you pass the date of the 1:1, the platform will auto-close the session. It will also generate a new 1:1 if you have set up a recurring cycle. 

  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 you need to end.
    imghaha
  4. Click the End Session button.
    img
  5. Click the Got It button.
    img
Reload a one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 you need to reload.
    imghaha
  4. Click the   Reload button.
    img
Cancel a one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 you need to cancel.
    imghaha
  4. Click the   Cancel button.
    img
  5. Enter your reason for cancelling the 1:1.
  6. Click the Confirm button.
View OKRs attached to a one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 you need.
    imghaha
  4. Click the.
View a completed one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 you need to view.
    img

Editing data

Edit a one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the Edit button for the 1:1 you need.
  4. Make the required changes.
  5. Click the Save button.

    Helpful Hint

    If this 1:1 is set up as a single session, clicking the Save button if your last step. If the 1:1 is recurring, please complete the next steps.

  6. Choose whether to apply these changes to:
    • Following sessions.
    • Current and following sessions.
  7. Click the Submit button.
    img
Re-schedule a one-on-one
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 you need to reschedule.
    imghaha
  4. Click the   Reschedule button.
    img
  5. Enter the new date and time.
  6. Click the Reschedule button.
    img
Edit a one-on-one comment
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 that needs a comment edited.
    imghaha
  4. Click the down arrow button.
  5. Click the ellipsis or three dots button for the comment you want to edit.
  6. Click the   Edit button.
  7. Make the required changes.
  8. Click the Save button.
    img
Edit a one-on-one reply
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 that needs a reply edited.
    imghaha
  4. Click the down arrow button.
  5. Click the Reply button.
  6. Click the ellipsis or three dots button for the reply you want to edit.
  7. Click the   Edit button.
  8. Make the required changes.
  9. Click the Save button.
    img
Edit a one-on-one note
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s menu.
  3. Click the 1:1 that needs a note edited.
    imghaha
  4. Make the required changes to the note.
  5. Click the Save button.
    img

Removing data

Archive a one-on-one

Important

You can only archive a one-on-one (1:1) if you were the user that created it and there were active sessions run with a user.

  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the Edit button for the 1:1 you need to archive.
  4. Click the   Archive 1:1 button.
    img
  5. Click the Archive button.
    img
Delete a one-on-one

Important

You can only delete a one-on-one (1:1) if you were the user that created it and that has had no active sessions run with any user.

  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 you need to delete.
    imghaha
  4. Click the   Delete 1:1 button.
    img
  5. Click the Delete button.
    img
Delete a one-on-one comment
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 that needs a comment deleted.
    imghaha
  4. Click the down arrow button.
  5. Click the ellipsis or three dots button for the comment you want to delete.
  6. Click the   Delete button.
    img
  7. Click the Delete button.
    img
Delete a one-on-one reply
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the 1:1 that needs a reply deleted.
    imghaha
  4. Click the down arrow button.
  5. Click the Reply button.
  6. Click the ellipsis or three dots button for the reply you want to delete.
  7. Click the   Delete button.
    img
  8. Click the Delete button.
    img

Further information

Manager-employee 1:1s when the manager changes

1:1s are private between the two parties involved, with no restrictions based on management lines. Therefore, if you change an employee's manager, then you need to create a new 1:1 session between the two new parties, with the new manager unable to access any previous 1:1 sessions.

Editing all recurrent 1:1s vs editing just one session

When you click the Edit button within the Action column, you will open an editing page that lets you update the supporting template for all planned and scheduled 1:1s. With the option of applying the changes to your following sessions. Following sessions means the next one-on-one after the current scheduled event.

However, if you click the title of a current or next planned session, this will give you the ability to edit this coming meeting only. It will not change the template of the sessions scheduled following this one-on-one.

I need to organise a meeting between two people other than myself. I have admin access. Can I do this through a 1:1?

Our 1:1 sessions are designed to be private between the two individuals involved, and as an Admin you will find you are not able to view the content of these 1:1s or set up the meeting. While you can track who has completed a 1:1 Sessions through the 1:1 Report, the meeting information remains accessible only to the two meeting parties.

An option to consider would be to assign and create a task, for the manager to create a 1:1. However, as an Admin, you will not be able to view the comments.

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