Regular meetings

Purpose

Regular meetings make sure you talk to every member of your team at regular intervals. For each member and conversation type, MatchLytics-Management shows when the next conversation is due, which appointment has been set and when a conversation last took place. To prepare, you have the interview guidelines for the member’s motivation profile and the member’s current values from the Team Barometer at hand.

Who can see this?

The Team › Regular meetings menu item is visible to all roles if MatchLytics-Management is enabled for your account. What you see depends on your role in the selected team:

• Team leaders of the selected team and administrators see the matrix of all active members of the team and can record conversations. The team leader and blocked members do not appear in the matrix.
• Members only see their own regular meetings under My regular meetings.
• If you lead a team and are also a member of another team, you see both: the matrix of the selected team at the top and My regular meetings below it.

MatchLytics-Management creates a member’s regular meetings automatically, at the latest the next time the page is loaded for the team.

Layout

1. Team – Selects the team whose matrix the page shows; the selection also applies to Employee, Team Barometer and the other team pages. If you are neither an administrator nor the team leader of the selected team, the page shows only My regular meetings instead of the matrix.
2. Counter – States across all conversation types how many conversations of the team are due and how many are overdue, e.g. “2 due · 1 overdue”. Conversations with a set appointment are counted in neither number.
3. Refresh – Reloads members and status. In doing so, the system creates the regular meetings of new members and archives those of members who have left the team.
4. Name – Shows one row per active member; click the heading to sort the list, and the field below filters it by name. The team leader and blocked members are missing because no regular meetings are held with them.
5. Columns Employee interview, Annual review, Target discussion and Development discussion – Each conversation type has its own column, and each cell combines status and actions for one member. The table in the next section gives the cycle and deadlines of each type.
6. Status chip – Shows the state of the conversation, which the system calculates from due date and appointment; the section Status and colors explains the colors. Below it, “reminded on …” appears once the system has sent the team leader a reminder email about this conversation; recording the conversation resets the note.
7. Action menu (three-dot icon) – Opens the actions Record as held …, Set appointment …, Change due date …, History … and Preparation … for exactly this member and this conversation type. The first three are disabled as long as the cell has no status yet.

If the team has no members for regular meetings, the table shows “This team has no members for regular meetings.”

Conversation types and deadlines

Conversation type	Cycle in the app	Next due date after a conversation	First due
Employee interview	monthly	after 30 days	30 days after joining the regular meetings
Annual review	yearly	after 365 days	after 90 days
Target discussion	yearly	after 365 days	after 90 days
Development discussion	yearly, every 60 days during onboarding	after 365 days; after 60 days within the first 180 days after joining the regular meetings	after 30 days

The deadlines are fixed. For individual members, you adjust the due date with Change due date …. Guidelines for the content of each conversation type are available in the Interview Guidelines tab of the motivation profile.

Status and colors

Chip in the matrix	Color	Status in the history	Meaning
“last held …”	green	Up to date	The last conversation is within the deadline.
“never held”	amber	Up to date	The first deadline is still running; no conversation of this type has been recorded yet.
“due from …”	amber	Due	The conversation becomes due within the next 7 days.
“overdue since …”	red	Overdue	The due date has passed.
“appointment …”	turquoise	Planned	An appointment has been set for today or a later date.
“–”	–	–	Not reconciled yet; the status is created the next time the page is loaded.

An appointment takes precedence over every other status. Once the appointment lies in the past, the cell shows the status based on the due date again.

If the workflow Erinnerung … an Team-Lead (reminder to the team leader; the app shows workflow names in German) of the conversation type is switched on in the Controlboard (see Workflows), the team leader receives an email listing the due and overdue conversations of the teams they lead. The email reminds of the same conversation again after 14 days at the earliest, and not at all while an appointment in the future is set. If the email concerns only one team, its link opens the Regular meetings page directly with that team.

Functions

Record as held …

With Record as held … you note that a conversation took place; this is how you close out a due or overdue conversation. The system calculates the next due date from it; the conversation appears in the history and in the preparation, and the report in the Controlboard counts the new status. The action is available to the team leader of the team and to administrators.

1. Open Team › Regular meetings and select the team.
2. In the cell of the member and conversation type, click the action menu and select Record as held ….
3. The Record conversation as held dialog opens. In the Date of the conversation field, select the day of the conversation.
4. Optionally enter a Note.
5. Click Save.

1. Notice at the top of the dialog – Points out that the note is visible to you, the member and a later team leader. There are no private notes.
2. Date of the conversation – Sets the day of the conversation; the system calculates the next due date from it. It defaults to today, later days are not possible, and you can record retroactively up to 365 days before the member joined the regular meetings.
3. Note – Takes an optional text about the conversation, e.g. agreements. It becomes the first note of the conversation; you add more in the history.
4. Save – Creates the entry and closes the dialog; Cancel closes it without changes. The button is disabled while the date or the note is invalid.

The matrix shows the new status immediately, and no email is sent. If the conversation is the latest of its type, it calculates the next due date according to the deadlines, removes a set appointment, cancels a manually changed due date and clears the “reminded on …” note. An older, retroactively recorded conversation only adds to the history. You cannot edit an entry; you can only delete it in History … and record it again.

Next: The MatchLytics Meetings tab in the reports of the Controlboard shows the status of all teams.

Set appointment …

With Set appointment … you enter the day you agreed on with the member for the conversation. An appointment today or in the future sets the cell to the status Planned and suppresses the reminder to the team leader until the day has passed. The member sees the appointment under My regular meetings. The action is available to the team leader of the team and to administrators.

1. In the cell’s action menu, select Set appointment ….
2. In the Set an appointment dialog, select the agreed date in the Appointment field.
3. Click Save.

1. Notice at the top of the dialog – Announces that the member is reminded of the appointment. The email goes out 7 days before at the earliest and only once per appointment, provided the workflow Erinnerung … an Mitglied (reminder to the member) of the conversation type is switched on in the Controlboard.
2. Appointment – Sets the day of the meeting and defaults to the current appointment or to today. A day in the past is allowed but no longer counts as planned.
3. Remove appointment – Deletes the agreed appointment again. The button appears only if an appointment is already set.
4. Save – Saves the appointment and closes the dialog; Cancel closes it without changes.

The cell shows the “appointment …” chip, and the conversation no longer counts as due. Saving sends no email; the workflow sends the reminder to the member at its configured time. You can change the appointment at any time or delete it with Remove appointment. A conversation recorded later removes it as well.

Next: Which workflows send reminders and when they run is described in Workflows.

Change due date …

The system calculates the due date from the fixed deadlines. With Change due date … you set it yourself, for example to align the annual review of an existing member with the member’s start month. The date determines when the cell shows Due and Overdue and when the team leader is reminded. The action is available to the team leader of the team and to administrators.

1. In the cell’s action menu, select Change due date ….
2. In the Change due date dialog, select the new date in the Due from field.
3. Click Save.

1. Manual chip – Indicates that the due date has already been set by hand and that the system no longer calculates it itself. Without the chip, it comes from the fixed deadlines.
2. Notice below the title – Names the cycle of the conversation type in parentheses, such as “monthly” or “yearly”, as a guide for the new date. The notice below it reminds you that the due date is no longer calculated automatically after the change.
3. Due from – Sets the day from which the conversation counts as due, and defaults to the current due date. From 7 days before this day the cell shows Due, after this day Overdue.
4. Save – Saves the due date and closes the dialog; Cancel closes it without changes.

The cell shows the status for the new date, and no email is sent. The due date stays set by hand until you record a conversation of this type; only then is it calculated according to the deadlines again. It cannot be deleted, only replaced with a new date.

History …

History … shows all conversations you recorded for a member and a conversation type with Record as held …, newest first and at most the 50 newest. Here the team leader and the member read and add the notes on a conversation, and the team leader can delete an incorrect entry. Only the team leader of the team and the member see the note texts; administrators who do not lead the team see the entries without notes.

1. In the cell’s action menu, select History ….
2. The side panel with the history of this member and this conversation type opens on the right.

1. Header of the side panel – Names the member and conversation type; use the cross at the top right to close the side panel.
2. Status chip – Shows the status as the history words it: Up to date, Due, Overdue or Planned; how it maps to the chips of the matrix is explained under Status and colors.
3. Held on and Recorded on – The first date is the day of the conversation, the second the day it was recorded; they differ for retroactive entries. Below them, the Team lead who held the conversation is shown as long as that person still leads the team.
4. Delete entry (trash icon) – Deletes the conversation with its notes after a confirmation prompt; this cannot be undone. If it was the latest conversation, the system recalculates a due date that was not set by hand from the latest remaining conversation; if none remains, the first due date applies again.
5. Notes – Lists all notes on the conversation with author and date; changed ones carry the suffix “(edited)”. The counter shows e.g. “3 of 20 notes”, because a conversation holds at most 20. The Edit and Delete icons appear only on your own notes.
6. Add note – Opens a text field below the notes for another note that is visible to the team leader and the member. The button is available only to the team leader of the team and to the member, and is disabled from 20 notes.

Changes to notes take effect immediately and trigger no email. Team leaders and administrators may delete a conversation; this removes the entry permanently.

Preparation …

Preparation … brings together what you need for the conversation with a member: status, motivation type, guide, employee portrait, the last conversation and, for the employee interview, the member’s values in the Team Barometer. The data comes from the member’s latest motivation profile, from the history of this conversation type and from the current state of the Team Barometer. The side panel is read-only and available only to the team leader and administrators.

1. In the cell’s action menu, select Preparation ….
2. A side panel opens on the right for exactly this member and this conversation type.

1. Header of the side panel – Names the member, the conversation type and the status chip of the matrix; below them appear, if available, Due from, Appointment and Last held.
2. Motivation type – Shows the motivation type from the member’s latest motivation profile. It determines which guide and which portrait texts are offered.
3. Guide (PDF) and Employee portrait (PPT) – The first button downloads the interview guide for this conversation type and motivation type, in German or English. The second downloads the member’s employee portrait from their latest profile as a PowerPoint file.
4. Employee portrait – Shows the texts on the motivation type as expandable sections in the interface language, as in the Employee Portrait tab of the results view.
5. Last conversation – Shows date and notes of the most recently recorded conversation of this type so that you can pick up its agreements. Full history … closes the preparation and opens the history.
6. Team barometer – Only for the employee interview: shows traffic light with score, deviations from the normal values, SituationFit case and trend of the member from the current Team Barometer. The Conversation guide of the barometer and the Go to the team barometer link follow.

Nothing is saved and no email is sent. If the member has no motivation profile, the panel shows “No motivation profile - guide unavailable”, and the downloads and the employee portrait are omitted. The Team barometer section is omitted if there is no Team Barometer for the team or the member is not included in it; if the member has not responded to the weekly check, it states the number of weeks without a response.

Next: The guides are also in the Interview Guidelines tab of Employees and motivation profiles; the slides of the portrait are described in PPT export Motivation profile.

My regular meetings

My regular meetings shows members when their conversations with the team leader are due, which appointments have been set and what the notes say. The data comes from the regular meetings that the team leader maintains; the member records nothing. The view belongs to Team › Regular meetings and replaces the matrix for members. Whoever leads a team and is also a member of another team finds it below the matrix. It shows one card per team the user belongs to; the team selection at the top has no effect on it.

1. Team name and Team lead – Names the team and its current team leader. If the team leader’s name is missing for once, the line is omitted.
2. Conversation type with status chip – Shows for each conversation type the same status as the team leader’s matrix, such as “last held …”, “due from …” or “appointment …”.
3. “Appointment on …” – Names the day the team leader agreed for the conversation; without an appointment the line is missing. If the appointment falls within the next 7 days, you receive an email reminder, provided the matching workflow is switched on.
4. “Last held on …” or “Not held yet” – Shows the day of the last recorded conversation of this type or that none has been recorded yet. It is the day of the conversation, not the day it was recorded.
5. History – Opens the same side panel as for the team leader with all recorded conversations of this type, newest first. There you read the notes on the conversation, including those of the team leader.

In the history, the member adds their own notes and can edit and delete them. Everything else stays with the team leader: the member cannot record a conversation, set an appointment, change a due date, delete an entry or open Preparation …. If there are no regular meetings of their own, the page shows “You currently have no regular meetings of your own.”

Notes

Use MatchLytics-Management

You can order the product MatchLytics-Management (or request a trial account) at MatchLytics-Management.