How do I create, manage, and run a one on one (1:1) session via the HR platform?

Available for the following HR plan: Platinum
Available for the following user access levels: Employee    , Manager    , Admin    

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.

A platform admin or owner can also create a 1:1 on behalf of other people in the organisation.

  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
  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
  7. Click the Got It button.
    screenshot of the email notice popup, highlighting the got it button
Create a one-on-one: For two other employees

Important

Platform admins and owners can set up 1:1 sessions for any two people in the company.

  1. Click the Development menu.
  2. Under Coaching, click the 1:1s submenu. 
  3. Click the Create a 1:1 dropdown button.
  4. Click the Create 1:1 for Peers.
    screenshot of the one on ones page, highlighting the create one on one dropdown and create one on one for peers buttons
  5. 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.
  6. 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.
  7. Click the Send Email Invite button.
    screenshot of the create one one one page, highlighting the send email invite button
  8. Click the Got It button.
    screenshot of the email notice popup, highlighting the got it button
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 comment.
    screenshot of the one one one page, highlighting a one on one
  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 Platinum 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
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.
    screenshot of the one one one page, highlighting a one on one
  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 Platinum 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
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.
    screenshot of the one one one page, highlighting a one on one
  4. Write your notes.
  5. Click the Save button.

    Helpful Hint

    Not sure what to write? If you are on our Platinum 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
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.
    screenshot of the one one one page, highlighting a one on one
  4. Click the Upload button.
    screenshot of the attachments section, highlighting the upload button
  5. Choose the attachment file you need.

    Helpful Hint

    You will see the file you uploaded in the Attachments section.

    screenshot of the attachments section, showing the uploaded document

Daily activities

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.
    screenshot of the one one one page, highlighting a one on one
  4. Click the End Session button.
    screenshot of the one on one page, highlighting the end session button
  5. Click the Got It button.
    screenshot of the end session confirmation popup, highlighting the got it button
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.
    screenshot of the one one one page, highlighting a one on one
  4. Click the   Reload button.
    screenshot of the one on one page, highlighting the reload button
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.
    screenshot of the one one one page, highlighting a one on one
  4. Click the   Cancel button.
    screenshot of the one on one page, highlighting the cancel button
  5. Enter your reason for cancelling the 1:1.
  6. Click the Confirm button.
    screenshot of the cancellation confirmation popup, highlighting 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.
    screenshot of the one one one page, highlighting a one on one
  4. Click OKR section to see more information.
    screenshot of the one on one page, highlighting the attached OKR

    Helpful Hint

    You can now see the details of the attached OKR.

    screenshot of the one on one page, showing the details of the attached OKR
View a completed, non-recurring 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.
    screenshot of the one on ones page, highlighting a held one on one
View a completed session for a recurring 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. screenshot of the one one one page, highlighting a one on one
  4. Scroll to the bottom of the page.
  5. Under History, click the finished 1:1 session you need to view.
    screenshot of the one on one, highlighting a held one on one

Editing data

Edit your current one-on-one session
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click your current 1:1 session you need to edit.
    screenshot of the one one one page, highlighting a one on one
  4. Make the required changes.
  5. Here are the actions you can take:
    • Click the three dots button, then:
      • Click the Edit button.
      • Click the Delete button.
    • Click the Add Another Talking Point button.
    screenshot of the one on one page, highlighting the edit, delete, and add talking points buttons
Edit your recurring one-on-one template
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click the Edit button for the 1:1 you need.
    screenshot of the one on ones page, highlighting the edit button
  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.
    screenshot of the popup asking where to apply the changes, highlighting the submit button
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.
    screenshot of the one one one page, highlighting a one on one
  4. Click the   Reschedule button.
    screenshot of the one on one page, highlighting the reschedule button
  5. Enter the new date and time.
  6. Click the Reschedule button.
    screenshot of the reschedule current session popup, highlighting the reschedule button
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.
    screenshot of the one one one page, highlighting a one on one
  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.
    screenshot of the one on one page, highlighting the three dots and edit button for a comment
  7. Make the required changes.
  8. Click the Save button.
    screenshot of the one on one page, highlighting the arrow and save buttons
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.
    screenshot of the one one one page, highlighting a one on one
  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.
    screenshot of the one on one page, highlighting the three dots and edit button for a reply
  8. Make the required changes.
  9. Click the Save button.
    screenshot of the one on one page, highlighting the add a reply and save buttons
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.
    screenshot of the one one one page, highlighting a one on one
  4. Make the required changes to the note.
  5. Click the Save button.
    screenshot showing the shared notes section, highlighting the save button

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.
    screenshot of the one on ones page, highlighting the edit button
  4. Click the   Archive 1:1 button.
    screenshot of the one on one page, highlighting the archive one on one button
  5. Click the Archive button.
    screenshot of the archive one on one popup, highlighting the archive button
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.
    screenshot of the one one one page, highlighting a one on one
  4. Click the   Delete 1:1 button.
    screenshot of the one on one page, highlighting the delete one on one button
  5. Click the Delete button.
    screenshot of the delete confirmation popup, highlighting the delete button
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.
    screenshot of the one one one page, highlighting a one on one
  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.
    screenshot of the one on one page, highlighting the three dots and delete button for a comment
  7. Click the Delete button.
    screenshot of the delete confirmation popup for a comment, highlighting the delete button
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.
    screenshot of the one one one page, highlighting a one on one
  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.
    screenshot of the one on one page, highlighting the three dots and delete button for a reply
  8. Click the Delete button.
    screenshot of the delete confirmation popup for a reply, highlighting the delete button

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?

Yes, you can organise a 1:1 meeting between two other people. To do this, please refer to the Create a one-on-one: For two other employees tab in the Getting Started section of this article.

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