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 Owner
- User Administrator
- Integrations Administrator
- Insights Administrator
- Dashboards roles
- Services Roles
- Resources Roles
- Displays Roles
- Visitors Roles
- Workplace Central roles
- What are Memberships?
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.
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 Add-in User role if this user needs to use the AskCody Services Add-ins for MS.
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). As this role grants access to the entire AskCody Portal, it should only be granted to employees who need full access.
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 modules 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 modules 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 Administrator
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 reports.
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 reports.
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 the AskCody Services add-in for MS.
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 Workplace Central and most of the functionalities.
Use: The user with this role will be able to view the meetings happening in all meeting rooms, the time range, the meeting rooms, capacity, and attendees for meetings on any given date. The user is also able to open a meeting card and edit any catering and additional services requested for that meeting.
ADSI synchronization tag: ROLE_WORKPLACE_CENTRAL_USER
Central Full Access Rescheduler
Grants access to reschedule all meetings unrestricted and without permission.
Use: This user will be able to drag and drop meeting cards from one meeting room to another or to another timeslot in Workplace Central unrestricted and without permission. Not one your own meetings but everyone's meetings. This is the ultimate role specially designed for Meeting Coordinators, Meeting Services Administrators, and other centralized employees that have access to other people's calendars.
The user with this role still requires the Central Portal User to be able to access Workplace Central.
Scenarios to be aware of with the current version* of the Central Full Access Rescheduler role:
- Private Meetings can't be moved in Workplace Central.
- Catering and additional requests will be dropped If a meeting is moved to a room that the Service Provider doesn't deliver to.
- Buffer-time is not visible when moving meetings in Workplace Central and, therefore, can be overruled. Buffer-time is only visible in the Bookings Add-in
- All Service Provider deadlines and specific item deadlines can be overruled when moving meetings in Workplace Central.
- If a complex meeting with multiple rooms or locations is moved in Workplace Central, catering and additional requests ordered in the Services Add-in can be dropped.
*Latest version updated, August 2023.
Read more about the Central Full Access Rescheduler role and the benefits in this blog post, or learn more about the requirements and permissions for this role.
ADSI synchronization tag: Not available for ADSI
If you can't find some of these roles in your Platform, please contact support@askcody.com