Introducing a new feature in PeopleForce – recurring 1:1 meetings. It encompasses everything you need to build trust and transparent communication with your employees.
Take a moment to view our video guide 🎥
Take a moment to view our video guide 🎥
This is one of our most requested features on the platform among customers, so we are very excited to tell you more about it. This functionality is accessible only to users of the PeoplePerform module.
What are recurring 1:1s?
Previously, managers had to manually schedule 1:1 meetings every time they needed to speak with an employee. With recurring 1:1s, they can now schedule regular check-ins with team members, customize frequency and duration, and seamlessly share notes—all within PeopleForce. These meetings can be used for work feedback, salary reviews, and weekly or monthly updates, all organized in unified threads called "Relationships."
What is a new 1:1 Relationship tab?
With the new Relationship tab in PeopleForce, administrators or employees with access to manage the 1:1s can conveniently access 1:1 meetings. Each employee's meetings are neatly grouped, providing a clear timeline of past and upcoming interactions.
Filter by the employee or organizer to quickly access set relations and view the last or upcoming meetings between the organizer and employee in a specific relation.
Setting up the relationships
⚠️ All employees with the access to schedule 1:1s in their role's permissions can set up relations.
Organizing 1:1 meetings has never been simpler. However, before diving into scheduling, it's essential to establish the relationship between the organizer and the participant. Each pair of people can have only one meeting frequency.
Employees can establish relations under the "Me" tab -> 1:1s -> +New or simply by using the ''Quick add'' button.
⚠️ Administrators and those who have the access to manage 1:1s can also set up the relations in the ''Performance tab > 1:1 > + New 1:1.''
2. In the pop up window customize the frequency of recurring meetings to suit your schedule, whether it's weekly or monthly meetings.
Example of the weekly occurrence.
Example of the weekly occurrence.
If you select the "Weekly" occurrence, utilize the "Repeat every" field to specify the frequency of 1:1s. For instance, setting "Occurs every 1 week" will schedule the meeting weekly, while "Repeat every 2 weeks" will schedule it every two weeks on the specified day and time.
Example of the monthly occurrence.
Example of the monthly occurrence.
If you select the "Months" option, use the "Occurs every" field to indicate the frequency of 1:1 meetings. For example, setting it to "Occurs every 1 months" with a start date of 01.03.2024 (the 1st Friday of the month) will schedule the meeting monthly on the first Friday of each subsequent month. Alternatively, selecting "Occurs every 2 months" will schedule it every two months on the 1st Friday of the month.
3. If Google/Microsoft calendar integration is enabled, the system will automatically identify suitable time slots that work for both the organizer and the participant. Simply select the one that best suits your needs.
4. Optionally, choose a default 1:1 template. You can preview or edit the template after scheduling the meeting.
Once the relation is established, if you attempt to set it up again, the system will notify you in a pop-up window, indicating that the relation already exists. From there, you can choose to proceed to the upcoming meeting or schedule an ad hoc meeting instead.
Employees can schedule ad-hoc meetings outside of the recurring schedule. For instance, if an employee needs to meet with their manager next week for an important discussion. Read more about it the article here.
Editing 1:1 relationship
To change the frequency or other settings of 1:1 meeting, navigate to the relationship you want to edit. Click the Settings button, make the desired changes in the pop-up window.
⚠️ Please note that only organizers can edit the relationship.
Rescheduling the recurring meeting
Both the organizer and the participant have the ability to reschedule a recurring meeting. To do so, navigate to the meeting in the "Me" section-> Overview, select the meeting you wish to reschedule. Then, under the three dots menu, choose the "Edit" option and make the necessary changes.
⚠️ Remember that this action will only reschedule the selected meeting, while all other recurring meetings will continue according to the conditions set during the initial setup of the frequency in the relation.
Shared and private notes
Now both organizer and participant can create shared notes, visible for both sides.
Private notes can only be created by the organizer and are visible only to the creator.
Convenient access to past and upcoming meetings
Both the organizer and the participant can access past and upcoming meetings through a convenient sidebar. This allows them to delve into each meeting and review its details and notes.
Calendars integration for 1:1s
If Google/Microsoft calendar integration is enabled, the system will automatically identify suitable time slots that work for both the organizer and the participant when scheduling meetings. Simply select the option that best suits your needs.
Additionally, please note that there is a one-way sync for calendar integration with Google and Microsoft calendars. If changes are made to a meeting in Microsoft/Google calendar, those updates won't reflect in PeopleForce. However, if changes are made to 1:1s in PeopleForce, they will be updated in the Microsoft/Google calendar within a minute.
FAQ
What changes have been made regarding talking points and action items in 1-1 meetings?
What changes have been made regarding talking points and action items in 1-1 meetings?
Talking points will no longer be carried over between 1-1 meetings, but action items will continue to be carried over.
Can the relationship and frequency of 1-1 meetings be edited?
Can the relationship and frequency of 1-1 meetings be edited?
Yes, it is possible to edit the relationship and change the frequency of 1-1 meetings. Organizers can only edit the relationship.
What happens if a 1-1 meeting is canceled?
What happens if a 1-1 meeting is canceled?
A canceled meeting will be listed as canceled in the system.
Who can cancel the meetings?
Who can cancel the meetings?
The meeting can be cancelled by the organizer. To cancel the meeting, navigate to the meeting itself and select the Cancel option from the three dots menu.
Is it possible to delete a 1-1 meeting?
Is it possible to delete a 1-1 meeting?
Yes, it is possible to delete a meeting by the organizer. However, such a meeting will be completely removed from all listings.
How can past meetings be accessed?
How can past meetings be accessed?
Past meetings can be accessed in a sidebar.
Can upcoming recurring 1-1 meetings be viewed?
Can upcoming recurring 1-1 meetings be viewed?
Yes, only the next scheduled meeting is visible.
Who can set up the relations?
Who can set up the relations?
All employees with the permission to schedule 1:1s with employees.