The purpose of this guide is to help you as a manager create, manage and follow up discussions with your employees in a single overview. You can prepare both group discussions and 1-to-1 discussions in a structured way, gather questions and attachments in one place, and continuously follow how the dialogue with your group progresses.

To go to the Discussions tab, click the Discussions icon in the menu on the left. You'll land on an overview of the discussions you've created or have access to, grouped by year.

At the top of the view, you select which year you want to work in.

Below the year, all discussions are listed as cards, showing the discussion's name, type (Group or 1-to-1) and due date.

Each discussion has four status counts that help you follow the situation in your group: Not started, Started, Waiting on OK and Completed.

Click a discussion card to expand it and see which employees are included and the status of each individual dialogue.

⚠️ OBS: The list may also include discussion rounds that your administrator has created and rolled out centrally. They appear the same way as the discussions you create yourself, but because the setup is shared across several managers, you cannot edit or change them. You work in them as usual and follow your own discussion with your employees.

At the top of the view there's a search field where you can quickly find a specific discussion or employee in the list.

Customize the list to match how you work by clicking Filters. You can filter on two options:

To remove an active filter, click Reset filter at the bottom of the filter view.

In the top right of the view, click Create discussion to start a new discussion. A dialog box opens where you fill in:

Group: Creates the discussion for a group of employees so you can manage everyone invited in the same discussion overview. Use this option when you want several employees to receive exactly the same questions and setup.

⚠️ OBS: each discussion is still held individually with the employee, but the setup and overview are shared in your manager view.

1-to-1: Creates a discussion for an individual employee with questions that are specific to that particular person. Use this option when you want to tailor the content to the individual, where the questions don't fit being asked to the whole group.

When you're done, click Create discussion to move on to the step for Configuring the discussion.

Once the discussion is created, the discussion view opens where you set up the content.

Set the date by which the discussion should be answered at the latest. The date controls when the discussion is counted as past due in the overview - but the discussion can still be answered even after the due date has passed.

Here you see which employees are part of the discussion. For Group discussions, you can add more here.

Under the Questions section, you add the questions to be included in the discussion. You can either:

You can add as many questions as you want, remove them via the trash can, and drag and drop in the list to change the order.

Under Attachments you can add documents or files that the employee should have access to in connection with the discussion. Click Add attachment to upload.

Once you've added your questions and attachments, the discussion is saved automatically - you don't need to click a save button.

When the questions are in place, the next step is to invite the employee and follow the discussion's progress.

How you send the invitation differs slightly between group and 1-to-1 discussions.

Send invitation - Group discussion: In a group discussion, you'll find the Send invitation button directly in the view where you created the questions, above the Questions section. Click the button to send the invitation to all invited employees at the same time.

Send invitation - 1-to-1 discussion: For a 1-to-1 discussion, or when you want to send the invitation to an individual employee in a group discussion instead of to the whole group at once, the invitation is sent from the discussion's own overview.

Close the dialog and go back to the discussion overview, click the discussion in the list to open it, select the individual employee's discussion, and then click Send invitation.

💡Tip: Before you send the invitation, you can add a text in the field Comment. The comment is included with the invitation and is a good way to give the employee a short introduction or context ahead of answering the questions.

When you send the invitation, the employee receives an auto-generated email letting them know they have a new discussion in Sysarb. At the same time, the discussion becomes visible in the employee's own view in the system, so they can start answering the questions right away.

When the discussion is open, you and your employee see the same view - the manager's column on the left and the employee's on the right, with exactly the same questions and layout for both.

You each write your own answers and notes in your respective columns, and what you write is saved automatically.

Before answers are shared, they are not visible to the other party. Only when both you and your employee have approved sharing your answers in step 2, Answering questions, do they become visible to each other.

Under the Targets section, you as a manager can link targets to the discussion - for example development targets, performance targets or other commitments that you and the employee will follow up on together.

Click Add target and fill in the fields that appear to add a new target. They are shown both in your discussion view and to the employee.

When you open an individual discussion, you'll see a status flow at the top showing where in the process the discussion is: Create discussion/Invitation sent → Answer questions → Discussion ongoing → For approval → Archive

The flow gives you and your employee a shared picture of the next step and makes it easy to see how far you've come.

The steps in the status flow are checked off by you and the employee as each step is completed. You mark your own steps from your respective sides as the discussion progresses.

💡Tip: As a manager, you have the option to check off all the steps yourself - useful if the employee doesn't mark their own step and you need to be able to close or archive the discussion.

In the discussion view you'll find the Send reminder button, which lets you ping the employee with an email letting them know they have a discussion to fill in.

You can send the reminder right after the invitation has gone out or later during the discussion - for example as the due date approaches.

If you need to adjust the structure of questions, dates or attachments after the discussion has been created - you can unlock the discussion for editing at any time.

Here's how:

Once the discussion is unlocked, you can make your changes and then lock it again. You can unlock a discussion even after it has been sent out and started.

There are two exceptions where editing isn't possible:

Need to remove a discussion entirely? Click the trash can icon directly on the discussion card in the overview.

There are two exceptions where deletion isn't possible:

⚠️ OBS: Keep in mind that deletion is permanent - once the discussion is deleted, the questions, answers and comments cannot be restored.

Need to unlock an archived discussion? Since archived discussions are locked for both editing and changing text, you can't reopen them yourself. If you still need to make a change, email [email protected] with:

Once the approval is in place from both you and the employee, support will help you unlock the discussion so it can be edited again.

Want to see what the employee's view looks like and how they answer the discussion?