Recording & AI

Recording is the most useful feature and the one most likely to go wrong. A minute of setup saves a lost conversation.

Before you hit Record

1. Ask first. Tell the room, or ask the person in a check-in.
2. Use Chrome or Safari. Open Rock directly, not from a link inside an email app, Slack or another app.
3. Test the mic once. The first time, your browser asks for microphone permission. Click Allow.
4. Keep the tab open. Don't close or reload the tab, or lock your phone, while recording. You can scroll and type notes. The app tries to keep your screen awake, but a phone left alone may still lock.
5. Plug in a phone or laptop for anything long, and turn on Do Not Disturb so a phone call doesn't take the mic.
6. Place the device in the middle of the table, close to whoever talks quietest.
7. Use Pause/Resume for breaks or anything that shouldn't be in the transcript. It stays one recording. Your browser still shows the mic as in use while paused, but nothing is recorded.
8. Watch the length. One recording can run up to 3 hours. You'll get a warning 20 minutes before, and it stops by itself at the limit. For longer sessions, record the rest separately.
9. When you're done, click Stop and transcribe and stay on the page until the transcript appears. It uploads in pieces as you go, so only the last few minutes are left to do.

Each piece of audio is deleted once it's transcribed, and only the text is kept. If a transcription fails, the audio is kept so you can Try again or discard it. Leftover audio is cleared after 24 hours.

How the AI works

The AI does two jobs:

1. Transcribing. It turns the recording into text. The transcript appears below the notes.
2. Draft Notes. It turns your typed notes and the transcript into a tidy write-up plus a list of action items.

Both use whatever AI service your church's admins set up in Settings → AI. If they haven't, you'll see Recording isn't set up. An admin can turn it on in Settings → AI. and Draft Notes says it isn't set up either.

Your typed notes set the priorities and the order. The transcript fills in details such as names, numbers, dates and decisions. Check-in write-ups are read by both of you. They record what was said and never evaluate the person.

Who gets each action item?

The transcript can't tell who was speaking, so the AI only assigns an item when the notes clearly hand it to someone by name and it's sure which person that is. Otherwise:

• On a meeting, the item is left Unassigned for someone to take.
• On a check-in, it goes to the supervisor.

Always skim the list and fix owners. Typed notes like "Sarah – book the venue" make it much more accurate.

Running it again

On a meeting, Draft Notes again rewrites the write-up from what's there now, and asks before it does. Action items already on the list stay.

Limits

Each person can transcribe 6 times and run Draft Notes 6 times in any 5-minute window.

Privacy

For transcription, the audio is sent along with a list of up to 150 names (your departments and staff) so the service spells them correctly. For Draft Notes, the typed write-up and the transcript are sent, with the meeting's title and date (or the employee's name for a check-in) and the names and job titles of the people who could own an action item. Private check-in notes and personal meeting notes (My notes) are never sent to the AI.

Having trouble? See Troubleshooting for every recording message and what to do.