Overview
Creating a recurring meeting in Coach means you can sit back while OneUp does all the work of arranging your 1:1s and building your meeting agendas from configured templates. All you have to do is turn up!
Scheduling a recurring meeting in Coach
To create a recurring meeting:
Head to Coach in the main navigation bar and choose Relationships. On the next page, select the relationship you want to add recurring meetings to.
Within the relationship, either
on the Overview tab, under Upcoming Meetings, click + Schedule Meeting,
or click the Meetings tab underneath the relationship name. Then click + Schedule Meeting.
A new window appears to create your meeting. Name your meeting, select a period each meeting will cover, and choose a template to use.
Note: The period you select here will not dictate meeting recurrence. This meeting period setting determines the timeframe of data being reviewed in the meeting.
On the right side of the pop-up window, you can set the schedule for your meeting. First, select the initial meeting's start date and time.
Check the Repeat? option and a new set of options appear allowing you to manage repeat occurrences:
Choose the recurrence settings you like using the options presented. You can repeat meetings on a daily, weekly, or monthly cadence, and choose to repeat them over multiple days, weeks or months at a time rather than every successive one. There are different recurrence settings for each cadence:
For daily meetings, there are limited options. You can only choose when to end the repeat.
Daily recurrence will currently repeat on every day of the week, including weekends.Weekly recurring meetings can be configured to only repeat on certain days of the week. For example, you can have a meeting repeat on a Monday and Friday every week by selecting both of these days in the Repeat only on the following days section.
For monthly meetings, to avoid recurring meetings being logged on a weekend, you can choose a day in the 1st/2nd/etc. week of the month to repeat on, rather than the same date every month.
Select your initial meeting date, then choose to repeat the meeting on whichever day conforms to your 1:1 schedule. To set up a meeting that repeats on the last Friday of every month, for example, choose 'Last' and 'Friday'.
Choose when to end the repeat, if you like. If Never is chosen, the meeting will repeat indefinitely.
Once you're happy with your settings, use the Preview repeats option at the top-right of the scheduler pop-up to check when your next meeting occurrences will happen using the calendar view.
Click Create at the bottom right when you're happy!
Meeting repeat/cadence settings cannot be changed once the meeting is saved - be sure you're happy with your settings before creating the meeting.
If you've set the incorrect cadence/repeat schedule on a meeting, delete it and create a new one with the new cadence.
Example meeting repeat setups
Below are some example cadences and settings to use for the most typical kinds of meeting/1:1:
Weekly catch-up: Repeat weekly every 1 week, on Wednesday.
Quarterly performance review: Repeat monthly every 3 months, on the last Friday of the month.
Probation / PIP: Repeat every month on the last Wednesday of the month. End the repeat after 2 occurrences.
Viewing recurring meetings
You can check a meeting's recurrence from the Meetings tab in Coach. The column on the right of the table shows meetings that do and don't repeat:
Recurring meetings and calendar integration
If you have connected your Outlook or Google calendar to Coach, recurring meetings will be displayed in this calendar as well and will also appear in invitee's calendars.
Only the next meeting occurrence will be displayed in your calendar and on OneUp, as opposed to all future occurrences of the meeting.
Read the section below to find out what happens when renaming or rearranging recurring meetings within a connected calendar.
Renaming and rearranging recurring meetings
It's possible to rename, move or delete a single instance of a recurring meeting in case schedules no longer align. Here's what happens in those cases:
| Performing the edit on OneUp | Performing the edit in a connected calendar |
Renaming a meeting | The new meeting name propagates to future occurrences of the meeting. | Only the edited occurrence has its name changed. |
Changing the meeting time/date | Only the edited occurrence changes. Future occurrences are unchanged and retain the original date/cadence selection. | Only the edited occurrence changes. Future occurrences are unchanged and retain the original date/cadence selection. |
Deleting the meeting | You're asked if you want to delete the selected occurrence only, or all future occurrences as well. | Only the selected occurrence is deleted. |
In all cases of editing meetings across OneUp and your connected calendar, changes are synced between the two systems so information is kept up to date.
Deleting recurring meetings
If you want to remove a recurring meeting from your calendar, you can do so from the Meetings tab in Coach.
As mentioned in the table above, you're asked if you'd like to remove just the one meeting instance you've selected, or if you'd like to end recurrence for this meeting altogether, and stop future meetings being created.
If the latest instance of a recurring meeting is deleted using the first option (This occurrence), recurrence will still continue and the next meeting following the one that was deleted will be generated soon after.
Deleting a recurring meeting and all future occurrences using the second option will still retain past meetings.