Managing Meetings

Create and manage 1:1 meetings with your facilitees

As a 1:1 facilitator you create, schedule, and manage meetings with your facilitees. You can track status (scheduled, completed, cancelled), add notes, capture feedback, and create action items so nothing falls through the cracks.

Creating and Scheduling Meetings

  1. Go to 1:1 (or Meetings) from the main nav or from the 1:1 Dashboard.
  2. Select a facilitee — Choose the person you have a 1:1 relation with.
  3. Click Schedule meeting (or New meeting / Create meeting).
  4. Set date and time. Optionally add a title or agenda (e.g. "Weekly sync", "Career goals").
  5. Optionally select a meeting template (see below) to pre-fill the agenda.
  6. Optionally click Suggest with AI to generate a contextual agenda based on the person's data.
  7. Save. The meeting appears in Upcoming meetings for you and the facilitee (if they have access).

You can create one-off meetings or recurring series; exact options depend on your tenant configuration.

Meeting Templates

Meeting templates provide a reusable structure for your 1:1s. They combine static talking points (fixed questions or topics) with dynamic context blocks that pull in relevant data areas.

When you select a template during meeting creation or editing:

  • Static items (e.g. "Any blockers or things you need help with?") are added directly to the agenda.
  • Dynamic items (e.g. "Review skill changes", "Check OKR progress") appear as placeholders that describe what to discuss.

Your admin can create and manage templates from Admin → Meeting Templates. Templates can be system-wide or personal.

Tip: Use templates as a starting point, then refine the agenda with Suggest with AI to fill in person-specific details.

AI Agenda Suggestions

The Suggest with AI button generates a contextual agenda for your 1:1 based on the facilitee's full profile data:

  • Skills: Recent changes, assessments, and growth
  • OKRs: Progress on objectives and key results
  • Learning: Assignments, completions, and training progress
  • Capability gaps: How the person fits role profiles and what skills to develop
  • Feedback & recognitions: Recent feedback received and recognitions
  • Previous meetings: Notes and action items from past 1:1s
  • Growth notes: Development observations

The generated agenda includes @ mentions — colored badges that reference specific skills, capabilities, people, or other entities. Hovering over a mention shows a preview card with details.

You can use AI suggestions:

  • From scratch — Just select the person and click Suggest with AI.
  • With a template — Select a template first to guide the AI's structure, then click Suggest with AI.
  • Building on existing content — If you already have agenda text, the AI will build upon it rather than replace it.

Tip: Use AI suggestions to prepare for your 1:1 in seconds. The AI pulls real data from the person's profile so you arrive with specific, relevant talking points instead of a generic checklist.

Meeting Status

Each meeting has a status that drives what you see and what you can do:

StatusMeaning
ScheduledThe meeting is planned for a future date and time. You can reschedule, cancel, or complete it when it happens.
CompletedThe meeting took place. You can add notes, feedback, and action items; it appears in history.
CancelledThe meeting was cancelled. It stays in history but is not counted as a completed 1:1.

Change status from the meeting detail: Mark complete after the meeting, or Cancel if it won't happen. Reschedule by editing the date and time while status is still Scheduled.

Adding Notes

After a meeting is completed, add notes to capture what was discussed:

  1. Open the meeting (from Dashboard or Meetings list).
  2. Find the Notes section (or Meeting notes).
  3. Enter free-text notes — e.g. topics covered, decisions, concerns raised.
  4. Save. Notes are stored with the meeting and can be reviewed in future 1:1s or performance reviews.

Notes are typically visible to you and the facilitee; visibility may be restricted by your org's settings.

Feedback

You can record feedback linked to a meeting (e.g. "Great progress on the project", "Needs to improve time estimates"):

  • From the meeting — After marking it complete, use Add feedback (or similar) to write feedback and optionally tie it to a skill or goal.
  • From Feedback — You can also give feedback from the main Feedback flow and associate it with a recent 1:1 if the product supports it.

Feedback helps build a record for performance assessments and growth conversations.

Action Items

Action items are follow-ups from a 1:1 — things you or your facilitee committed to do:

  1. During or after the meeting — Open the meeting and go to Action items (or Follow-ups).
  2. Add an item — Describe the task (e.g. "Send link to React course", "Review draft by Friday"), assign to yourself or the facilitee, and optionally set a due date.
  3. Track — Action items appear on the 1:1 Dashboard and in the facilitee's view so both of you can see what's open.
  4. Mark done — When the task is completed, mark it done so it drops off the open list.

Using action items keeps 1:1s actionable and builds accountability.

Tip: Add 2–3 action items per meeting at most, and review open items at the start of the next 1:1 so they don't pile up.