1. Help Center
  2. Meeting Services

Walkthrough of the Meeting Services Portal

Get familiarized with the AskCody Meeting Services Management Portal.

To open Meeting Services Portal, log on the AskCody Meeting Management Portal and choose Meeting+ (Meeting Services Portal) in the top left corner.

Here you can create/edit deliveries, items, categories, cost centers, and cost center groups. You will also be able to see a detailed list of upcoming, current, and past deliveries and control which users and rooms are connected to the Meeting Services Portal. All lists in the Meeting Services Portal can be exported as a print or a CSV file.   

Add delivery (Button)

Click on this button if you need to create a delivery on behalf of an employee. You will be presented with the complete same information as the employee using the Meeting Services Outlook Add-in to request a service. When creating a delivery directly in the Meeting services Portal, the Portal will be the requester of the order. This order will be visible in the list exactly like the other deliveries. 

Deliveries

The Deliveries tab consists of detailed lists allowing you to get a quick and extended overview of:

Current: A list of all active/current orders for this provider

Today: A list of all orders for today for this provider

Tomorrow: A list of all orders for tomorrow for this provider

Pending: A list of all orders pending for acceptance or rejection for this provider

Accepted: A list of all orders accepted by this provider

Rejected: A list of all orders rejected by this provider

Readied: A list of all orders readied by this provider and ready for delivery or pickup

Completed: A list of all orders completed by this provider - will automatically happen when the delivery date and time have passed

Canceled: A list of all orders canceled within deadline by an end-user for this provider

You are also able to search for specific deliveries. 

Search deliveries: Here you can make an advanced search in all your deliveries, both back in time and future deliveries. This is good if you want to get a more statistic view of your deliveries.

Accepted Deliveries page in Meeting Services Management Portal

Rooms

In the Rooms tab, you are able to see which rooms have deliveries scheduled for today and tomorrow. This will give an insight into which rooms are the most active and what of kind items users usually order for each room. 

You are also able to search for specific rooms with deliveries.  

Search Rooms with deliveries in Meeting Services management portal

 

Items

The Items tab provides you with an overview of all the items that are currently available, as well as lists showing which items have been ordered.  

To create a new item, click Addtype in the relevant information regarding the item, and click AddItems can be anything you would like, from single items to package deals or larger arrangements.  

By clicking Search items for deliveries you can select a custom time span (e.g., a week or a month) and see the total amount of items that are included in the deliveries for the time span. 

Preparation time

Preparation time determines the minimum time from order to delivery. This will prevent users from ordering an item to close to the delivery time. However, the organizational deadline for orders must also be kept. 

To enable the preparation time feature, go to Meeting+ Settings in the Admin Center and check the box named Enable preparation time on items. Now you can set the preparation time for each item on the edit item page.

 

To edit or delete an existing item, click Edit next to the item in question. 

AskCody Meeting services management portal

 

Categories

The Categories tab provides you with a simple overview of all the categories and the items within each category. A category makes organizing items extremely easy and gives you the option of simplifying the ordering process even more. Many AskCody users create specific categories for each type of meeting so that there are coffee and snacks for sales meetings and lunch for extended internal meetings. 

To create a new category, click Addtype in the relevant information, what items should be related to this category, and click Add 

To edit or delete an existing category, click Edit next to the category in question.

Categories list in Meeting Services Management Portal

Economy

A Meeting+ cost center is an easy way for you to organize and keep track of delivery and catering expenses from different departments, groups, or people within your organization. Read more about cost centers here

Cost center selection in AskCody Meeting services add-in for Outlook

 

To manage cost centers, click the Economy tab and select Cost centers on the menu at the top of the screen.

This is a list showing the name, identification, and description of your current cost centers. The identification can be anything and is meant to help differentiate between cost centers in the accounting process. 

Cost center management in Meeting Services Management Portal

To create a cost center, click the Add button. Then just add the identification and name.
The identification is/should be defined by the organization and is only used to differentiate between the different cost centers in billing situations. A description is optional. 

The two most common scenarios for using cost centers 

1. All cost centers are available to all users

This way of using cost centers is for organizations with a fairly limited amount of cost centers. This way of using cost centers usually revolves around the users being instructed to use the cost center that is associated with that user's department or group. This is the scenario shown above. 

2. Cost centers are divided into groups. The different cost center groups are only visible to different predetermined users.

This way of using cost centers is for organizations with a larger amount of cost centers. By dividing cost centers into groups, they are to scroll through when using the add-in. However, when a cost center is allocated to a group, then it will only be accessible to the users appointed to that specific group. Users are appointed to a group through an AD synchronization. Read more about cost center group 

To create or edit a cost center group, choose Cost center groups in the Economy tab. 

To create a new cost center group, click Add and fill out the fields with the required information. The code is/should be defined by the organization and is only used to differentiate between the different cost center groups in billing situations. 

To edit a cost center group, click Edit next to the cost center group you wish to edit. 

Cost Center groups management in AskCody Meeting Services portal