Staff guide

Meet is where your church's staff keep their one-on-one check-ins, annual reviews, goals, to-dos, meeting notes and feedback, all in one place, inside Rock.

Your church may have renamed a few things. The app might not be called "Meet", org-wide goals and to-dos might be under "Ministry" instead of "Church", and the SLT and Senior Pastor roles might have other names. This guide uses the defaults.

Get set up

1. Sign in

1. Sign in to Rock with your normal Rock login.
2. Open Meet from Rock's internal site menu, or go straight to /meet on your church's Rock site.
3. You'll land on your Dashboard.

You need to be on Meet's staff list first. An admin or leader adds you, and you get a You've been added to Meet email. (If you were added while your church was first setting Meet up, there's no email: your admin will tell you.) Until then, Meet doesn't show anywhere in Rock for you.

Your name, email and photo come from your Rock profile. To change them, change them in Rock.

2. Find your way around

• The menu on the left goes to each page: My Work (Dashboard, Check-in, To-do, Goals), Reviews & Feedback (Annual Reviews, Peer 360, Feedback) and Team (Meetings, Roundtable, Staff, and Settings for leaders). On a phone, tap the ☰ button at the top of the page (it shows the page you're on) to open it.
• Numbers in the menu count things waiting for you on that page.

3. Know your role

Everyone has a role, a department and a supervisor. Most of the app is the same for everyone. Leaders get a few extra tools.

Everyday tutorials

The Dashboard: see what's waiting on you

When something is blocking someone else, a Waiting on you card appears at the top:

• a 360 you've been asked to write
• a feedback request
• an annual review shared with you that you haven't acknowledged
• action items and to-dos someone else gave you

Click any item to go straight to it. Below that you'll see the latest meeting, your open check-in, your to-dos (tick them off right there) and recent feedback.

Make it yours. Click Customize at the top right of the Dashboard. Then:

• Move a card by dragging its bar, or with the arrow buttons.
• Resize it with Full width / Half width.
• Remove it with the ✕.
• Add one with Add a card. There's an at-a-glance row of counts, your goals, your department's goals and the whole organization's goals. Leaders also get a My team card.

Click Save my dashboard when it looks right. Only you see your layout. Reset to default puts it back the way it started.

To-do: keep track of the small stuff

The To-do page has four tabs, and opens on Personal:

Make a list (Shared To-dos tab)

1. Type a name in New list name and click New list.
2. Type in Add a line and press Enter. Keep going, one line at a time.
3. Tick the checkbox to finish a line. It folds away under N completed.
4. Use a line's … menu to Edit it (add a note), Move up/Move down, move it to another list, or Delete it. You can also drag lines to reorder them.
5. To share the list, open its ⋮ menu and choose Share…. Everyone you share it with can add, tick and edit lines. Only you can rename, recolour, archive or delete it.

A list's ⋮ menu also has Pin to top, Rename, Move earlier/Move later, colours, and Archive. Archived lists are under Archived (N), where you can Restore them. Lists shared with you show the owner's name.

Add a to-do (Personal, Department or Church)

1. Open the tab, type in Add a to-do… and press Enter.
2. For a due date, notes, a High priority flag, people to do it or a linked goal, click More options (or New to-do at the top) instead.
3. On a shared item, click Assign to pick who's doing it. You can pick more than one person.

Tick the checkbox to mark something done. A message offers Undo for a few seconds.

Good to know

• Due dates turn amber within 3 days and red once they're late.
• Ticking an item under From meetings and check-ins ticks it on the meeting or check-in too.
• New items someone else added to a shared list show New.
• You get an email when someone else assigns you something. Weekday mornings you get a digest of new items on your department's list.

Goals: track what you're working toward

1. Go to Goals and click New goal.
2. Fill in Title, Description, Whose goal (Personal — just me, Department, or Church), Status and Due date.
3. To count toward a number (for example, 40 volunteers), open Measure progress with a number and set the unit, start, current and target. Leave it at 0 to 100 to track a percentage.
4. As things move, open the goal and click Check in to record where it stands, the status (On track, Off track or Done) and a short note.

Personal goals are only visible to you. Department goals are visible to your department. Church goals are visible to everyone. A goal's page also lists its to-dos (Add to-do).

Feedback: thank someone or leave a note

Give feedback

1. Click Give feedback and pick who it's for.
2. Choose Praise or Note.
3. Choose Who can see it:
   • Public — they and their colleagues can see it: they're emailed, and it shows on their profile.
   • Supervisor only — not them: only their supervisor (who is emailed) and admins can read it.
   • Private — just me: a note to yourself. Nobody else sees it or gets an email.
4. Click Send.

Ask for feedback. Click Request feedback, pick everyone you'd like to hear from, add a note if you like, and click Send request. Each person gets an email, and can Respond or Decline from their Requests tab.

React. When you receive feedback, you can send back a ❤️ or 👍 to say "thanks, I saw it."

Roundtable: suggest a topic for the all-staff meeting

1. Go to Roundtable and click Add a topic.
2. Pick a category: General, Ministry, Operations, Events, People & Volunteers, Facilities or Technology. Details are optional.

You can edit or remove your own topics, and leaders can edit or remove any. The whole list clears once a week (Saturday, unless your admins chose another day).

Staff: find a colleague

Staff lists everyone by department, with their title, role and supervisor. Search by name, title or department, or click My team to see only your reports. A profile shows the person's goals and any feedback you're allowed to see, and has a Give feedback button.

Tutorials for supervisors and leaders

Run a check-in

A check-in is the record of a one-on-one. There's no fixed schedule, so start one whenever you meet. Your check-ins become the source for the annual review.

1. On Check-in, click Start check-in (or Start a check-in on someone's profile), then pick the person and the date. If you've already started one with them that day, it opens instead.
2. Optional: record the conversation. Ask the person first, then click Record. Read Before you hit Record first.
3. Type notes in Check-in write-up. Short lines like "Sarah – update volunteer list" work best.
4. When you're done talking, click Stop and transcribe. Once the transcript is in, the AI rewrites the write-up from what you typed and the recording (if Draft Notes is set up), and adds action items.
5. Keep anything just for yourself in Private notes. Only you ever see these. They're never shown to anyone else, sent to the AI, or exported.
6. Check the action items. Each belongs to the employee, you, or both.
7. Click Wrap up. The employee is emailed and can now read the notes.

Until you wrap it up, the employee can see the action items and any transcript, but not the write-up. Reopen hides the notes again. Unfinished action items carry forward under Still open from earlier check-ins. Only the supervisor who ran a check-in can delete it.

Write an annual review

1. Go to Annual Reviews, open the Your team tab, and click Start {year} review next to the person. Each person gets one review per year, and nobody writes their own.
2. Score each statement from 1 (Does Not Meet Expectations) to 5 (Exceeds Expectations), and answer each written question. Section scores and the Final score are worked out for you, and you can pick a different final score.
3. While it's a draft, the employee can't see any of it.
4. Click Share with {name}. They're emailed. Put back to draft works until they acknowledge it.
5. The employee can add a response, then clicks Acknowledge. That records that they've read it, not that they agree. You're emailed.
6. Click Print for a copy to sign.

Run a Peer 360

1. On Peer 360, click Start a 360, pick who it's about and, optionally, the colleagues to ask. Any leader can do this, but not for themselves, and only one 360 can be open per person.
2. Invite up to 3 colleagues (your admins can change the number) with Ask colleagues. Use the × to withdraw an invitation that hasn't been answered.
3. Invitees get the questions by email and answer under Asked of you: Save draft, Send it or I'd rather not.
4. Write your own part, then share it. The person sees colleagues' answers as Colleague 1, 2, 3, without names. You see who wrote each one.

Run a meeting

Anyone can start a meeting, for any team. Until you publish, only you, admins and the leaders of departments it's addressed to can see it.

1. On Meetings, click Start a meeting. Add a title (optional) and the date.
2. When the meeting starts, click Record. Tell the room first.
3. Type quick notes while you talk. Click Write the notes up yourself to type the shared write-up; naming people helps ("Mike – book the van"). My notes are just for you.
4. Afterward, click Stop and transcribe. Once the transcript is in, the AI drafts the Meeting write-up (if Draft Notes is set up) and adds action items.
5. Check the action items. Reassign anything wrong, and give an owner to any Unassigned ones.
6. Save, then click Publish. Pick who it goes to: SLT, one or more departments, and/or People by name. Everyone you pick is emailed.

Unpublish turns it back into a draft. Emails already sent can't be recalled, and publishing again emails everyone a second time.

Email sends the notes, action items and/or agenda to up to 20 addresses outside the app, such as a board member or volunteer lead. It never includes the transcript or anyone's personal notes.

Send an agenda ahead (optional)

1. Start the meeting with a future date. It shows under Upcoming.
2. Under Agenda, click Add item and add topics with optional details. Use the arrows to reorder them.
3. Click Send agenda and pick who gets it. They can open the meeting, edit any item, Suggest an item (you're emailed each suggestion), and type a response under each item. Everyone on the agenda sees each other's responses. Only you can reorder items, remove someone else's, or send the agenda.
4. Changed the agenda? Click Send update.

Recording and Publish become available once the meeting date arrives.

Find an old meeting. On the Meetings tab, use the search box and the team and host filters. Past meetings are grouped by month.

Settings (leaders)

When you Remove someone, pick a reason (it's only recorded in the audit log). Their access ends straight away, their reports move up to their supervisor, and any 360s or feedback they were asked for are declined. Everything they wrote stays, and Restore brings them back.