Contents
- Overview
- Setup Process
- Creating 1:1s
- Using 1:1s
- Updating, Archiving & Deleting 1:1s
- Additional Resource
- FAQs
Overview
The 1:1s feature allows users to have more effective meetings, leveraging the data already in Betterworks. With 1:1s, users can:
- Set agenda topics
- Add action items
- Share notes
- Keep private notes
Setup Process
Enable 1:1s
You can enable the 1:1s module by going to:
Admin → Platform Configuration → 1:1s → Settings
Note: If you don't see this option, please contact your Program Architect or Customer Success Manager.
Rename the 1:1s module
You can rename the 1:1s module by going to:
Admin → Platform Configuration → Organization Branding → Naming
Creating 1:1s
Options
When you visit the module, you'll have two options:
- Bulk Create 1:1s
- Create New 1:1
We recommend connecting your calendar to Betterworks so that you can import existing events as 1:1s. This will also ensure that your calendar remains the source of truth.
Bulk Create 1:1s - Google & Outlook
1. You'll be prompted to connect either your Google Calendar or Outlook Calendar. Select one and follow the prompts:
For Google account users follow these screenshots:
2. Upon a successful connection, Betterworks will search your calendar for recurring events four weeks out. This includes by is not limited to events that occur weekly, biweekly, triweekly, and monthly.
3. If a recurring event is found, you can import it by selecting the event and clicking "Create Meeting":
This will create a 1:1 series whose connection to your calendar is indicated by a calendar icon in the top-right corner of the card:
If a recurring event is not found on your calendar, simply Create New 1:1 and select "Repeat".
The other participant will receive three notifications related to the 1:1 series:
- A notification right after the 1:1 series is created
- A notification one hour before each 1:1
- A notification on the following Sunday, summarizing 1:1s from that week
Participants can only disable the notification that is sent one hour before each 1:1 by going to:
My Settings → Notifications → 1:1 Notifications
The other notifications cannot be disabled.
Create New 1:1
1. You'll be prompted to connect either your Google Calendar or Outlook Calendar. Select one and follow the prompts:
2. Upon successful connection, select a user. Betterworks will search your calendar for events four weeks out.
Note: If the Outlook email address does not match the email address of a user in Betterworks, the meeting will not be located in the calendar sync.
3. If an event between you and the select user is found, you can import it. Otherwise, simply create a 1:1 from scratch by entering a start date, an end date and selecting "Repeat" (if applicable):
1:1s that are connected to your calendar will have a calendar icon in the top-right corner of the card:
The other participant will receive three notifications related to the 1:1:
- A notification right after the 1:1 is created
- A notification one hour before the 1:1
- A notification on the following Sunday, summarizing 1:1s from that week
Participants can only disable the notification that is sent one hour before the 1:1 by going to:
My Settings → Notifications → 1:1 Notifications
The other notifications cannot be disabled.
Using 1:1s
Add Agenda Topics
An agenda topic can be:
- Added by either participant
- Moved up/down by either participant in order of priority
- Comprised of a single URL
- Marked as complete by either participant (during or after the 1:1)
- Deleted by the participant who added it
If a 1:1 is part of a series and an agenda topic is not marked as complete within three hours after the 1:1 ends, it will automatically be rolled over to the following 1:1 in the series.
Add Action Items
An action item can be:
- Added by either participant
- Moved up/down by either participant in order of priority
- Comprised of a single URL
- Marked as complete by either participant (during or after the 1:1)
- Deleted by either participant
If a 1:1 is part of a series and an action item is not marked as complete within three hours after the 1:1 ends, it will automatically be rolled over to the following 1:1 in the series.
Share Notes
Shared notes will help you to add more details that do not fit in agenda topics or action items. They will be visible to both participants.
Keep Private Notes
Private notes are only visible to the participant who added them. You can show/hide private from your own view. This is useful if you need to share your screen during a video call, but want to ensure that the other participant doesn't see your private notes.
Updating, Archiving & Deleting 1:1s
Update 1:1s
From Calendar
We recommend updating the event(s) on your calendar, then force syncing the 1:1s module (explained in the next section) to update the connected 1:1 or 1:1 series in Betterworks. Updates may include, but are not limited to:
- Event name
- Date
- Time
From Betterworks
1. Click 1:1 or 1:1 series.
2. Update the 1:1 or 1:1 series name, date, time, agenda topics, action items, or notes.
Force Sync 1:1s
For 1:1s that are connected to a calendar event, changes to the calendar event will not automatically display in the Betterworks 1:1s module. As such, you should force sync the 1:1s module to your calendar.
1. Click the settings (gear) icon.
2. Click "Sync Now."
Archive 1:1s
Only a past 1:1 or 1:1 series can be archived. If a 1:1 series is connected to your calendar, you'll need to end the recurring event in your calendar before you can archive the connected 1:1 series.
1. Click the 1:1 or 1:1 series.
2. Click the settings (gear) icon.
3. Select the "Archive" option.
4. Click "Save."
Unarchive 1:1s
When a 1:1 or 1:1 series is archived it will move to the "Archived" tab in the 1:1s module:
1. Go to the "Archived" tab.
2. Click the 1:1 or 1:1 series.
3. Click "Unarchive".
Delete 1:1s
Only the owner of a 1:1 or 1:1 series can delete it. Also, a past 1:1 or 1:1 series cannot be deleted, only archived.
From Calendar
We recommend deleting the event(s) from your calendar as it will automatically update the connected 1:1 or 1:1 series in Betterworks. 1:1s connected to a calendar event will display with a strikethrough line when deleted:
Note: 1:1s connected to a calendar event will also display with a strikethrough line when declined.
From Betterworks
1. Click the 1:1 or 1:1 series.
2. Click the ellipsis (...).
3. Select "Delete this instance".
Additional Resource
We have a great course for 1:1s in Betterworks University (our Learning Management System).
FAQs
Can I download data for 1:1s?
Yes. You can access the 1:1s report from the Admin module (Admin → Program Management → Reporting → Reports → 1:1s). For an example of the data that you'll find in the report, see this article.
Can I view 1:1s created in Betterworks on my calendar?
Not at this time. Your calendar can send data to Betterworks, but Betterworks cannot send data to your calendar.
If I connect my calendar, can I create a 1:1 series for an event that occurs more than once a week?
Yes. You can create a 1:1 series for an event that occurs multiple times per week.
Can I create more than one 1:1 series with the same user?
Not at this time. You can only create one 1:1 series per user.
What happens if a participant declines an event from the calendar?
1:1s connected to a calendar event that is declined will display with a strikethrough line.
Do managers have any visibility into the 1:1s of their direct reports?
Not at this time. 1:1s are only visible to the participants.
Does an administrator need to take any action for users to sync with their calendars?
There is no need. Authentication happens directly at the user level.
Can images be added to the notes section?
No.