How do I use the Calendar and List to manage my 1-to-1 meetings?

Getting Started

My 1-to-1s has 2 views which are selectable via the drop down:

• Calendar View: Manage 1-to-1s using a calendar; ideal for fast drag 'n 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 2 ways to use this view:

1. Navigate: Interact directly with the calendar to create & manage meetings 
2. 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 & display date periods for meetings.

Use the date period to select a period to display

Select a specific time slot by clicking the main calendar to create a new meeting.  This defaults to a 30 minute duration which can be adjusted within the request.

See the section below on Creating events for more detail.

2. Buttons:

Use the available buttons to create a New 1-to-1, Meet now or Request 1-to-1.

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 are playing the role of facilitator, participant or are 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 detail

Creating Events

New 1-to-1

Complete the form to create a new 1-to-1, noting that Participant, Facilitator, Topic and Location are required fields.

Participant

If the meeting has been triggered from a 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 will be prompted to select a User. The list of Users presented in the drop-down include 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 will default to you. However, you may choose to assign anyone else who has the permission to Facilitate 1-to-1s & actions 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 will need to select a topic in order 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

Again, this field is optional and can be used to jot down any notes to help you prepare for the meeting. Please 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 is 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. Simply click Browse to open up your file manager and select the relevant file. If you make a mistake, don't worry, simply click the trash icon to remove the file. Simply 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. Please 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 immediately begin the 1-to-1.

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.