Meet Me Configuration
Learn how to configure Meet Me within the Maica Settings
This article covers the initial setup of Meet Me, including prerequisites, API key configuration, and custom object setup.
For ongoing administration, privacy obligations, and performance management, see Meet Me Administration.
Prerequisites
Before setting up Meet Me, you will need:
A Google AI Studio API key
Free to start. Sign up at aistudio.google.com and generate a key in the API Keys section. Usage beyond the free tier is billed to the Google account that owns the key
The Meet Me permission set
Assigned to any users who need access to the summary or the admin settings. Covers field-level access to the AI configuration fields on the Settings object
The Meet Me Settings tab
Available in the Maica Admin app navigation
Initial Configuration
Step 1 - Open Meet Me Settings
Navigate to the Maica Admin app and open the Meet Me Settings tab.
Step 2 - Enter your API Key
Paste your Google AI Studio API key into the API Key field. The key is stored securely in Maica's configuration settings and is never displayed back in plain text after saving.
Step 3 - Choose a Model (Optional)
The AI Model field defaults to gemini-2.5-flash if left blank. This is a high-capability, fast, and cost-efficient model suitable for production use.
To use a different Gemini model, enter the model API name (available from the Google AI Studio documentation). If unsure, leave this blank.
Step 4 - Test the Connection
Before enabling Meet Me for your users, click Test Connection. This makes a minimal call to Gemini using the key and model you've entered and confirms they are valid. A success message means Meet Me is ready to activate.
Step 5 - Enable Meet Me
Toggle the AI Enabled switch on. Once enabled, the aiParticipantSummary component on the Contact record page will begin generating summaries for users with the Meet Me permission set.
Custom Object Configuration
Meet Me can include data from custom objects in your Salesforce org, beyond the standard Maica data types. This is configured exclusively by the administrator and is not visible or adjustable by care workers.
When to Use
Use custom objects when your organisation tracks Participant-relevant information in custom Salesforce objects that isn't captured in the standard Maica data model. Common examples include Medications, Risk Assessments, Behaviour Support Plans, and Clinical Notes.
Object Requirements
For a custom object to be supported, it must meet the following requirements:
Direct relationship to Contact
A Lookup or Master-Detail field to Contact. Indirect relationships (via intermediate objects) are not supported in v1
Supported field types
Text, Number, Date, Checkbox, Picklist, Currency, Percent, TextArea
Unsupported field types
Formula fields and lookups to other objects are not included
Configuring a Custom Object
In the Custom Objects section of Meet Me Settings, click Discover Objects. This scans your org for queryable custom objects. Objects already configured will show their existing settings.
Click Configure on an object to open its settings panel:
Display label
The heading that appears in the AI prompt for this object's section (e.g. "Medications"). Use meaningful, plain English - this is what the AI sees
Contact lookup field
The field on this object that relates it to Contact. Used to filter records to the current Participant
Included fields
The fields to send to Gemini. Only selected fields are included. Start with the most relevant - more is not always better
Date filter field
Optional. A date or datetime field to filter records by (e.g. only medications prescribed within the last 60 days). Leave blank to include all records regardless of date
Volume cap
Maximum records per Participant to include. Default is 10. Use a lower cap for objects with many records per Participant (e.g. daily activity logs)
Use the Active toggle to enable or disable the configuration. Inactive configs remain saved but are not queried at summary time.
Click Save Custom Objects to apply changes.
Configuration is saved via the Salesforce Metadata API, which is asynchronous. Changes typically take 5 to 10 seconds to propagate. Refresh the page before testing if summaries don't immediately reflect a change.
Limits
Active custom objects
Maximum of 10 at any one time. This protects against Salesforce governor limit consumption
Volume per object
Default 10 records, configurable per object
If a field included in a custom object configuration is deleted or renamed in Salesforce, that field will be silently skipped at query time. The rest of the object's fields will still be included, but the affected data will not appear in summaries. Review custom object configurations after any org schema changes.
Supported Salesforce Objects Reference
Participant Notes
Note text (up to 500 chars each), date, Note type
5
Yes
Appointments
Appointment type, status, date, cancellation reason, Delivery Activity (sub-query)
20
Yes
Participant Goals
Goal name, stage, progress notes
10
No (all active Goals)
Delivery Activity (direct)
Activity type, outcome, date
20
Yes
Schedule
Schedule name, frequency (linked via Appointments)
Included with Appointments
Via Appointments
Service Agreements
Agreement name, Support Category, status
5
No (active agreements)
Agreement Items
Item name, key fields
10
No
Custom objects
Admin-configured
10 types × admin-set cap (default 10 each)
Optional per config
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