How do I use the Calendar and List to manage my 1-to-1 meetings?
Required Feature Flags
The following feature flags and permissions are required to use this feature:
Feature Flag | Technical Name | Description |
One-to-Ones |
| Enables 1-to-1s and actions functionality |
Required Permissions:
Facilitate 1-to-1s (
one-to-ones.facilitate) — to create, manage and start 1-to-1 sessions
Getting Started
Go to Development > 1-to-1 records & actions > click My 1-to-1s.
My 1-to-1s have two views, selectable via the drop-down:
Calendar View: Manage 1-to-1s using a calendar; ideal for fast drag and drop behaviour.
List View: Manage 1-to-1s using a traditional list view; ideal for a summarised approach to manage a lot of requests.
Calendar View
Calendar view is fully integrated into evaluagent's 1-to-1 suite, enabling you to create, manage, request and start 1-to-1 sessions.
There are two ways to use this view:
Navigate: Interact directly with the calendar to create and manage meetings.
Buttons: Use the available buttons to create, manage and request meetings.
1. Navigate
Interact directly with the available calendars. Use the selection calendar on the left hand side to navigate, select and display date periods for meetings.
Select a specific time slot by clicking the main calendar to create a new meeting. This defaults to 30 minutes, which can be adjusted in the request.
See the section below on Creating Events for more details.
2. Buttons
See the section below on Creating Events for more detail.
List View
List view is fully integrated into evaluagent's 1-to-1 suite, enabling you to create, manage, request and start 1-to-1 sessions.
The meeting lists are filterable depending on whether you're playing the role of facilitator, participant or requesting a 1-to-1.
Creating new events can be done using the available New 1-to-1, Meet now or Request 1-to-1 buttons. See the section below on Creating Events for more details.
Creating Events
New 1-to-1
Participant
If the meeting has been triggered from a specific user's report, the user's name will be selected automatically and cannot be changed.
If the meeting has been triggered from the menu, you'll be prompted to select a user. The list of users in the drop-down includes anyone with access to evaluagent. In this way, you can set up meetings for managers as well as agents.
Facilitator
As the person setting up the meeting, this field defaults to you. However, you may choose to assign anyone else who has the permission Facilitate 1-to-1s to be the facilitator of this meeting.
Topic
You can configure 1-to-1 meeting topics, and any active topics will be shown in the drop-down. You'll need to select a topic to set up a meeting.
Description
This is optional, but you may choose to add some additional information here to elaborate on the selected topic and summarise the nature of the meeting.
Prep Notes
This field is optional and can be used to jot down any notes to help you prepare for the meeting. Note: Anything you add here will never be visible to the meeting participant.
Location
If you enter a URL (e.g. a Zoom, Teams, or any other video conferencing system link) evaluagent will automatically display the long URL as a hyperlink titled "Online meeting" in all places where it's shown. Alternatively, simply enter the physical location of the meeting.
Meet Now?
You can choose to start your meeting at this time. Alternatively, you can schedule the meeting for a date and time in the future.
If you choose not to start the meeting now, the form will open further to prompt you to enter the Date, Time and Duration of the meeting.
You'll also be given the option to create a calendar file. If you select this option, a file will be generated when you've fully completed the form, enabling you to create a calendar event in your Outlook or Google Calendar.
Upload Attachment(s)
You can upload and attach one or more files to the meeting. Click Browse to open up your file manager and select the relevant file. If you make a mistake, click the trash icon to remove the file. Repeat this process to upload and attach multiple files to a meeting.
Set as Private
If you choose to set the meeting as private, only the meeting Participant, the meeting Facilitator and any other users (e.g. HR managers) with the permission View private 1-to-1s will be able to access details of the meeting record.
Participant Preview
This option will only be available (_visible on the form_) if the meeting is scheduled for a date and time in the future.
If you choose to enable participant preview, then the meeting participant will be able to access summary and focus information prior to the meeting. Note: Any prep notes you add to the meeting will never be visible to the participant.
Finally, click Schedule.
Scheduling a 1-to-1 will trigger the following:
The meeting participant will receive a notification about the meeting.
The meeting will appear in the participant's list of scheduled meetings.
The meeting will appear in your list of scheduled meetings, and you'll be redirected back to that view.
Meet Now
Complete the form to meet now, noting that Participant, Facilitator, Topic and Location are required fields. Click Start to begin the 1-to-1 immediately.
Request 1-to-1
Select a facilitator to receive the meeting request along with supporting commentary, and click Submit.
The requestee will receive a notification to schedule a 1-to-1 on behalf of the requestor. This request can be cancelled from the My 1-to-1 page.