User Management in AskCody can be handled and done either manually by using the AskCody Management Portal or by integrating with Active Directory
User Management in AskCody can be handled and done either manually by using the AskCody Management Portal as we did in Phase 2 - Step 5. Admin User Management, or by integrating with Active Directory. Integration AskCody with Active Directory will automate user management and give you the freedom to manage users, roles and membership using your Identity Management system.
At this step, we will guide you through how to add and invite all your users to the AskCody Portal manually and make sure the users have all the right roles and memberships for the different AskCody Modules.
If you have more than 50 users, we highly recommend that you integrate AskCody and Active Directory for ease of use, smoother deployment and maintenance, and better user experience. You can read about that in the next chapter Setting up Active Directory.
Creating and inviting end-users manually in the AskCody Management Portal
- Log in to the AskCody Management Portal with the credentials created when creating your organizational account on the signup page. Choose EU or US.
- Click the menu tab in the upper left corner.
- Go to the Admin Center.
- In the Admin Center, click Users and choose Users.
- Click Add and type in the information about the user you are about to invite.
When sending the invite, the new user can decide their own password. Therefore, we recommend leaving the password empty inviting the user.
First name, last name, and email is the name and email address of the user you are about to invite.
Language and time zone can be used if the user wants a different language than configures globally or on that specific location. This can be edited by the user after inviting the user and is not mandatory
Roles define which modules and features the user can access. To use the AskCody Meeting Management platform, each user is granted a set of roles and memberships. These roles determine what the user is able to view, access, and control when logged in to the Management Portal or using the add-ins for Outlook and Office 365. In this article you will learn everything there is to know about User Roles and Memberships and we recommend that you spent some time going through the different roles and how they should be applied to the users in your organization.
The most important end-user roles to invite at this stage of the implementation are (some of these roles have already been mentioned in Phase 2 - Step 5. Admin User Management):
A user of the Services portal. Ability to manage and edit requests, items & services, and terms in the AskCody Management Portal.
Use: This role is meant for canteen staff and administration. Users with this role will only be able to create, edit and view requests, items & services, categories, and terms with no access to financial information or edit cost centers or settlements.
This role is relevant and needed if you have multiple staff members using the AskCody Meeting Services module and granular access to features are needed. If only one person is going to use the system, we recommend to only use the Services Administrator role.
Visitors Portal User
A user of the Visitors Portal. Ability to manage and edit contacts and visitors in the AskCody Management Portal.
Use: The user with this role will be able to create, edit, and view check-ins and visitors.
This role is relevant and needed if you have multiple staff members using the AskCody Visitor Management module and granular access to features are needed. If only one person is going to use the system, we recommend to only use the Visitors Administrator role.
Grants access to Central. Central is often used by Office Managers or Receptionists as a tool to gain an overview of today’s meetings and events. This role is often grated together with the Receptionist role.
Insights Portal User
Grants access to Workplace Insights. Workplace Insights is often used by Office Managers or Receptionist as a tool to understand booking behavior and utilization rates. This role is often grated together with the Receptionist role.
Grants access to Add-ins in Outlook. This role should be enabled for users with access to book and order meeting services through the Services Outlook Add-in.
Add-in User with Delegated Access
Grants access to Add-ins in Outlook on behalf of other accounts within the organization. This role will provide the user with the ability to use the Services add-in/plug-in on behalf of other users.
Next Step: Setting up Active Directory for AskCody