1:1s User Guide

Navigate to the 1:1 module

From your ThriveSparrow homepage, click on the 1:1 tab in the top navigation bar.

Create a one-on-one

You can schedule 1:1s with anyone in your organization.

Click + New 1:1 at the top-right corner of your screen. There are two ways to set them up: by connecting your calendar or creating them manually.

Option 1: Calendar sync

Connect your Outlook or Google Calendar and import your existing meetings.

1. Click Schedule a 1:1 → Calendar sync.
2. Connect your calendar when prompted.
3. Select an existing meeting with another employee.
4. Use Take a look to automatically fetch all your one-on-one meetings from your calendar and bulk-add them to ThriveSparrow.

Only meetings that include both participants are shown. Once synced, they’ll appear under your 1:1s list with options to add agendas, notes, and action items.

Option 2: Manual creation

You can also create a 1:1 directly in ThriveSparrow.

1. Click Schedule a 1:1 → Manual.
2. Select the participant and add a meeting title, time, and frequency (weekly, bi-weekly, monthly, or one-time).
3. Turn on Sync this meeting to calendar to automatically push the invite to Outlook or Google Calendar.
4. Choose an agenda template or create your own.
5. Enable carry-forward talking points and action items to automatically bring forward any unfinished items from previous sessions.

Tip: Keeping 1:1s recurring ensures consistency and helps both participants stay aligned on performance and development.

Context panel

When you open a 1:1 in the employee panel, the right-hand context panel shows real-time data to make conversations more meaningful.

• If you’re a manager: You’ll see your reportee’s context — goals, feedback, kudos, recent action plans, and performance scores, to give you context during the meeting.
• If you’re an employee, you will see your own data on the right-hand context panel.

All privacy and visibility rules apply; private goals or feedback remain hidden unless you have permission to view them.

Access upcoming 1:1s from your homepage

You can also view your scheduled 1:1s directly from your ThriveSparrow homepage.
The Upcoming 1:1s panel (on the right side of your dashboard) shows your next meetings and lets you jump straight into any scheduled session with one click.

Manage messaging templates

You can manage all 1:1s related email templates from the Messaging tab. 

Each template controls when and how participants are notified, for example, when a 1:1 is scheduled, rescheduled, cancelled, or when action items are due.

ThriveSparrow includes templates for all major 1:1 updates, from scheduling and reminders to post-meeting summaries and action item alerts.

How to edit a template

1. Go to the Messaging tab on the sidebar.
2. Select the template you want to edit (for example, Action Item Due) and click on the pencil icon in the top right corner.
3. You can customize the following fields:

Email subject: Change the subject line that appears in the recipient’s inbox.

Header image: Add or replace an image banner for branding.

Title: Update the internal title for the template.

Body: Edit the message content

CTA button label: Customize the button text that links users back to the platform (for example, “View Action Item”).

Custom branding: Toggle this on if your plan supports branded email designs.

Creating and managing 1:1 templates

Templates help standardize recurring conversations across teams, like weekly check-ins, performance syncs, or career growth discussions. You can use ThriveSparrow’s default templates or create your own from scratch, from the Templates tab in the 1:1 module.

Using default templates

You’ll find ready-to-use templates under Default templates. Each includes pre-set talking points to help guide the conversation. You can use them as-is or customize them to suit your team’s workflow.

To create a new template:

1. Go to 1:1 → Templates.
2. Click + New Template.
3. Add a Title and Description to define the purpose of the template.
4. Add Talking points
5. (Optional) Click Add audience to share the template with specific groups.
6. Click Create Template to save.

Managing templates:

• You can search, edit, or delete templates anytime from the Templates list.
• Templates created by admins are visible to everyone in the organization.
• Templates created by employees are private to them unless shared.

View one-on-one logs

Admins and managers can view all ongoing and past 1:1 meetings across the organization without accessing private details.

Go to 1:1 → All 1:1s → 1:1 Log.

What you’ll see:

• All meetings: Lists every 1:1s created, along with the meeting title, participants, organizer, and the next meeting date.
• Date range filter: Adjust the time period to view meetings from a specific range (like last week, last month, or all time).
• Search and filter: Use the search bar to find meetings
• View by / Sort by: Quickly filter 1:1s using the View by dropdown and organize them by Sort by, newest or oldest.
• Occurrences: Clicking a meeting opens all its scheduled occurrences with their individual status and participation logs.
• Status: Shows whether a meeting is completed, not started, or cancelled.
• Participation: Indicates whether one or both participants were active in that session (based on agenda, notes, or action items).

Overview page

• The Overview tab shows total 1:1s along with participation rates. You can filter by date range, sort by and also group by employees or managers and so on.

Understanding occurrences

A one-on-one meeting is a recurring series, and each instance of it is called an occurrence.

Here’s how it works:

• When you create a recurring 1:1, ThriveSparrow automatically generates all future occurrences based on your selected frequency.
• As one meeting concludes, the next occurrence is automatically queued up.
• When editing a recurring 1:1, you can choose to update only that meeting or this and all following events in the series.
  
  Track participation

Participation helps you understand how engaged both sides are in their 1:1s.

A person is marked as participated when they:

• Create or check an agenda item
• Add an action item
• Write shared or private notes
  

Employees without 1:1s

The Employees' without 1:1s view helps identify people who haven’t had a recent or recurring meeting.

• Admins: Can nudge a manager to set up a 1:1.
• Managers: Can directly schedule 1:1s with their team members. Schedule 1:1 instead of Remind 1:1.

A nudge sends both an in-app and an email reminder to the concerned person.

Configure 1:1s

Go to Admin → 1:1 → Configuration to set up how 1:1s should function across your company.

You can configure:

• Allow syncing 1:1 calendars: Choose the calendars that employees can connect with; currently, Outlook and Google Calendar are supported.
• Who can set 1:1s: Define who can create 1:1s (All employees, Managers only, or Department heads only).
• Who can create templates: Choose who can create and share agenda templates.

Note: Turning off a calendar type will pause future syncing for those who have connected it, but won’t disconnect existing users.

For scheduling exit interviews from Employee Reports, you can refer here - https://support.thrivesparrow.com/hc/en/articles/6846276357-scheduling-exit-interviews-from-employee-reports/