Scheduling and tracking 1:1 meetings

A 1:1 meeting is an appointment between an employee and their manager, recorded on the employee’s Performance page: an individual review, a follow-up, a committee or a feedback session. This article explains how to read the Upcoming Meetings tab, schedule a meeting, link it to a form and a calendar, and edit or delete it. It is for HR and administrators who schedule meetings, and for managers and employees who view theirs.

Before you start #

• The 1:1 meeting permission (PERFORMANCE section of the role matrix) opens the tab at the Access level. Scheduling, editing and deleting a meeting requires the Execute level.
• By default, every role has Access; only administrators and HR have the Execute level. A manager therefore views their team’s meetings without being able to schedule them, unless the administrator grants them that level.
• The employee, and the manager chosen for the meeting, must belong to the population your role covers.

The Upcoming Meetings tab #

Open the employee’s profile, then Performance › Upcoming Meetings.

• The Upcoming (default, next meeting first), Past (most recent first) and All switch chooses which meetings are shown.
• The counter gives the number of meetings; the Search a meeting… magnifier searches the title, notes, location and link.
• The list follows the cycle chosen at the top of the screen (All cycles to see everything) and, if the employee holds several contracts, the contract chosen in the profile header. It is paginated by 20.

Each card shows the date, the type (1:1 Manager, Committee or Feedback), the status, the title, the manager, the start time and duration, the location (or a clickable link to the video call) and the employee. A contract label is added when the employee holds several contracts. The status is Upcoming, then Completed once the date has passed.

The arrow on the right of the card expands it: you see the Notes (or “No notes”) and the linked form, if there is one.

Scheduling a meeting #

1. On the employee’s Upcoming Meetings tab, check the contract shown in the profile header: the meeting will be attached to that contract.
2. Click Schedule a meeting. The Schedule a Meeting window opens.
3. Enter the Title (required), for example “Annual performance review”.
4. Choose the Type (required): 1:1 Manager, Committee or Feedback.
5. Choose the Manager (required). The list only offers the people your role allows you to associate with this employee.
6. Set the Date (today by default), the Start Time (9:00 by default) and the Duration (min), 60 minutes by default; the duration sets the end time.
7. Fill in the Location / Link (required): a room, or a video call address. An address starting with http:// or https:// is saved as a link; an icon lets you open it to check it.
8. Optional: tick Add to Google Calendar / Outlook (see below), enter preparation Notes or an agenda, and choose a Linked form from the active form templates.
9. Click Schedule. The message “Meeting created.” confirms the save.

The “Add to Google Calendar / Outlook” box #

Offered only when creating a meeting, it creates the event in the Google or Microsoft calendar of the employee concerned, if they have connected their calendar to Illizeo, with a Google Meet or Microsoft Teams link. Later changes to the date, time or title are carried over to the event, and deleting the meeting removes it. If the employee has not connected a calendar, the meeting is saved without an event.

Who is notified #

When a meeting is scheduled, the meeting’s manager and the employee are notified, except the person who scheduled it:

• by a notification in the Performance tab of the bell (title, date and time of the meeting);
• by the “Performance meeting scheduled” email, which gives the organiser, date and time, with a View the meeting button that opens the employee’s Upcoming Meetings tab.

Only active people with the Performance module enabled are notified; the manager is notified if they hold the 1:1 meeting permission on the employee. The email text can be customised in Settings › Manage Illizeo › Emails, HR & Workflows category, in the template whose subject is “Performance meeting scheduled”. Everyone can set their notification preferences for meetings in their personal settings.

Editing or deleting a meeting #

• Edit: click the card’s pencil. The Edit Meeting window shows the same fields as scheduling, without the calendar box. Click Save. Editing does not send a new notification.
• Locked linked form: if the linked form is already used by a signed review, it stays linked to the meeting and can no longer be changed.
• Delete: click the bin, then confirm in “Delete this meeting?”. Any calendar event is removed, but nobody is notified: let the people involved know yourself.

On the dashboard #

• The upcoming meetings tile lists the meetings over the next 30 days where you are the employee, the manager or a participant; an icon lets you join those that have a video call link.
• The Schedule 1:1 quick action, shown with the Execute level, opens the Upcoming Meetings tab of your own Performance page. To schedule a meeting with an employee, open their profile instead.

Good to know #

• A meeting brings two people together: the employee whose page it is on and the chosen manager. There is no list of additional participants.
• A meeting cannot be cancelled on screen: for a meeting that will not take place, delete it and let the people involved know.
• A meeting’s manager is not necessarily the line manager: it is the person you choose in the list.
• If your role has the Exclude the employee themselves setting, you cannot schedule a meeting on your own page.

FAQ #

I am a manager and I cannot see “Schedule a meeting” #

That is the default setting: the Manager role holds the 1:1 meeting permission at the Access level only. Ask your administrator for the Execute level, or ask HR to schedule the meeting.

Why does my meeting not appear in the list? #

Check the switch (Upcoming does not show past meetings), the cycle chosen at the top of the screen and the contract shown in the profile header.