Not every meaningful conversation happens in a classroom. In-Person Meetings let you document a structured conversation with an employee — a check-in, a coaching conversation, a goal-setting discussion — share it with them, and carry it forward as evidence in their summative evaluation.
They work much like informal observations: both can be shared with the employee and attached to a summative evaluation, where they feed into previews and AI generation. The difference is that an in-person meeting documents a conversation rather than a classroom visit.
When to Use an In-Person Meeting
Reach for an in-person meeting when you want a documented record of a conversation rather than a classroom visit:
A beginning-of-year goal-setting conversation
A mid-year check-in on progress
A coaching conversation following an observation
A conversation you'll want to reference when writing the summative
In-Person Meeting is also available as a Pathways milestone type, so your district can require a set number of documented meetings across the year.
Recording a Meeting
Step 1: Open the In-Person Meetings section
Navigate to the employee's page.
Find the In-Person Meetings section.
Select Add in-person meeting.
If you haven't recorded any yet, you'll see "No in-person meetings yet — Record notes from in-person meetings with this employee."
Note: The employee must have an email address on file. Without one you'll see Action unavailable — "The person must have an email to add in-person meetings." Add their email to their profile first.
Step 2: Fill in the meeting details
The New In-Person Meeting window opens.
Select the date of the meeting.
Confirm the Observer — the person recording the meeting.
In Meeting Notes, write what you discussed. Cover the points you'll want to remember: what you talked about, what was agreed, and any next steps.
Tip: Your work saves as you go, so you won't lose notes if you get interrupted.
Step 3: Attach files (optional)
In the Attachments section, select Attach files.
Choose your files. They appear under New attachments (to be uploaded) until you save.
Files already saved appear under Existing attachments.
To remove one, select the delete icon and confirm.
Note: Each file must be under 10 MB. Files over the limit aren't added, and you'll see a message telling you so.
Step 4: Review, choose whether to share, and submit
Select Continue to open the review step and read over what you've written.
On the review step, set the Share with Employee toggle. The helper text explains what will happen either way: with the toggle on, submitting emails the meeting notes to the employee; with it off, the meeting is marked as completed without notifying the employee.
Then choose:
Save as Draft — keeps it private and editable. You'll see "In-person meeting saved as draft."
Submit — finalizes the meeting. If sharing is on, the employee is emailed the notes and you'll see "In-person meeting shared with employee."
Managing In-Person Meetings
Statuses
Draft — saved but not shared
Completed — submitted without emailing the employee
Shared with Employee — the employee has been emailed the notes
Viewing and editing
In-person meetings are listed on the employee's page, newest first. Select View meeting to open one. From a meeting you can:
View In-Person Meeting — read the saved record
Edit In-Person Meeting — update notes or attachments
Share with Employee — email the meeting notes to the employee, or resend them, once the meeting is Completed or Shared with Employee
Delete — remove the meeting
If the list is long, use Show less to collapse it.
Note: Deleting is permanent — you'll be asked to confirm, and it can't be undone.
Using Meetings as Summative Evidence
When you build a summative evaluation, you can pull in the meetings you've completed or shared with the employee as supporting evidence.
Steps
Open or create the employee's summative evaluation.
Find the Select In-Person Meetings section.
Select the meetings you want to include as evidence.
Selected meetings flow into the summative the same way observations do — they appear in the preview, and their content is available to AI generation when drafting your summary and ratings.
Note: Only meetings with a Completed or Shared with Employee status are available to select. Drafts don't appear — submit a meeting first if you want to use it as evidence.
What the Employee Sees
When you share a meeting, the employee receives an email with the notes. The meeting also appears in their Staff Portal:
In their Timeline, alongside observations and other records
As a Milestone, if your district uses In-Person Meeting as a Pathways milestone — described as "Notes from an in-person meeting with the employee."
Note: Unlike observations, in-person meetings don't ask the employee for a reflection or signature. They're a record of a conversation, not something the employee needs to act on.
Frequently Asked Questions
How is this different from an informal observation?
Both are quick, flexible records you can optionally share, and both can be attached to a summative evaluation as evidence. The difference is purpose: informal observations document what you saw in a classroom, while in-person meetings document a conversation.
Why can't I add an in-person meeting for someone?
They need an email address on their profile. Add it and try again.
Can I share a meeting after saving it as a draft?
Yes. Open the draft, continue to the review step, turn on Share with Employee, and select Submit. Or select Mark as Completed from the meeting's action menu, then select Share with Employee whenever you're ready.
The employee lost the email — how do I resend the meeting notes?
Open the meeting's action menu (or open the meeting) and select Share with Employee. This emails the meeting notes to the employee again. It's available once the meeting is Completed or Shared with Employee — if it's still a Draft, submit it or select Mark as Completed first. The employee can also find the meeting in their Staff Portal Timeline.
Note: Lebra doesn't send a calendar invite or meeting request — the email contains the notes from a meeting that already took place.
Does the employee see my attachments?
Attachments are included with the meeting record. Only share meetings whose attachments you're comfortable with the employee seeing.
Does an in-person meeting count toward a Pathways milestone?
Yes, when your district includes In-Person Meeting as a milestone type in the pathway. The milestone tracks against the quantity your administrator set.