Managers guide to Meetings: Setting up and running 1:1s

Meetings is RedSeed's 1:1 check-in tool for managers and their team. Each meeting has an agenda, can sync to your calendar, can be recorded and transcribed, and generates AI follow-ups (summary, tasks, and course suggestions) once it's finished.

1. Setting up a meeting

Only managers/admin can schedule or edit a meeting — team members can view and take part, but can't create one.

1. From Home (or a team member's page), open Set up your meeting.
2. Choose:
   • Who are you meeting with? — search or select a team member
   • Date
   • Time
3. Select Create meeting.

The meeting is created as a Draft — it's not visible to the other person yet, so you can build out the agenda first.

Building the agenda

While the meeting is a draft, you have three ways to fill it in:

• Use a template — in the sidebar, pick a ready-made agenda from the Template dropdown, grouped by category, or choose Start with blank. Picking a template pulls its topics straight into the agenda.
• Generate agenda — if AI Recommendations is enabled, click Generate agenda for AI-suggested talking points.
• Add manually — click Add (next to "Meeting agenda") or Add an agenda item to type your own. While still a draft, items can be dragged to reorder.

Going live

When the agenda's ready, select Go live. This makes the meeting visible to the other person and moves its status from Draft to Live. (If a calendar is connected, this is also when RedSeed creates the calendar event — see below.)

2. Syncing your calendar / adding a meeting link

Add a link manually (no calendar connection)

1. On the meeting, select Add meeting link.
2. Paste the event link from your own calendar invite (Teams, Google Meet, and Zoom links all work).
3. Tick Invite RedSeed Notetaker (recommended) so RedSeed can join and produce notes and recommendations automatically.
4. Select Add link.

Either way, Join meeting appears once a link exists, for both participants. The notetaker will join the meeting a few minutes before its due to start.

3. Recording the meeting / uploading audio

If you didn't invite the Notetaker (or want to add a recording after the fact), you can upload one manually:

1. On the live meeting (or its completed summary page), find Add a meeting recording.
2. Select Upload audio recording and choose a file.
   • Accepted formats: MP3, M4A, WAV, MP4, WebM, OGG
   • Max size: 200 MB
   • Only one recording can be attached per meeting — delete it first if you need to replace it.
3. RedSeed AI processes it the same way it would a Notetaker recording — a transcript and summary. This isn't instant; you'll get an email once it's ready, so there's no need to wait on the page.

If you finish a meeting with no recording attached, RedSeed will ask "Finish without a recording?" — you can still add one afterwards from the completed meeting page, or tick Don't show this again to skip that reminder in future.

4. Using tasks

Tasks are the shared to-dos that come out of a 1:1 — visible to both the manager and the team member.

Adding a task manually

1. In the Tasks panel on the meeting, select Add task.
2. Fill in:
   • Task name
   • Owned by — who's responsible
   • Connected to — the other participant
3. Select Add.

Adding an AI-suggested task

After a meeting is completed (with a recording), RedSeed may suggest tasks based on the conversation. Each suggestion shows an Add button (to turn it into a real task) or a dismiss (✕) to discard it.

Tasks sync in real time — if the other person adds, completes, or edits a task, you'll see it update live without refreshing.

5. Enrolling in courses

After a meeting is completed, RedSeed AI may recommend courses for the team member based on the conversation.

1. In the Course recommendations section, find the suggested course.
2. Select Enrol. This opens the team member's learning/enrolments page in a new tab (your meeting stays open) where you complete the enrolment.
3. Alternatively, select Remove to dismiss a suggestion you don't want to act on, or View course to preview it first.

Notes & privacy

• Either person can add a note to an agenda item during or after the conversation.

1. On an agenda item, open the note editor and type your note.
2. Toggle Private on or off before saving:
   • Private on — only you can see this note. The other person never sees it, even after the meeting is completed.
   • Private off — the note is shared, visible to both you and the other participant.
3. Select Save.

A few things worth knowing:

• The toggle is set per note, not per meeting — you can mix private and shared notes on the same agenda item.
• You can only edit or delete your own notes, regardless of privacy — the pencil/trash icons don't appear on notes written by the other person.
• Existing notes keep whatever privacy they were saved with; changing your mind means editing the note and flipping the toggle before saving again.