User Roles and Memberships on the AskCody Platform

1. How Roles and Memberships Work
2. The Three Levels of Access
3. Understanding Memberships
4. Understanding reception assignments
5. Location memberships in Central
6. Important things to know
7. The Role Explorer

How Roles and Memberships Work

AskCody is a Meeting Management Platform that touches many departments: IT admins set up integrations, receptionists greet visitors, facilities managers configure rooms, and regular employees book meetings through Outlook. Each of these people needs a different slice of the platform, and that is what roles and memberships control.

Roles determine which areas of the platform a user can see and what actions they can take. A user can hold multiple roles at the same time. For instance, an office manager might have both the Resources Administrator and Central Portal User roles.

Memberships go one step further. In modules like Visitors and Services, your organization might have multiple receptions or service providers. Memberships control which specific reception or provider a user can work within. More on that below.

The Three Levels of Access

All roles fall into one of three tiers. Think of it as a pyramid: fewer people at the top, more at the base.

Owner sits at the top and can configure every part of the AskCody Platform, including both web portals and the Admin Center. There is an important catch, though: even with the Owner role, a user still needs additional roles to actually use certain features. For example, an Owner who wants to book rooms through Outlook needs the Add-in User role too. The Owner can set everything up but not necessarily operate it day to day without the right supplementary roles.

Administrators have full control over a single module. The Visitors Administrator can do everything related to visitor management; the Services Administrator can do everything in Services; and so on. Admins have access to the Admin Center for their module.

Users handle the day-to-day work. They can create, view, and edit items within their module, but they cannot access the Admin Center or change configuration settings. This is where most of your users will land.

Understanding Memberships

Memberships exist because some modules can have multiple instances of the same thing. Your company might run two receptions (one in Copenhagen and one in New York) or three catering providers (internal catering, an external vendor, and an AV equipment team). You probably do not want every user to see every provider or every reception.

That is where memberships come in. After assigning someone a role like Visitors Portal User, you also assign them to the specific reception(s) they work at. A receptionist in Copenhagen only gets a membership to the Copenhagen reception; a receptionist who covers both locations gets two memberships.

Memberships are configured inside each reception, provider, or location's settings in the AskCody Portal. The modules that use memberships are:

Understanding reception assignments

Memberships control who can manage a reception (the Visitors Portal User role). Reception Assignments are different: they control who can be selected as a host when a visitor checks in.

When someone is assigned to a reception, two things happen: their name appears in the host dropdown on the check-in kiosk so visitors can select them upon arrival, and they can use the Visitors add-in in Outlook to pre-register visitors before they arrive.

This applies to anyone in the organization who receives guests, not just receptionists. Employees, personal assistants, executives, and conference service managers all need a Reception Assignment to the relevant reception(s) if they will ever be listed as a host or want to pre-register visitors through Outlook.

Location memberships in Central

Central and All Bookings support an optional feature called Location Memberships. By default, any user with a Central role sees meetings across every location. When you enable Location Memberships on a location, only the users you assign as members can view and manage the meeting data for that location.

This is particularly useful for larger organizations with multiple offices or regions where you want to scope visibility so that employees only see the meetings relevant to their site.

To enable it:

1. Open the AskCody Portal and go to Admin Center → Locations.
2. Create a new location or edit an existing one.
3. Check Enable Location Memberships.
4. Add the email addresses of the employees who should have access to that location's meeting data.

Important things to know

The Owner role covers configuration, not use

The AskCody Owner role alone grants access to configure everything. However, to actually use certain features day to day, an Owner still needs supplementary roles:

• Add-in User to book rooms and request services through Outlook.
• Maps User to view the interactive office maps.
• Central Full Access Rescheduler to drag-and-drop reschedule meetings in Workplace Central.

Two roles can't be synced through ADSI

If you provision users through the Active Directory Server Integration, most roles sync automatically using an ADSI tag. Two exceptions must always be assigned manually in the AskCody Portal:

• Central Full Access Rescheduler
• Maps User

Every other role's ADSI tag is shown in the role card inside the Role Explorer below.

Interactive Role Explorer

Use the tool below to explore every role on the AskCody Platform. You can search, filter by module or access level, compare roles side by side, or look up recommended roles by job function.