Meet, office, and Nextcloud

Purpose

Video meetings, the office lounge, and the studio Nextcloud (files, Deck, Collectives, chat). GitHub stays private to the team and is used for support tickets only.

Audience

Everyone. Ops, support, website, and developers need a Nextcloud login. 2FA is required.

Access / URL

System	URL	Use
Jitsi Meet	meet.mindfuldesign.me	Video meetings
LoungeMesh	office.mindfuldesign.me	Office / lounge
Nextcloud	mindfuldesign.metaprovide.org	Files, Deck, Collectives, Talk

Nextcloud apps:

App	Open it for	Typical path
Talk	Chat rooms (not the primary video host)	Talk
Files + Office	Shared drives, Collabora/Office docs	Files
Deck	Client boards; support-ticket copies	Deck
Collectives	Longer runbooks	Collectives
Calendar	Studio / project calendars if the team uses them	Calendar app in the same cloud

Clients get Deck (only the boards they should see) — not GitHub, not Ops, not MainWP.

How it works

• Jitsi (meet.mindfuldesign.me) is the meeting host. Create or join a room there for video calls.
• LoungeMesh (office.mindfuldesign.me) is the studio office space.
• Nextcloud Talk is chat. The MindfulAssistant room receives inbound-mail classification summaries. MD | Tech Talk (and similar) is for questions that are not a GitHub ticket yet.
• Deck: support tickets sync one-way from GitHub onto client support boards. Other client work is created and tracked on Nextcloud client Deck boards directly — see Support tickets.

Day-to-day procedures

Meetings

1. Join or create a room on meet.mindfuldesign.me.
2. For a client meeting, use a room that client should see; do not discuss other customers there.
3. After a decision that creates support work: open or update an MD-n issue. After a decision that creates other client work: put it on that client’s Nextcloud Deck board. Do not leave the only record in chat.

Office documents

1. Put working files in the correct Nextcloud folder (client or internal).
2. Open with Nextcloud Office (Collabora) from Files for .odt / .docx / spreadsheets the team co-edits.
3. Export a PDF to share outside the studio when the other party should not get edit access.
4. Do not store passwords, card data, or dumps of customer databases in Office files. Link to the password manager Admin specified.

If a Collective page already exists (handover, security protocol, monthly report), edit that instead of starting a parallel Google Doc — unless the client’s process still lives in Drive (some Rigpa / FDCW folders). When both exist, the Collective or the ticket should say which is canonical.

Files and sharing

Do	Don’t
Share a Nextcloud link with expiry and the right people	Make a folder public “just for now” and forget it
Keep support screenshots on the GitHub issue (via support@) so they are on MD-n	Treat a random Files upload as the ticket record
Use client-named folders	Mix two clients in one share

Deck comments on support copies are for clients on boards 106 / 107 / 108. Files that must be kept still go through support@ so they attach to GitHub.

Collectives (runbooks)

Requires Nextcloud access:

• MD Security Protocols
• Monthly Reports
• Support Notes

FPMT and other client handovers may live under their own Collectives. Prefer those over copying sensitive handover text into public plugin docs.

Offboarding

Admin disables Nextcloud, GitHub, Kimai, Ops, and MainWP in one pass.

Sources of truth

Data	System
Meeting rooms	Jitsi (meet.mindfuldesign.me)
Shared files and Office docs	Nextcloud Files
Support tickets	GitHub (Deck is a client-visible copy)
Other client work	Nextcloud client Deck boards
Runbooks	Nextcloud Collectives

Related systems

• Support tickets
• Internal tools overview

Gotchas

• Confirm Nextcloud is mindfuldesign.metaprovide.org (not an old host).
• Talk camera/mic: browser permission; wired connection if Wi‑Fi is poor.
• Do not post Nextcloud recovery codes or share-link passwords in GitHub issues that might be copied to Deck.
• Do not invite clients to GitHub, Ops, or MainWP.