# 1:1

> The 1:1 space module, in the Planning & HR tab. Log the 1:1 that happened (or will happen) with your direct leader or a direct report, with topics, notes and agreements, each pair's history, the recurring series with invite and reminder, agenda, shared or private notes, agreements that can go to the Development Plan, and who sees what.

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](/conceitos/modulos) 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

| Who | What they see |
|---|---|
| **The two participants** (leader and report) | The whole series: meetings, agenda, shared notes, agreements and history; and their own **private** notes |
| **Owner** and **admin** | The 1:1s of **every pair** in the community, **read only**: meetings, topics, shared notes and agreements, and the **Adherence**. Never someone else's private note. They don't edit or delete anything in other people's 1:1s |
| **Indirect leader** | Only the team's **Adherence**: numbers per leader, never agenda, note or agreement |
| **Moderator**, **finance**, **member** and anyone else | Nothing of other people's 1:1s |

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

- 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.

> [!WARNING]
> **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](#manage-the-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:

| Field | What it is |
|---|---|
| **With whom** | Your direct leader or a direct report (the **Reports to** of the [org chart](/membros/grupos-e-organograma)) |
| **Date** | Today by default; up to a year ahead |
| **Length** | Optional (**Don't say**) |
| **Topics discussed** | One per line |
| **Shared note** | Both read it |
| **Note only you see** | Only you read it, through any path |
| **Agreements** | Title, owner (one of the two) and due date |

- **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](#manage-the-1-1-dashboard) 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.

| Who | What the dashboard shows | Which pairs they open |
|---|---|---|
| **Owner** and **admin** | The whole community | Any pair with a 1:1, read-only |
| **Whoever leads someone** | Their own tree: their pairs and those of every leader below them, with the same numbers | Only the pairs they take part in |
| **Whoever leads nobody** | Does not see **Manage** | |

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:

| Indicator | What it counts |
|---|---|
| **Adherence** | Direct leader–report pairs with at least one 1:1 in the period, over all pairs (*"2 of 8 pairs met in the period"*) |
| **1:1s held** | The 1:1s held in the period |
| **Overdue pairs** | Pairs whose last 1:1 is past the cadence plus 3 days (the open series' cadence; without a series, monthly). Below it, how many pairs **never met** |
| **Open agreements** | Agreements not yet done, with how many are **past due** |
| **Average time between 1:1s** | The days between two consecutive 1:1s of the same pair |

**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](/membros/grupos-e-organograma)), with:

| Field | What it sets |
|---|---|
| **Cadence** | **Weekly**, **Every two weeks** or **Monthly** |
| **Weekday** and **Time** | In the community's time zone |
| **Length** | 15, 30, 45 or 60 minutes |
| **Starts on** | The date of the first meeting |

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](/espacos/pdi), 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](/notificacoes/emails-desta-comunidade), 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.

| E-mail | When | Who gets it |
|---|---|---|
| *New 1:1 in …* | The series is created | The other person, with the recurring calendar invite |
| *1:1 meeting moved in …* | A meeting is rescheduled | The other person, with the invite for that meeting only |
| *Your 1:1 is tomorrow in …* | 24 hours before each meeting | Both, with the agenda topics so far |

**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](/mcp/ferramentas-membros#1-1).

`get_one_on_one_dashboard` (read-only) returns the numbers of [Manage](#manage-the-1-1-dashboard), 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](/mcp/receitas#92-log-the-1-1-you-just-had).

## Common errors and how to fix them

| Message | Why | What to do |
|---|---|---|
| *You have no direct leader or direct reports.* | Your **Reports to** isn't filled in, and nobody reports to you | Ask an admin to adjust the org chart |
| *This leader has no direct reports* | In **Between other people**, the chosen leader doesn't lead anyone directly | Choose another leader, or adjust the org chart |
| *This series does not exist or is not yours.* | You don't take part in the series | Only the two participants open the series (and the owner and the admin, to read) |
| *Only whoever logged this 1:1 changes its date and length or deletes it.* | The 1:1 was logged by the other person | Ask whoever logged it |
| *Owner and admin only read other people's 1:1s: they don't edit or delete.* | The owner or admin tried to change another pair's 1:1 | Nothing to do: it's read only |
| *The series has ended: read only.* | The series was ended, by hand or because of a leader change or someone leaving | Start a new series, if needed |

## Related

- [Development Plan](/espacos/pdi)
- [Performance review](/espacos/performance-review)
- [Groups and org chart](/membros/grupos-e-organograma)
- [Modules](/conceitos/modulos)