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Adhoc meetings. Manage your 1:1s
Adhoc meetings. Manage your 1:1s

Detailed instruction how to schedule and access the adhoc meetings

Updated over a week ago

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. A calendar event invite will be sent to both parties.

As an employee you have several key functions:

  • Once the invitation is sent, you can collaborate on the meeting agenda by taking an active role in structuring the conversation.

  • Create talking points or load them from the 1:1 template.

  • Use shared notes and add comments.

  • Reschedule the meeting.

  • Cancel or delete it if you are an organizer.

⚠️ Before scheduling the meeting, ensure the relationship between the organizer and participant is set. How to set the relation you can read here.

Scheduling the adhoc meeting

1. Employees can schedule ad hoc meetings under the Me tab -> 1:1s -> + New or using the Quick add button.

2. In the pop-up window, select the employee for the meeting. If the relation is already set, the system will prompt to proceed to the upcoming meeting or schedule an ad hoc meeting.

3. If your PeopleForce account integrates with Microsoft Outlook or Google Calendar, the system will find available time slots for both participants.

4. Choose a suitable time slot that works for everyone.

5. Utilize meeting types to clarify the purpose and objectives, ensuring focused and productive discussions.

Notifications

  • You will be notified in the system’s notification bar and receive an email when invited to a 1:1 meeting.

  • If the meeting schedule is updated, you will receive the same notifications to inform you of the changes.

Access the upcoming meetings

Navigate to the Me tab to find all your upcoming meetings listed in the Overview section.

Talking points

Now both organizers and participants can create talking points and mark them as private, ensuring they are not visible to the other party. Talking points will no longer be carried over between 1-1 meetings.

It is also possible to load the talking points from the template.

Action points

Both organizers and participants can create action points that are either private or visible, and assign them to either the meeting organizer or a participant. Any incomplete action items will carry over to future 1:1s until they are completed, and they will also appear in the To-do's widget on the Home page for the assignee.

Shared notes

Now both organizer and participant can create shared notes, visible for both sides.

Convenient access to past and upcoming meetings

In the Me section under 1:1s, easily access past and upcoming meetings. Navigate to the specific relationship and click on See all meetings. In a convenient sidebar on the right, you can review all past and upcoming meetings.

Reschedule the adhoc meeting

To make changes to the meeting, go to the 'Me tab-> 1:1s and find the meeting you want to modify. Then, select the Edit option from the three dots menu. Both the organizer and the participant can reschedule the meeting, while only the organizer can cancel or delete it.

Calendars integration for 1:1s

The integration works in one direction. If you make changes to a meeting in Google or Microsoft calendar, those updates won't reflect in PeopleForce. However, if you make changes to events in PeopleForce, they will be updated in the Google and Microsoft calendar within a minute.

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