How to Schedule 1:1 Meetings and Track Action Items in CrmLeaf
All editions. Requires the Performance add-on module to be enabled for your account. Performance is a paid module, not part of the core feature set.
Availability: All editions. Requires the Performance add-on module to be enabled for your account. Performance is a paid module, not part of the core feature set.
Overview
The 1:1 Meetings area of the Performance module gives manager and employee conversations a structure that survives the meeting. Meetings can be scheduled once or as a recurring series. Each meeting holds agenda items that can be marked as discussed and action items that can be marked as actioned, so nothing agreed is lost between sessions.
How It Works
You schedule the meeting, add the agenda items to be covered, and hold the conversation. During or after the meeting you mark each agenda item as discussed and record action items, then mark those as actioned once they are complete. A recurring series carries the same rhythm forward.
Schedule → Add agenda items → Meet → Mark as discussed → Record action items → Mark as actioned
- A meeting can be a single occurrence or a recurring series.
- Agenda items are the planned discussion points, and each can be marked as discussed.
- Action items are the commitments made in the meeting, and each can be marked as actioned.
- Open action items from the previous meeting are the natural starting point for the next one.
- Used alongside OKRs, 1:1 meetings are where check-in progress is discussed and decisions recorded.
Who Can Use This Feature?
Administrator
- Enable the Performance module and grant access per role.
- Schedule meetings, including recurring series, for managers and their teams.
- Review whether agenda and action items are being closed.
User
- Schedule a 1:1 meeting and add agenda items before it.
- Mark agenda items as discussed during or after the meeting.
- Record action items and mark them as actioned when complete.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The Performance add-on module is enabled for your account.
- The participants have CrmLeaf user accounts.
- You know the meeting cadence you want, if you are creating a recurring series.
For Administrators
Step 1: Grant access and set the cadence
What to do: Confirm managers have access to the Performance module, then agree the organisation's 1:1 cadence, for example fortnightly or monthly.
What to verify: A manager can create a meeting and add agenda items.
Step 2: Review follow-through
What to do: Review meetings periodically to check that agenda items are being marked as discussed and action items are being actioned rather than left open.
What to verify: Recurring series are running and open action items are being closed.
For Users
Step 1: Schedule the meeting
Select Add to create the meeting, set the participants and the schedule, and make it a recurring series if the conversation repeats. Save the meeting.
Step 2: Add agenda items
Add the points you want to cover before the meeting starts. Both participants should be able to see the agenda in advance so the time is used well.
Step 3: Hold the meeting and mark agenda items as discussed
Work through the agenda and mark each item as discussed as you cover it. Anything not covered stays open for the next meeting.
Step 4: Record action items
Record each commitment as an action item, so the outcome of the conversation is written down rather than remembered.
Step 5: Mark action items as actioned
When an action item is complete, mark it as actioned. Review any that remain open at the start of the next meeting.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Meeting schedule | When the meeting takes place. | Yes |
| Recurring | Whether the meeting repeats as a series. | No |
| Agenda item | A point to be discussed, which can be marked as discussed. | No |
| Action item | A commitment from the meeting, which can be marked as actioned. | No |
Expected Result
The meeting is saved under 1:1 Meetings with its agenda, and after the conversation the agenda items are marked as discussed and the action items are recorded and can be marked as actioned.
Service Organisation Context
One-to-one meetings matter more, not less, when people are rarely in the office. A consultant on a client site four days a week may have no other structured conversation with their own manager, and a recurring series with agenda items and action items gives that conversation a record that survives between sessions and across a change of engagement. Open action items from the previous meeting are also where delivery pressures — scope creep, a difficult stakeholder, sustained long hours — get raised internally before they reach the client. The same structure serves any distributed or field-based team.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Performance is a paid add-on module. Confirm it is included in your plan.
- 1:1 meetings in the Performance module are for structured manager conversations. General company events belong in the calendar.
- Record action items during the meeting. An action item added days later is usually less accurate.
Common Scenarios
Example: a fortnightly 1:1 tied to OKRs. A manager creates a recurring fortnightly meeting for each team member. Before each session both sides add agenda items, the manager reviews the latest OKR check-ins, and every commitment becomes an action item that is reviewed at the following meeting.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| 1:1 Meetings is not in the menu. | The Performance module is not enabled, or your role has no access. | Ask an Administrator to enable the module and grant access. |
| A participant cannot see the meeting. | They were not added as a participant, or they lack Performance access. | Add them to the meeting and confirm their access. |
| Action items stay open indefinitely. | No one marked them as actioned. | Review open action items at the start of each meeting and mark completed ones. |
Frequently Asked Questions
Can a 1:1 meeting repeat automatically?
Yes. Meetings can be scheduled as a recurring series.
What is the difference between an agenda item and an action item?
An agenda item is something to discuss and is marked as discussed. An action item is something to do and is marked as actioned.
Can I discuss OKR progress in a 1:1?
Yes. Reviewing the latest check-ins before the meeting is a common way to set the agenda.
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