One-on-One Meetings Overview

One-on-One meetings in Factorial are AI-powered video calls designed to help managers focus on what truly matters: their people. This smart meeting tool combines video conferencing with artificial intelligence to provide valuable context before, during, and after meetings, making manager-employee conversations more effective and impactful.

The AI functionality works across three key phases:

• Before the call – providing valuable employee context and insights
• During the call – offering real-time transcription and AI chat assistance
• After the call – generating meeting summaries and actionable insights

Where to find One-on-One Meetings

1. In your sidebar, go to Engagement
2. Select One-on-One
3. Here you will see all your scheduled and past meetings with employees

How to schedule a new One-on-One meeting

1. From the One-on-One section, click + Schedule new meeting
2. Search and select the employee you want to meet with
3. Choose your preferred date and time
4. Click Schedule

Once scheduled, the AI will automatically generate helpful context blocks for your upcoming meeting.

Pre-meeting AI context

When you schedule a One-on-One meeting, Factorial's AI automatically creates valuable context to prepare you:

Mood Tracker Block

If the employee has introduced their mood during the week, it:

• Shows the employee's mood patterns throughout the week
• Helps you understand their current state of mind

AI actions block

An AI block with some actions appears to help the user bring whatever is useful for them of the previous meetings, ensuring continuity between conversations. It’s called “Generate Agenda”. And it contains:

• Summary of the previous meeting
• Follow up
• Strategy and priorities
• Objectives and progress
• Last Performance evaluation

During the meeting experience

Joining the meeting

1. Click Enter now when it's time for your meeting
2. You'll enter the lobby where you can:
   • Configure your microphone and camera
   • Grant browser permissions for audio/video
   • Choose background options (blurred, focused, or predefined backgrounds)
3. Click Enter meeting to start

AI features during the call

Real-time Transcription

• Automatic transcription of your conversation appears in real-time
• Transcripts are used to power other AI features
• All transcriptions are automatically deleted after 24 hours for privacy

AI Chat Assistant

• Ask questions about the conversation in real-time
• Get quick context about topics discussed
• Retrieve information that might have been missed

Note-taking

• Take manual notes during the meeting
• Notes are saved and can be organized after the call

Post-meeting AI insights

After ending your meeting, you can enhance your notes with AI-generated blocks:

Available AI blocks

Meeting Summary

• Key perspectives and insights from the conversation
• Actionable items identified during the meeting
• Important discussion points with brief excerpts

Action Plan

• Specific next steps and responsibilities
• Timeline for follow-up actions

Decisions and Obstacles

• Key decisions made during the meeting
• Challenges or obstacles discussed

Achievements and Challenges

• Employee accomplishments to recognize
• Areas where support may be needed

Adding AI blocks

1. In your post-meeting notes, type / to open the command panel
2. Select the type of AI block you want to add
3. The AI will analyze your meeting transcript and generate relevant content
4. Blocks can be dragged and reordered as needed

Managing transcriptions

Important privacy note: Meeting transcriptions are automatically deleted after 24 hours to protect privacy and comply with data protection regulations.

If you want to preserve the transcript:

1. Click Add transcript to notes before the 24-hour period expires
2. The full transcript will be saved as a permanent block in your meeting notes

Privacy and data protection

• All meeting transcriptions are automatically deleted after 24 hours
• Employees must consent to being added to talent pools in compliance with GDPR
• Meeting data is processed securely and in accordance with data protection regulations