Learn about the stakeholders we recommend you have on your team and their roles in implementing AskCody within your organization.
A successful implementation of AskCody depends on assembling the right team with clearly defined responsibilities. The size and structure of your team may vary based on your organization’s scope and complexity, but we recommend involving the following stakeholders to ensure a smooth implementation, effective adoption, and long-term success.
- Project Manager
- System Owner (AskCody System Administrator)
- Microsoft Exchange Roles
- Facility Manager
- Super Users (Power Users)
- First Level IT Support (Service Desk)
- Employee Trainers
- Finance
Project Manager
Leads the implementation process, coordinating stakeholders, setting timelines, managing resources, and ensuring the project stays on track. This person often acts as the central point of contact between AskCody and your organization.
System Owner (AskCody System Administrator)
Owns the AskCody Platform internally and is responsible for its configuration, maintenance, and governance. This person ensures the platform is aligned with organizational needs and coordinates closely with the IT and Facilities teams. They should understand both the business processes and the day-to-day platform usage.
Microsoft Exchange Roles
AskCody relies on integration with Microsoft Exchange, so it’s essential to involve:
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Microsoft Exchange Admin: Manages the Exchange environment and has the necessary rights to support AskCody integration.
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Global Exchange Admin: Oversees the entire Microsoft 365/Exchange environment and can grant global permissions and settings required during implementation.
These individuals are essential during both implementation and ongoing support.
Facility Manager
Provides insight into meeting room usage, room equipment, and on-site logistics. Often involved in configuring room resources, booking rules, and room displays in AskCody.
Super Users (Power Users)
Super Users are internal experts who support user adoption and serve as first-line support. They receive early and in-depth training and help ensure the platform is used effectively. Different Super Users may be involved depending on your setup:
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Meeting Coordinator: Manages complex bookings and meeting arrangements across teams.
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Personal Assistant (PA): Books meetings on behalf of others and needs streamlined workflows.
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Front Desk Staff: Handles visitor registration and reception tasks.
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Services Manager: Manages service deliveries (e.g., catering, AV, room setup) and coordinates with AskCody’s Services module.
These users play a vital role in shaping workflows and providing feedback during setup.
First-Level IT Support (Service Desk)
Handles AskCody-related tickets and end-user issues before escalating to AskCody Support. This group must be trained in common troubleshooting and platform usage. Ideally, Super Users and First-Level IT Support work closely together to ensure a high-quality support experience.
Employee Trainers
Responsible for onboarding new users and providing ongoing education. Trainers should familiarize themselves with available documentation and training tools from help.onaskcody.com, and may also create custom training materials like quick-reference guides or department-specific instructions.
Finance
Monitors and manages license usage and related costs. Finance is particularly relevant if in-app purchases are enabled, as they will be responsible for approving and reconciling additional licenses and adjusting internal budgets accordingly.
Each of these roles brings unique insight and responsibility to the table. Clear communication and defined ownership help accelerate implementation, reduce support overhead, and encourage adoption. We recommend documenting who fills each role in your organization before you begin.
In Step 3, you will learn how to invite your project team into the AskCody Platform.