Install & setup guide

This guide is for the person who looks after your church's Rock RMS. Plan on about 20 minutes. Nothing has to be configured outside Rock: no hosting, no environment variables and no separate logins.

1. Install the plugin

Before installing on your live Rock

Meet only adds things. It doesn't change or move your existing pages, people, groups, roles or settings, and nobody gets an email until you finish setup. Still, any plugin install restarts Rock, so:

1. Take a database backup.
2. Pick a quiet time, not a Sunday morning or a busy office hour.
3. Check that nothing already uses the /meet address. In Admin Tools → Power Tools → SQL Command, run SELECT * FROM PageRoute WHERE Route = 'meet' OR Route LIKE 'meet/%'. It should return no rows. If it returns any, rename that route first.

Install

1. In Rock, go to Admin Tools → Rock Shop, find Meet, and choose Install.
2. Rock restarts and runs Meet's setup steps on its own. It creates:
   • a Meet section on your internal site, at friendly addresses like /meet/goals. Its menu has three headings: My Work (Dashboard, Check-in, To-do, Goals), Reviews & Feedback (Annual Reviews, Peer 360, Feedback) and Team (Meetings, Roundtable, Staff, Settings)
   • two security roles: Meet Staff, which can see the section, and Meet Administrators
   • one email template, Meet Notification, under Communications → System Communications
   • six scheduled jobs, all starting with "Meet:", under Admin Tools → Settings → Jobs Administration
   • a private file type, Meet Recording, for audio waiting to be transcribed
3. Open any page on Rock's internal site. A Meet is installed window pops up. Choose Start setup to open the setup wizard.

The six jobs start switched on, but no reminders or digests go out until you finish the setup wizard.

The Meet is installed window shows on every page until setup is finished, to Meet admins and, while Meet has no admin yet, to Rock administrators. Not now hides it for the rest of that browser tab. The Meet menu itself only shows for people on Meet's staff list, so it appears once the wizard has added you. If you ever need the wizard directly, it's at /meet/setup.

Upgrading

Installing again, or installing a newer version from the Rock Shop, is safe. Each step checks for what's already there, and your data and settings are kept. See the release notes for what changed.

2. Run the setup wizard

Choose Start setup in the Meet is installed window, or go to /meet/setup. The wizard walks through seven steps. You can stop at any point and pick up where you left off.

When you finish, the Health Check on the Settings page shows anything that still needs attention: staff with no supervisor, a department with no SLT member, a job that isn't running, or an AI key that doesn't work.

Put Meet on another page

Meet Dashboard is the only Meet block in Rock's Add Block list. It brings the dashboard and Meet's menu, so everything is one click away. The other Meet blocks live only on the pages the install created.

1. Go to the page, such as the internal home page, and open Admin Toolbar → Blocks (the cube icon).
2. In the zone you want, choose Add Block, then pick Meet Dashboard from the Meet category. A full-width zone works best.

The first time the page loads, Meet gives the block the same security as the Meet section: View allowed for Meet Staff, denied for All Users. Rock then leaves it off the page entirely for anyone who isn't active staff, Rock administrators included, so it's safe on a page everyone uses. If you'd already set your own security on the block, Meet leaves it alone. You can still move or delete it from the zone editor.

Reading the block's security. Open the block's security and you'll see:

• Item Permissions: Meet Staff (Allow) then All Users (Deny). These are the two rules Meet added. Rock checks them top to bottom and stops at the first one that matches the person, so staff see the block and everyone else is stopped at All Users.
• Inherited Permissions: the page's own security, such as RSR - Rock Administration and RSR - Staff Workers. Rock only uses these when no item rule matches. All Users matches everyone, so they never decide who can view this block. Those roles keep their access to the rest of the page.
• The Edit and Administrate tabs aren't changed. Whoever could manage blocks on the page still can, even if they can't see this one.

Roles

Everyone has one role, which is their place in the org chart. Rename the two church-specific labels in Settings if your church uses different words.

Only an admin can give someone any role other than Employee.

Admin is a checkbox on top of the role, not a role of its own. An admin runs the app: departments, the staff list, roles, AI and Limits settings, export. They keep their real role and a supervisor, so a supervisor who is also an admin still runs their team's check-ins, and an admin's own check-ins and reviews are run by whoever they report to. Being an admin is not a way to read someone's check-in: admins see check-ins only where their role would let them anyway.

Who controls Meet

Meet's own admins, not Rock's.

Who counts as staff. Access to Meet comes from the Meet Staff security role, and Meet keeps that role in step with its own staff list. You never edit the role by hand. Adding someone in the setup wizard or Settings → Staff puts them in it. Removing them, or leaving them waiting to be set up, takes them out.

Rock's own staff groups, such as RSR - Staff Workers, give no access to Meet. They only feed Meet's staff list if you choose: as a one-time import in setup step 2, or with Settings → Staff → Sync from a Rock group. With the sync, new people arrive as waiting to be set up until an admin finishes them.

• Only Meet admins (and the Senior Pastor) see the admin parts of Settings and can run Setup. Being a Rock administrator doesn't give you either.
• Rock administrators who aren't on Meet's staff list don't see Meet anywhere: not in the menu, not on its pages, and not in a Meet block on another page. The only exception is the setup prompt, until setup is finished.
• First install and lockouts: a Rock administrator can open /meet/setup only while Meet has no active admin. That's how the first admin gets made, and how you recover if every admin has left.
• You can't untick or remove the last admin. Make someone else an admin first.
• Rock administrators can still read Meet's tables directly in the database. No plugin can prevent that.

AI: recording and Draft Notes

Both features are optional. When they're off, the buttons say so instead of failing.

Draft Notes turns typed notes and a transcript into a write-up with action items. In Settings → AI, choose one of:

• A Rock AI provider: uses whatever your Rock already has configured (Admin Tools → Settings → AI Providers), either Rock's Open AI provider or its Open AI Compatible provider. Nothing new to pay for or store. The Model list starts on the provider's default model; pick another to override it.
• OpenAI, Anthropic, or any OpenAI-compatible service: paste an API key, then pick a model. The key is encrypted with Rock's own encryption key and never sent to anyone's browser.

Recording and transcription needs a speech-to-text model. Choose one of:

• Use an AI provider already set up in Rock: Meet uses that provider's URL and key to call its /audio/transcriptions endpoint. With Rock's Open AI provider, the default model gpt-4o-transcribe (or whisper-1) works as is. With a compatible provider, enter a speech model that service offers.
• OpenAI, with our own key, or Another OpenAI-compatible service for any compatible transcription endpoint.

To use Rock's provider for both:

1. In Admin Tools → Settings → AI Providers → Open AI, enter your OpenAI secret key and save.
2. In Meet → Settings → AI, choose Use an AI provider already set up in Rock for both Draft Notes and recording, pick the provider, and save.
3. Press Test Draft Notes and Test transcription.

Choosing a model. You don't type model names. Once there's a key, the Model list fills with the models that key can actually use, asked from the service itself, so it stays current as new models come out. Models Meet can't use (image, voice, embeddings) are left out, and the best choice is marked (recommended) and picked for you. If the key is wrong, the list says so straight away. Type a model name… at the bottom covers anything else.

Press Test after saving any change. If something's wrong, the message says what: a refused key, an unknown model, or a provider with no key yet.

Meet reads the provider's settings but calls the service itself, so long meetings aren't cut off by the 30-second limit on Rock's own AI calls.

How keys are protected

• Only Meet admins can change AI settings or press Test.
• A key pasted into Meet is encrypted with Rock's encryption key before it's saved, and it's never sent back to the browser. To change it, paste a new one.
• Keys are only ever sent over https. A plain http:// address is refused, except http://localhost for a model running on the Rock server itself.
• Every change saved in Settings → AI is recorded in Settings → Audit log: who, when, and what changed. A key shows only as added, replaced or removed.
• Rock's own AI Providers page stores its secret key as plain text, visible to anyone who can edit AI Providers. If that matters to you, paste the key into Meet instead.

What gets sent: the typed notes, the transcript, the names and job titles of the people involved and, for a meeting, its write-up so far. Private supervisor notes and personal meeting notes are never sent. Audio is deleted as soon as its text comes back, and a nightly job removes anything left over after 24 hours (except a recording still waiting for Try again, which stays until someone retries or discards it).

Scheduled jobs

You can change any schedule in Jobs Administration. The working hours, clear day and reminder windows are in Meet's Settings → Limits.

Emails

Every Meet email uses the Meet Notification system communication. It starts with your Rock email header and footer, so it already looks like your church. To change the look, edit that one template. The wording of each notification comes from Meet itself.

Who can see what

• Check-ins: the employee, the supervisor who held it, and the department's SLT member or the senior pastor. Private notes are visible to the supervisor only. The write-up reaches the employee when the check-in is wrapped up.
• Annual reviews: the writer and department lead. The employee sees a review once it's shared. 360 contributors appear to the employee only as "Colleague 1, 2, 3".
• Shared To-dos on the To-do page are private to their owner and whoever they share them with. Admins can't see them, and they aren't exported.
• Rock's reporting tools don't offer Meet's data. It's left out of Data Views and Reports, and Lava entity commands won't return it to anyone who hasn't been given access.
• Export (Settings, admins only) produces JSON of the workspace or one person. It leaves out private notes, draft reviews, personal goals and all to-dos, including Shared To-dos.

Keeping the staff list in step with a Rock group

If your church already keeps a staff group in Rock, Meet can follow it. In Settings → Staff, under Sync from a Rock group, pick the group and press Save. Every hour, anyone new in that group is added to Meet as waiting to be set up, and an admin still gives them a role, supervisor and department.

Sync only ever adds people. Anyone who leaves the group stays on Meet's staff list, and the Health Check flags them so you can decide. Sync now runs it straight away, and Turn off stops it.

Removing someone

In Settings → Staff, choose Remove. They lose access straight away and are taken out of the Meet Staff role. Their direct reports move up to the removed person's supervisor, and any 360 invitations or feedback requests waiting on them are declined. Their history stays, and Restore brings them back.

Uninstalling

Rock has no uninstall button for Rock Shop plugins. Meet ships a clean-up script; see Uninstalling Meet for the steps.

Troubleshooting

Getting help

If something isn't covered here, contact support. Include your Rock version, your Meet version, the exact message you saw, and any matching entries in Rock's Exception List (Admin Tools → Settings → Exception List).