1-to-1 Plans: A User Guide

What is a 1-to-1 plan?

1-to-1 plans introduces a way for you to create broader goals for your agents and track the progress and outcomes of these goals across multiple 1-to-1 meetings that spread over a longer period of time. 

You can link 1-to-1 meetings under a single umbrella to drive efficiencies, improve monitoring of performance and allow for valuable support against a clear goal for an agent. 

In this article we'll be covering:

1. How to create a plan
2. Editing a plan
3. Adding plan notes
4. Adding and removing meetings
5. Attaching evidence
6. Updating plan outcomes
7. Reporting on plans

1. Creating a plan

You'll need the appropriate permissions to be able to create and manage plans. To find out more about permission settings you can view our '1-to-1 Plans: Set up guide'.

Navigation Prompt

Go to Actions & 1-to-1's > Click New Plan

From the New Plan page you'll be presented with a form to create a new plan for an agent. Complete the mandatory fields to create the plan;

• Plan name: Add a name for the plan you are creating
• Employee: Using the drop down list select the agent you are creating a plan for
• Plan type: Using the drop down select the category the plan fits under
• Goal (optional): Use the free text box to write out the goals of this plan
• Start date: Use the calendar to set a date the plan will commence

Once the details have been entered click Save to save and create your plan. You'll be presented with a plan summary page to be able to view and edit the plan details. The plan status will be set to 'New'.

2. Editing your plan

If there are any details relating to the plan that need adjusting you can make amendments from the summary modal using the edit option.

From here you'll be presented with an 'edit plan' form. You can edit the following details;

• Facilitator
• Goal
• Start date

Any changes will take affect immediately once saved using the 'Update Plan' button.

3. Notes

You can add, view and delete notes against a plan. Under the summary section of a plan, click the add note link.

Here you can write up a note against this plan. You can use various formatting options to compose your note including headings, text formatting, inserting links and list options. Click save to save the details of your note and add it to the plan. You can also select cancel if you no longer wish to add the note you've started writing.

Once a note is saved you can see audit details of the user who added the note and the date and timestamp of when the note was created. 

You can expand the notes section by clicking show notes to view all notes created against a plan. Select hide notes to minimise the note details again.

To delete a note select the red trashcan icon, select delete to permanently remove the note you've created or cancel to cancel the task. You'll only be able to delete notes you've written. 

4. Meetings

Adding a meeting

Add any upcoming, in progress or closed 1-to-1 meetings to your plan. This allows you to track historic, active and upcoming meetings relating to the Plan goals for a full picture of progress against the plan. 

From the plan timeline modal > Click the 'Add a meeting' link

A new modal will open listing all the meetings created for the particular agent. Details of the meetings will be listed including;

• Meeting ID
• Date of the meeting
• Facilitator
• Description
• Status of the meeting

You can select which meetings you'd like to add to the plan using the tick boxes to the left of the meeting details. Click 'Add X meeting/s' to attach the selected meetings to the plan.

Once added the meetings will be listed under the timeline modal and the plan status will update to 'in progress'

Viewing meetings

To view more details of a meeting you can click the menu under the actions column > and select View 

A panel will slide out with additional details relating to this meeting so you can delve further into the information. Click the 'X' in the top right hand corner of the panel to close the meeting details and return to the plan overview.

Removing a meeting

If a meeting has been added in error you can remove this from the list under the actions column > and select Remove

5. Adding evidence

You can attach files against a plan for any supporting documentation that you'd like to upload against a plan. 

From the timeline modal > click Add File

You can upload a range of document formats including: .pdf, .doc, .docx, .jpg, .jpeg, .png, .csv, .xlsx, .ppt, .pptx. When adding a file you can add a short description/name of the document being uploaded and a date for the file (this can be a past or future date). 

Once your document is attached a row will be added to the plan timeline to show the details of the added document. This includes the name of the document under ID, date the document was added, the description if added and status 'uploaded'.

From the actions menu you can view the file added or click remove to permanently delete the file. A plan status will update to 'in progress' when a piece of evidence is uploaded.

6. Updating plan outcomes

From the plan outcome section you can set the overall outcome of the plan. Only once a plan as at least one meeting or file attached, if neither exist the option to change the plan outcome is not available. 

The available outcome options are set up as part of the plan settings [guide]. The default outcome will be 'pending' until a new outcome is set.

Click the edit link to update the plan outcome.

Once you choose the outcome status eg 'Set as pass' the new outcome will reflect in the outcome section and the plan status will update to completed.

7. Reporting on plans

Navigate to Actions & 1-to-1s > click on 1-to-1 records and actions > Plans tab

Use the report filter to change the level of detail you'd like to view your plans. To delve into the detail of a particular plan use the agent view filter and select the agent you want to view plans for. Any plans created will be listed with an overview of the plan information. Select 'view' to access further details of a particular plan.

Depending on your permissions you can view the full plan and edit details as appropriate or you'll have view only access. 

Click 'download' to download a CSV of your report.