Recurring 1:1 meetings in PeopleForce help you build trust and transparent communication with your employees. This functionality is accessible only to users of the Perform module.
Every 1:1 in PeopleForce is part of a relationship between the organizer and the participant. This applies to both recurring and ad hoc meetings. A 1:1 can’t be scheduled without a relationship, so setting it up is always the first step.
What are recurring 1:1s?
With recurring 1:1s, managers can 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 the Relationships tab?
The Relationships tab under Performance > 1:1s gives you quick access to all your 1:1 relationships. Employees can see their own relationships in the My tab, managers can see their team’s 1:1s in the Team tab, and administrators or employees with the Manage 1:1s across the company permission can see all 1:1s in the Company tab. 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 Schedule 1:1s with employees permission 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 Performance > 1:1s > Relationships > + New 1:1 or simply by using the Quick add > 1:1 button.
In the Set up a 1:1 relationship pop-up window, select the employee in the Person field and customize the Frequency of recurring meetings to suit your schedule, whether it’s Weekly or Monthly meetings. Then choose the meeting Duration. To schedule only ad hoc meetings, select Manually schedule (not recurring).
Example of the weekly occurrence.
Example of the weekly occurrence.
If you select the Weekly occurrence, utilize the Occurs every field to specify the frequency of 1:1s. For instance, setting “Occurs every 1 week” will schedule the meeting weekly, while “Occurs 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 Monthly 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. The selected template will be applied to all newly created 1:1s with this person. 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 the pop-up window with the Relationship already exists message. From there, you can choose to proceed to the upcoming meeting or click Schedule 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. Open the three dots menu next to Hide private items, select Edit relationship, and make the desired changes in the pop-up window.
To delete the relationship together with all its meetings, select Delete relationship from the same menu.
⚠️ Please note that only organizers, administrators, and employees with the Manage 1:1s across the company permission 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 Performance > 1:1s > My, select the meeting you wish to reschedule. Then, under the meeting’s three dots menu (next to Share), 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
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. To hide private items, for example when screen sharing or printing, turn on Hide private items.
Convenient access to past and upcoming meetings
Both the organizer and the participant can access past and upcoming meetings using the arrows next to the meeting date, or by clicking the history icon to open the Meetings 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
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. Only organizers, administrators, and employees with the Manage 1:1s across the company permission can 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, administrators, and employees with the Manage 1:1s across the company permission. To cancel the meeting, navigate to the meeting itself and select the Cancel meeting 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, the organizer, administrators, and employees with the Manage 1:1s across the company permission can delete a meeting with the Delete meeting option. 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 the Meetings sidebar, which opens when you click the history icon on the meeting page.
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 Schedule 1:1s with employees permission.