1:1

A 1:1 is the conversation between a leader and each direct report, kept inside the community instead of in a notebook: what you talked about, the notes and the agreements stay in both people's history, and open agreements show up until they are done.

There are two ways to use it: log each 1:1 you had (the main one) or schedule a recurring series, with a calendar invite, a reminder and an agenda.

It is a space module in the Planning & HR tab of Add Space, without the "one or several" choice: the space gathers all the series of whoever has access to it. Who creates the space: owner or admin.

#Who sees what

The owner and the admin read them in Manage, through the API (GET /api/one-on-ones/pairs?all=1) and the assistant.

• A private note is read only by whoever wrote it, through no other path: not the other person, not the owner or the admin, not Memberfy's support, not by e-mail or notice.

Notes and LGPD. What is written in a 1:1, including in a private note, is personal data of whoever takes part. In a formal request from a data subject under the LGPD (Brazil's data protection law), the community, as the controller, may have to hand over this content. Write notes knowing that.

The space opens in Manage, a 1:1 dashboard; Mine has your own 1:1s. The owner and the admin see the whole community; whoever leads someone sees the dashboard of their own tree (their pairs and those of every leader below them), numbers and dates only, and opens only the pairs they take part in. Whoever leads nobody sees only their own 1:1s, without Manage.

#How it works

#Log a 1:1

Log 1:1, the space's main button, keeps a 1:1 that happened outside any series: the Log the 1:1 and keep what you agreed dialog asks for:

• Either of the two logs it: the leader or the report. The owner and the admin log only their own 1:1s, never other people's.
• Today or a past date goes in as done in both people's history. A future date goes in as scheduled, with no invite or reminder, and becomes done when one of you completes it.
• Logging sends no e-mail. The other person gets "{name} logged your 1:1" in the bell, without the notes.
• Only whoever logged it sees Change date (date and length) and Delete log. Deleting takes the 1:1 out of both people's history, with its topics and notes; open agreements stay with the pair.

Log 1:1 only goes up to today: a 1:1 that is still to come is scheduled, not logged ("For a 1:1 that is still to come, use Schedule."). The New 1:1 button brings together Log one that happened and Schedule, and With whom shows people as cards with their photo (Your leader, Direct report).

#My 1:1s and the pair's history

My 1:1s shows one card per person (your direct leader and each direct report), with Last, Next and N open agreements. The card opens Your 1:1s with {name}: Next meetings and History, bringing together the logged 1:1s (with the Logged badge and logged by {name}) and the recurring series ones, the pair's open agreements and the series controls. If you stop being direct leader and report, the history stays, read only.

#Another pair's 1:1s

For the owner and the admin, a pair opened in Manage shows {leader}'s 1:1s with {report}, with the Read only badge: the logged and series 1:1s, with topics, shared notes and agreements. Each meeting shows the notice "Read only: as owner or admin you follow this 1:1 without changing it. Private notes don't show." and no controls: nothing can be edited, completed, rescheduled or deleted.

#Manage: the 1:1 dashboard

Manage is the view the space opens in for whoever follows other people's 1:1s, next to Mine. It shows numbers and dates only: never the agenda, the notes or the text of the agreements.

At the top, Period (All time, the default; Last 30 days, Last 90 days or This quarter), Leader and Team change the whole dashboard.

The indicators, each with the Previous period (of the same length) for comparison, except under All time, which has no comparison:

The charts: 1:1s held per week (per month when the period is over 6 months), against the previous period, and Adherence By leader or By team, lowest first, with the Average and the Below average label on whoever is under it.

The table Leader–report pairs lists each pair with the report's team, Last, Next, Status and Agreements (open and past due). The status is On track, Overdue, Never met or History only (the pair is no longer direct). Above it, Status, Search person and the order (Needs attention, Leader (A-Z), Oldest last 1:1, Most open agreements) change only the table. Clicking a pair opens its 1:1s, if you can open it.

A 1:1 marked as done but dated in the future counts as the pair's next one, never as held: it stays out of 1:1s held, Adherence, the status and the average time.

#The recurring series

A series links a direct leader to a direct report (the Reports to of the org chart), with:

The series always shows the next 4 meetings. Each pair has one open series in the community, in any space: a second one is refused.

Who starts a series: the leader, with a direct report; the report, with their direct leader; the owner and the admin, between any leader and one of their direct reports (Between other people). In Schedule recurring 1:1, With whom only offers your direct leader and your direct reports; with anyone else, the series is refused.

#The meeting

Each meeting has three blocks:

• Agenda: both add topics, reorder them (Move up, Move down) and mark them Discussed. On Mark as done, topics not discussed move to the next meeting with the from the last one label. Mark as done only shows up from the day of the meeting.
• Notes: each one writes a Shared note (both see it) or an Only you see it note. The private note shows up marked as such on the screen, and only its author edits or deletes it.
• Agreements: title, Owner (one of the two) and Due date. Open ones show up in every following meeting of the pair (logged or from the series) until they are marked as done.

Removing an agreement happens right away, with Undo for a few seconds ("Agreement removed"), instead of a confirmation window.

The pair's page shows who takes part in the header ("Ana (leader) · Bruno"; each name opens the profile) and, at the top, Back to {space}.

#Take to PDI

On an agreement of the report, Take to PDI creates an action in their active Development Plan, with the title, the due date and the 1:1 as the source (with no active plan, the action goes to a draft plan). From then on the agreement shows the action's status: In the PDI: to do, in progress or done. In an approved plan, an action taken by the direct leader doesn't reopen the approval; taken by the report, it does.

#Reschedule, cancel, pause and end

• Reschedule changes only that meeting (day and time, in the community's time zone); the other person gets the updated invite.
• Cancel meeting cancels only that one; the series goes on, and its agenda and notes stay in the history.
• Pause suspends meetings and reminders until Resume; nothing is lost.
• End series ends the meetings. Agenda, notes and agreements stay in the History, read only, and you can start another series later.

The series also ends on its own when the report no longer reports to this leader in the org chart, or when one of the two leaves the community. The history stays visible, read only, to whoever remains.

#Step by step

#Create the space

Role: owner or admin.

1. In the menu, below the section, click Add Space.
2. In the Planning & HR tab, choose 1:1 and click Next.
3. Write the space's title, choose who has access and create it.

#Log a 1:1

1. In the space, click Log 1:1.
2. In With whom, choose your leader or a direct report, and check the Date.
3. Write the Topics discussed (one per line), the notes and the Agreements.
4. Click Log 1:1. The other person gets the notice in the bell.

#Start a series

1. In the space, click Schedule recurring 1:1.
2. In With whom, choose your leader or a direct report (the owner and the admin can also choose Between other people: the Leader and the Direct report).
3. Choose Cadence, Weekday, Time, Length and Starts on.
4. Click Create 1:1. The other person gets the invite by e-mail.

#Before and during the meeting

1. In My 1:1s, open the series: the next meeting shows up with the agenda.
2. Add the topics in Topic; write notes and agreements during the conversation.
3. At the end, Mark as done.

#E-mails and calendar invite

In the 1:1 category of E-mails from this community, on by default, with the link to turn the category off in the footer. No e-mail carries a note. A logged 1:1 sends no e-mail, not even with a future date: the notice goes only to the bell.

The calendar invite is made for each person: each one gets their own, with only their own e-mail as the guest. The 24-hour reminder carries only the agenda, never notes or agreements.

#Through the assistant (MCP)

The two participants run the 1:1 through the assistant: list the series and the next meeting, create, pause, resume and end the series, open, reschedule, cancel and complete a meeting, add and reorder agenda topics, write notes (shared or private), create and complete agreements and take them to the Development Plan. The owner, the admin and the indirect leader look up the adherence. Ending the series, canceling a meeting and deleting a topic, note or agreement ask for your confirmation. See Tools · Members.

get_one_on_one_dashboard (read-only) returns the numbers of Manage, with period, leader_id and team_id; the API decides what each person sees, as on the screen, and whoever leads nobody is refused. get_one_on_one_adherence also returns the all-time total (allTime).

• log_one_on_one logs a 1:1 (asks for confirmation, showing with whom, when and what will be saved; the private note shows only as "included"); update_one_on_one_log changes the date or length, without confirmation; delete_one_on_one_log deletes the log, with confirmation. The last two, only for whoever logged it.
• list_one_on_one_pairs lists your 1:1s by person; with all, the owner and the admin see every pair in the community, read only.
• get_one_on_one takes person (your pair's history with that person) and person with with_person (the pair between two people, for the owner and the admin, read only). No answer carries someone else's private note.

Ask like this: "Log the 1:1 I just had with Ana: we talked about onboarding and vacation, and she'll send the plan by Friday." See the recipe.

#Common errors and how to fix them

#Related

• Development Plan
• Performance review
• Groups and org chart
• Modules