Setting up your Organizational Account

This section explains the first important steps towards configuring your AskCody Platform - Setting up your organizational account.

When entering the AskCody Platform the first time we would like to know a little more about your organization's general information, such as Locations, Language and Time, SMS Sender Name, and Domain. Filling in this information will secure the foundation of your platform and minimize the risk of mistakes when testing the modules and taking more of the Platform into use later on.

To understand how AskCody is handling Locations, Language and Time it is important to mention that it is based on international standards and best practices. The AskCody Platform is built to support different languages and time/date formats across different locations and time zones in your organization and has a defined hierarchy based on Global Level, Location Level, and User Level. Read more about the different Levels here.

1. Language and Time

(Global Level)

Your account needs to have a Global set Locale* and Time Zone which matches your organizational standards, in case a Location Level setting is removed. By setting the Global Level Locale* and Time Zone ensures the Platform has a fallback setting that have been chosen by you and not AskCody.

*Locale is a combination of both language and the time/date format.
Example: English (United Kingdom) uses the 24-hour clock format and English(US) uses the 12-hour clock format. Besides the 24- or 12-hour clock and AM/PM the Locale also sets the date format, e.g. 14/02/19 or 02/14/19.

1. Log in to the AskCody Portal. Choose EU or US. 
2. Click on the Admin Center at the left panel
3. Click on Account, and then on Language and time.
4. Click on Locale to choose the Global Level language and time/date format for your account.
5. Select Global level time-zone.
6. Click Save when done.

2. SMS Sender Name

(Global Level)

It is possible to send SMS's from the AskCody Platform and the SMS Sender Name is a Global Level setting, therefore it is important to set this up as an Organizational Account Setting. The "Default" SMS Sender Name is AskCody, so unless you change it to something that matches your organization, the SMS's will be sent from AskCody. Follow the steps below or read more about SMS Sender Name here.

1. Log in to the AskCody Portal. Choose EU or US. 
2. Click on the Admin Center on the left panel
3. Click on Account, and then on SMS Sender Name.
4. Type in the name of your organization.
5. Click Update when done. 

3. Domains

(Global Level)

Domains are typically the organizations name showed after the @domain in an email address, like cecilie.k.als@askcody.com. Domains are build to make the AskCody Platform help you perform smarter and be more efficient, because the platform automatically detects if the email is internal or external. This is smart for example when an employee uses the Bookings Add-in for Outlook to automatically find an external meeting room if the AskCody platform detects an external email address among the invited attendees. Read more about Domains here. 

1. Log in to the AskCody Portal. Choose EU or US. 
2. Click on the Admin Center on the left panel
3. Click on Account, and then on Domains.
4. Click on the button Add.
5. Type in your Domain Name. 
6. Click Add when done. 
7. (Optional) If you have more than one Domain, or have several sub-domains, repeate the process. Read more about sub-domains and combining multiple Exchange Server account using Domains here. 

4. Organizational Settings

In-app Purchases

As an AskCody customer, you are always in full control of the licenses and product usage in your organization. However, in some cases, it may be challenging to keep track of the current license usage, and the addition of new licenses. Therefore, we have made available the in-app purchases feature in the AskCody Management Portal, which will allow users with the 'AskCody Owner' role, to either allow, or disallow the purchase of additional licenses outside your current subscription contract, without the need of contacting AskCody to unlock the ability to do so.

When the feature is enabled, admins on your organization will be able to purchase AskCody licenses on demand and add as many Licenses to the platform as required, when required. Naturally, an invoice will be sent to the organization with the additionally purchased licenses. When the feature is disabled, admins on your organization will only be able to add as many licenses as agreed upon in the subscription contract, unless they contact AskCody to manually update their subscription terms.

Here's an example of how the feature works:

Let's say you included 100 room licenses in your subscription. As the subscription is renewed on a yearly basis, these room licenses will be valid for 12 months from your organization's go-live date. If after 6 months you need to add 10 more room licenses to your account, with In-App Purchases disabled, your organization needs to contact AskCody to unlock the addition of these 10 additional rooms.

With in-app purchases enabled, your organization can scale with ease and at your desired pace by adding as many licenses as required, whenever they are required and without the need of contacting AskCody. So, the 10 additional licenses can be added at the specific moment your organization needs it, giving your organization full autonomy over scaling your subscription.

As these 10 additional licenses are now added to your account, your subscription and contract terms will be automatically adjusted, and a corresponding invoice modified to the current billing period will be sent to your organization in case the changes made exceed the licenses included in the current contract terms.

In order to enable the feature, a user needs to have the "AskCody Owner" role assigned to them, and follow these steps:

1. In the Admin Center, go to the Organizational Settings section:
   
   
2. In here, you will find 'In-app purchases', and can adjust the feature according to your preferences:
   

You can always go to Licenses and terms for a full overview of valid licenses:

With In-app Purchases, your organization will get even more control as to how additional licenses are purchased and added to AskCody, so you can scale with ease, and at your pace.

5. Locations 

This step guides you to set up your locations across your organization. Locations are used to define your different buildings, offices, floors, etc. in different cities, regions, or countries. What to call your locations will differ depending on your specific organizational case, but you can watch this Webinar to get some inspiration, best practices, and learn how to find the best naming convention using a specially developed framework. 

In the AskCody Portal, a "Default" location is already created when you signed up.
We recommend you go edit the current location so it fits your organization, and add other locations if needed. 

If you would like to have different languages and times on some of your locations (Location Level), correct it on the specific locations. 

Location Memberships in Central and All Bookings

This section applies exclusively to Central and All Bookings

When managing meetings across different locations in Central or All Bookings, it’s important to ensure that employees only see the meeting data relevant to their assigned location. Location Memberships allow organizations to scope user access to meeting information based on their assigned location in Central and All Bookings. This feature is especially useful for large organizations with multiple offices or regions, as it ensures that employees only see and manage meetings for the locations they are responsible for.

How to Enable Location Memberships

1. Log in to the AskCody Portal
2. Navigate to Admin Center and click on Locations
3. Either click on Create or Edit an existing location
4. In the location settings, check the box labeled Enable Location Memberships
5. Enter the email addresses of the employees you wish to assign to this location. You can add as many employees as necessary
6. By having this set up, only the employees of your choosing, will have access to the meeting data in the membership-enabled locations both in Central and All Bookings.

Please note that users with the Owner role, will still have access to all location data, even when not being made members of a given location.

You have now set up your Organizational Account in the AskCody Portal, and are ready to move on to creating an integration to Exchange that will enable you to integrate your Exchange calendars to the AskCody Portal.

Next step: Learn how to Manage your Licenses by Location