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How to set up a 1-on-1 meeting

How to create, run and complete a 1-on-1 meeting in Huma

 

Table of Contents

 

 

 

Roles and access

Access Role
Host a 1-on-1 meeting All employees — no role required
Create and manage meeting templates System role: Meetings → Meetings management

 

💡 Access to a meeting is determined by whether you are the host or an attendee — not by your system or user role in Huma.

 

Create a 1-on-1 meeting

  1. Go to the Meetings module
  2. Click "New meeting"
  3. Choose a template or start with a blank meeting
  4. Set a name for the meeting
  5. Add attendees and optionally set a "Regarding" person
  6. Click "Create meeting"
  7. The person who creates the meeting automatically becomes the meeting host. The meeting starts in Draft status, and only the host has access at this point.

 

💡 Use the "Regarding" field if the meeting is about a specific person, for example a performance review. The meeting will appear on that person's profile, but they will not have access to the content unless they are also added as an attendee.

🔗 Read more about meeting templates.

🔗 Read more about key concepts in Meetings.

 

 

Set the agenda

While the meeting is in Draft status, you can prepare the agenda before inviting attendees.

  1. Add talking points to the agenda
  2. Add preparation notes to each talking point, these are only visible to you until the meeting enters Conversation status
  3. Add private notes if needed, these are never shared with anyone
  4. Create follow-up tasks and assign them to attendees, a specific person, team or location

 

💡 Tasks assigned to attendees are visible to them immediately, even when the meeting is still in Draft.

 

 

 

Invite attendees and set a meeting date

When the agenda is ready, move the meeting to Preparation status to invite attendees.

  1. Click "Next step" in the top right corner
  2. Set a meeting date if needed
  3. Optionally invite attendees via Office 365 or Google Calendar, and they will receive a calendar invitation with a link to the meeting

 

💡 The meeting time is managed in your calendar, and not in Huma. Use your calendar integration to set the exact time and send calendar invitations.

 

When in Preparation status:

  • Attendees are invited and can see the meeting
  • Attendees can add notes to talking points
  • Attendees can add their own private notes
  • Notes are not yet shared between attendees
  • Summaries are not visible to attendees

 

 

During the meeting

Move the meeting to Conversation status when you are ready to start.

  1. Click "Next step" to enter Conversation status

 

When in Conversation status:

  • All notes on talking points are shared and visible to everyone
  • Both host and attendees can still add and edit notes
  • Everyone can add private notes, but these are never shared
  • The host can add summaries to each talking point, it´s not visible to attendees until the meeting is completed
  • The host can add and assign follow-up tasks

 

 

Complete the meeting

When the meeting is finished and all notes and summaries have been added:

  1. Click "Complete meeting"

 

When Completed:

  • All notes, summaries and follow-up tasks are visible to all attendees
  • Follow-up tasks are also available to attendees under their tasks on the dashboard
  • The host can change the status back to make edits, and attendees will be notified when this happens
  • All attendees can download the meeting as a PDF

 

⚠️ Changing the status of a completed meeting will notify all attendees.

🔗 Read more about downloading a meeting as PDF.

 

Edit meeting host, attendee and regarding

You can edit meeting details as long as the meeting is not in Completed status.

To edit attendees or regarding:

  1. Go to the Meetings module and open the meeting
  2. Click "Edit meeting details"
  3. Add or remove attendees or change the Regarding field
  4. Click "Save"

 

To change the meeting host:

  1. Go to "Edit meeting details"
  2. Click the Meeting host field and select a new host
  3. If you want to keep access to the meeting, click "Keep access", and you will become an attendee
  4. If the new host is already an attendee, you will automatically become an attendee
  5. Click "Save"

 

⚠️ If the meeting is in Draft status and you change the meeting host, the meeting will no longer appear in your meeting list until the new host shares it with you.

💡 Meetings are not automatically transferred when a supervisor or manager changes in Huma. This must be done manually in the meeting details. When a user is deactivated in Huma, their meetings are not transferred to anyone automatically.

🔗 Read more about employee data after leaving Huma. 

 

 

Delete meeting

The meeting host can always delete a meeting, but remember, this cannot be undone. 

  1. Go to the meeting module
  2. Navigate to the meeting
  3. Click on the three dots located to the right of the meeting
  4. Click "Delete"

 

Screenshot 2026-05-12 at 19.07.22

 

 

FAQ

Can everyone host a 1-on-1 meeting?

Yes. Everyone in Huma can host a 1-on-1 meeting, and no system role required.

 

Can I send the same meeting to multiple employees at once?

Yes, use meeting rounds for this. Meeting rounds let you create and distribute the same meeting to multiple employees at once.

🔗 Read more about meeting rounds.

 

Can I add more attendees after the meeting has started?

Yes. You can add or remove attendees as long as the meeting is not in Completed status.

 

What happens to the meeting if the host leaves the company?

Meetings are not automatically transferred when a host is deactivated. Make sure to manually transfer the host role before deactivating a user.

🔗 Read more about employee data after leaving Huma.

 

Can attendees see each other's notes?

Notes on talking points are shared with all attendees when the meeting enters Conversation status. Private notes are never shared with anyone, not even the host.

 

Can I use a template when creating a meeting?

Yes. You can choose from Huma's predefined templates or your own custom templates when creating a meeting.

🔗 Read more about meeting templates.

 

Can employees who are not attendees see the meeting?

No, not on the meeting overview in the module or the meeting itselfs. You need to be an attendee to see the meeting.

 

Can I add a date and time to the meeting?

You can add a meeting date in Huma, but the exact time is managed in your calendar, and not in Huma. When you set a meeting date and invite attendees via Office 365 or Google Calendar, they will receive a calendar invitation where the time can be set. The meeting time will not appear in Huma itself.