User Roles and Memberships on the AskCody Platform

On the AskCody Platform, each user is granted a set of roles. These roles determine what the user is able to view, access, and control when logged in to the Portal or Add-ins.

This article covers: 

Introduction to User Roles and Memberships

AskCody provides a Platform consisting of 4 Pillars that support the areas of Meeting Management and Resource Scheduling. These 4 Pillars consist of Modules. Each of these modules requires different layers of access control, which is controlled by roles and memberships. These roles and memberships grant access to different parts of the AskCody Platform like a hierarchy.

  • The AskCody Owner role grants access to every module and feature in the AskCody Portal (The owner role still need a membership to use the Web Portals of the Modules Services and Visitors).
  • The Administrator roles have access to all features that belong to the specific Module. Some of these features are placed in the Admin Center in the Portal. Only Owners and Administrators have access to the Admin Center.
  • Portal User roles and Managers have access to limited features that belong to a specific Module. The Portal User and Managers do not have access to the Admin Center. 

Memberships and Web Portals? 

Both the Visitors, Services, and Insights Module consists of a Web Portal. A Web Portal is the "tool" selected users from either Visitors, Services, and Insights are working in Daily. 
Eg. the Module Visitors consists of a Web Portal the receptionists work in daily to manage and check-in/out their visitors. You don't set up and configure anything in this Web Portal, you use it in your everyday life.

In the Modules Visitors and Services, you can create different receptions or providers depending on your workplace setup. To control specific users only has access to specific receptions or provider, we use Memberships
Eg. Your company has two locations with one reception on each, Reception 1 and Reception 2. You only want the receptionists belonging to Reception 1 to have access to Reception 1's data. Therefore you give the receptionists belonging to Reception 1, membership to Reception 1. 

Memberships are provided under each reception or provider in the AskCody Portal.

In the following, you will find an illustration of all the AskCody Platform user roles, and which areas of the Portal and Add-ins the roles gain access to. 

To get the illustration in a larger view, please click here.AskCody-Manager-User-Roles-and-access-Hierarchy

To get the illustration in a larger view, please click here.

Role descriptions

AskCody Owner

Grants access to all Modules and features in the AskCody Portal, including Admin Center and the Web Portals. Even though this user is the owner of the Platform, this user still needs to be granted memberships if necessary, and have the specific Add-in User role if this user needs to use one of the 3 Add-ins for MS (Bookings, Visitors, Services).

Use: This role is by default granted to the person who creates the organization's account in the AskCody Management Portal (the user that signs up). It is highly recommended that this role is only granted to the user that is responsible for your AskCody services and the user in contact with AskCody. 

ADSI synchronization tag: ROLE_OWNER

User Administrator

Grants access to accounts and role grants in the AskCody Management Portal.

Use: This role will allow the user to access other users' accounts and grant roles. The grantable roles are determined by what AskCody services are a part of your subscription (if you want access to more roles or seem to be missing any, please contact support@askcody.com)  

It is highly recommended that this role is only granted to the user that is responsible for your AskCody services and the user in contact with AskCody. 

ADSI synchronization tag: ROLE_AUTH_ADMIN

Integrations Administrator 

Grants access to all Integration functionalities.

Use: This role grants the ability to: Establish Integrations between AskCody and Exchange. Integrate specific calendars to AskCody. Create a synchronization via Azure Active Directory(AD) or Active Directory Server Integration (ADSI). 

It is highly recommended that this role is only granted to the user that is responsible for your Exchange and integrations. 

ADSI synchronization tag: ROLE_CONNECT_ADMIN

Insights Portal User

Grants access to all functionalities in the Insights Module.

Use: This role grants access to the Insights Web Portal.

ADSI synchronization tag: ROLE_INSIGHTS_ADMIN

Dashboards Administrator

Grants access to all Dashboard functionalities in the AskCody Portal.

Use: This role is needed in order to create, edit, preview Dashboards, and Dashboards templates.

ADSI synchronization tag: ROLE_ACTIVITYVIEW_ADMIN

Dashboards Manager

Grants access to a limited amount of functionalities in the Dashboards Module.

Use: This role is needed in order to create, edit, preview ActivityViews. 

ADSI synchronization tag: ROLE_ACTIVITYVIEW_MANAGER

Services Administrator

Grants access to all functionalities and settings in the Services Module.

Use: The user with this role will be able to create, edit and view requests. Create, edit and view items. Create, edit, and view categories. Rooms, terms, cost centers, and cost center groups, finance.

It is highly recommended that this role is only granted to the user that is responsible for your Services Module. 

ADSI synchronization tag: ROLE_MEETING_ADMIN

Services Portal User

Grants access to create, edit, and view requests, item lists, rooms in the Services Web Portal.

Use: This role is meant for staff members of a Service Provider. 

ADSI synchronization tag: ROLE_MEETING_PROVIDER

Finance

Grants access to the Finance menu in the Services Portal, which consists of cost centers and settlements.

Use: This role is meant for the financially responsible administration of requests. Users with this role will only be able to create, edit, and view cost centers, cost center groups, and settlements. 

ADSI synchronization tag: ROLE_MEETING_ACCOUNTANT

Add-in User

Grants access to the AskCody Add-ins in Outlook. 

Use: This role is for every employee who should use either the Bookings, Services or Visitors Add-ins. 

ADSI synchronization tag: ROLE_MEETING_USER

Add-in User with Delegated Access

Grants access to use the AskCody Add-ins for Outlook on behalf of other users. 

Use: This role should be granted, together with the Add-in User role, for users who make bookings, request services, or add visitors to reception on behalf of others. 

Remember the delegated access should also be granted in Outlook if this is not already done.

ADSI synchronization tag: ROLE_MEETING_DELEGATE

Add-in User Search Specific Room

Grants access to the specific room search function when using the Bookings Add-in in Outlook.

Use: This role should be granted, together with the Add-in User role, for users who need the "search specific rooms" function in the Bookings Add-in.

ADSI synchronization tag: ROLE_ROOMFINDER_SEARCH_SPECIFIC_ROOMS

Resources Administrator 

Grants access to all Resource functionalities in the AskCody Portal.

Use: The user with this role will be able to edit and view the purposes and capabilities of all resources in the AskCody Portal, under Resources. 

ADSI synchronization tag: ROLE_ROOMFINDER_ADMIN

Resources Manager

Grants access to limited Resource functionality.

Use: The user with this role will be able to assign capacities, purposes, capabilities, and info links to the resources in the Resource Module in the AskCody Portal.

ADSI synchronization tag: ROLE_ROOMFINDER_MANAGER

Displays Administrator 

Grants access to all functionalities in the Displays Module.

Use: This role is needed in order to create, edit, and preview Displays and create Displays templates.

ADSI synchronization tag: ROLE_TODAY_ADMIN

Displays Manager

Grants access to limited functionalities in the Displays Module.

Use: This role is needed in order to create, edit, and preview Displays. To create Displays templates, you need to have the AskCody Owner or Displays Administrator role.

ADSI synchronization tag: ROLE_TODAY_MANAGER

Visitors Administrator 

Grants access to all functionalities in the Visitors Modules in the Web Portal and Admin Center.

Use: The user with this role will be able to create, edit, and view check-ins, visitors, and hosts in the Visitors Web Portal. The Visitors Administrator will also be able to customize properties for the Check-in Kiosks, host/visitor email and SMS. 

ADSI synchronization tag: ROLE_WELCOME_ADMIN

Visitors Portal Users

Grants access to contacts and visitors in Visitor Web Portal.

Use: The user with this role will be able to create, edit, and view check-ins and Visitors. This user is typical a receptionist at reception or front desk.

ADSI synchronization tag: ROLE_WELCOME_RECEPTIONIST

Central Portal Users

Grants access to all functionality in the Central module.

Use: The user with this role will be able to see meetings with meeting time, rooms, capacity utilization, attendees for meetings, for any given date. This user is typically a meeting manager within the company.

ADSI synchronization tag: ROLE_WORKPLACE_CENTRAL_USER

If you can't find some of these roles in your Platform please contact support@askcody.com