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Setting up and running a one-on-one (1:1) session

Declan Manning
Updated

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

The Running a 1:1 Session feature enables you to schedule one-on-one meetings with your employees, where you can set pre-determined or spontaneous talking points. It includes note-taking and commenting functionality for recording discussions during ‌the meeting. You can edit these sessions if details change or delete them if created in error. The feature is not restricted to the employee's primary manager; any business member, including mentors or platform admins, can conduct 1:1.  For more details, including how to handle manager changes and edit recurring 1:1s, please refer to the Further Information section of this article.

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.
  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.
  1. Click the Send Email Invite button.
  2. Click 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.
  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.
  1. Click the Send Email Invite button.
  2. Click 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.
  4. Click the down arrow button for the point you need.
  5. Write your comment.
  6. Click the Save button.
     
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.
  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.
     
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.
  4. Write your notes.
  5. Click 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.
  4. Click the Upload button.

  5. Choose the attachment file you need.

    Helpful Hint

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

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.
  4. Click the End Session button.
  5. Click 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.
  4. Click 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.
  4. Click the Cancel button.
  5. Enter your reason for cancelling the 1:1.
  6. Click 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.

  4. Click OKR section to see more information.

    Helpful Hint

    You can now see 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.
     
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.
  4. Scroll to the bottom of the page.
  5. Under History, click the finished 1:1 session you need to view.
     

Editing data

Edit your current one-on-one session

Important

Once a 1:1 session has been ended you cannot edit, comment, or delete the 1:1.

  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu.
  3. Click your current 1:1 session you need to edit.
  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.
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.
  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.
     
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.
  4. Click the Reschedule button.
  5. Enter the new date and time.
  6. Click 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.
  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.
  7. Make the required changes.
  8. Click the Save button.
     
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.
  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.
  8. Make the required changes.
  9. Click the Save button.
     
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.
  4. Make the required changes to the note.
  5. Click 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 who created it and there were active sessions run with a user. Archiving a 1:1 is irreversible. 

  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.
  4. Click the  Archive 1:1 button.
  5. Click the Archive button.
     
Delete a one-on-one

Important

You can only delete a one-on-one (1:1) if you were the user who 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.
  4. Click the   Delete 1:1 button.
  5. Click 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.
  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.

     
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.
  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.

     

Further information

How do I handle 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.

How can I edit all recurring 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.

Can I organise a meeting between two people other than myself?

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.

Can I add 1:1s to an external calendar?
Currently, the HR platform 1:1 feature does not have an integration with external calendars. Whilst it currently isn’t possible to sync the 1:1 into your calendar, you may like to create a recurring calendar event for your 1:1s so that you can see this in your calendar in future. In addition to this, the platform will send email reminders the day before an upcoming 1:1.
Why are my comments ‌not saving?
It is important to click the Save button after you have completed writing every comment because there is no autosave feature available. If you navigate away from the page or close the browser without saving, your comments will not be saved.
How do I view an archived 1:1?
  1. Click the  Development menu.
  2. Under Coaching, click the 1:1s submenu. 
  3. Change the Status filter to show Archived 1:1s.
     

ⓘ Don't have access to this feature? Contact our friendly sales team here if you’d like to upgrade your account to gain access to One-on-One Sessions with Employment Hero today.

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