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MANAGE MEETINGS
& SERVICES

Manage meetings, change meeting rooms, stay on top of requested catering and additional services, and automate repetitive tasks all in one place.

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Key features

WE PUT YOU IN CONTROL

One place that combines all meeting information to give Office Managers, Receptionists, Catering Managers, Hospitality Teams, AV providers, and Facility Managers the certainty, control, and confidence they need when managing meetings and associated services.

  • Customizable overviews of what is happening, where, and when in your workplace.
  • Reschedule and move meetings easily to solve last-minute meeting conflicts.
  • Connect service teams with shared notes and collaboration on requested services.
  • Automate manual and repetitive tasks with extended settings and an API.
  • Create, extract, and print customized reports to fit all work processes.
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01.

Customizable overview

You'll be a lot more prepared when you have an overview of every aspect of every meeting.

See all meetings, requested catering, additional services, and attendees, empowering your Service-, Facility-, and Hospitality Teams to control what goes on, where, and when.

Show meeting information in a calendar-like view or as lists with sorting and customized options to get exactly the information relevant to solve meeting challenges effectively.

 

Learn more about Workplace Central 

02.

Reschedule and move meetings

With the AskCody Portal, you will be a lot more prepared when last-minute changes happen.

Reschedule meetings on behalf of others directly in the Portal if the AV equipment stops working during a meeting or you need to swap meeting rooms between meetings.

Everything will follow the meeting: requested catering, booked AV equipment, meeting room, etc., because of the seamless integration with Microsoft Exchange.

 

Explore Workplace Central 

Reschedule last minute meetings in Workplace Central
Overview of all service requests in the AskCody Services portal.
03.

Connect Service teams

We connect the service teams like facility, IT, and booking coordinators to enable efficient collaboration. From our online portal, you can access extended overviews of all service requests ordered for meetings.

Share notes between teams on specific meetings and service requests for effortless collaboration. With a shared purpose of making all meetings as smooth as possible. 

 

Explore the Services Portal

04.

Automate manual and repetitive tasks

Set up cost centers, client matter numbers, general ledger, and other tax-purpose data to help you automate invoicing and financial reporting. The right cost centers is automatically assigned to the right meetings, with the right tax information for easy financial reporting, back billing, and tax handling.

Setting up automatic buffer time between meetings provides the time the service teams need to prepare, clean, or set up the meeting room for the next meeting. 

Choose auto-accept on all incoming service requests to minimize time spent accepting simple everyday requests like coffee for a meeting.

Enabling preparation time for specific service items ensures you have the time needed to prepare and deliver the request.

 

Explore the Services Portal

Client matter number
05.

Create, extract, and print reports

Reports are often used in the Service Department, Canteen, Facility, or Hospitality Team to get an overview of today's or tomorrow’s service requests, and deliveries. The reports can also be used as the basis for invoicing, Cost Center management, and Financial reporting.

Include VAT, Client Matter Number, General Ledger, etc. for easy financial reporting, back billing, and tax handling. 

All views in the portal are printable and can be exported in different formats, like CSV and Excel, to fit other reporting systems. Print every catering request or a compact view and use it as a receipt when delivering or as a checklist. 

For an even more automated financial reporting process set up our API to any CRM system.

 

Learn how to master reports

Key benefits

ALL UNDER ONE ROOF

When you are responsible for managing meetings and/or services, there are a few things you will like about AskCody. 

You will only have one place that gathers everything connected to meetings, giving you control, and a single place to communicate.

You can easily get an overview, manage and make changes, and automate repetitive tasks to provide you the certainty, control, and confidence you need to do your job.

Optimize and streamline meeting services requests

Insights for meeting services makes it easier to get an overview of how your meeting services are managed across locations. So you can optimize and streamline meeting services requests.

Combine Services insights with insights on Bookings & Visitors, and you will be able to streamline the entire meeting process.

Insights are based on Microsoft PowerBI and available in our portal. You can also export the data to your preferred reporting tools.

Learn all about Workplace Insights

Services-Insights

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Rescheduling or cancelations will not ruin your day

Meetings get booked, canceled, or rescheduled all the time; 90% of meetings have at least one change after they are booked.

This is no worry for you. Changes are reflected immediately in your AskCody Management Portal, and you are instantly alerted with exactly what, when, and where so you can focus on doing what you do best; delivering the best service possible. 

Show me how that looks in Workplace Central

Custom properties and extension attributes to fit your organization

 Even though AskCody is a Software-as-a-service solution, you can define mandatory and optional input fields when requesting and ordering service; think of Tax and Financial Information, Client Matter Numbers, User Information, Cost Center Management, or anything that will help you deliver the best service to the requesters.

See how easy it is to set up custom properties in AskCody

Manage-services-insights

Made to empower you

Learn how Nabil, Susann & others benefit from using AskCody

Nabil_Olympus
Nabil ZerdaziIT Project Manager

NABIL NEEDS US TO BE
INTEGRATED WITH OUTLOOK

"The main benefit for our employees is that AskCody will make their life easier. The user pathway was our main concern to address. The easy and simple process to find the needed meeting room, book it, request services, and manage visitors has been our main success criteria.

Read the Olympus Case Study


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Susann_300x300px
Susann HollowayConference Services Manager

SUSANN NEEDS US TO
SUPPORT PRODUCTIVITY 

"We're finding that our secretaries may have been managing two or three attorneys and partners before. Now they're managing maybe five or six. It's only possible to manage that increased workload because they can handle everything in one spot with AskCody.

Read the Eversheds Sutherland Case Study

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Henry-Chase_BurnsandLevinson
Henry ChaseCIO

HENRY NEEDS US TO BE
USER-FRIENDLY

"The pilot helped us understand just how much time we could give back to the attorneys and assistants and the price of that time. The POC helped us actively compare the cost of the solution, and the ease it was bringing to the cumbersome process we had before. My best advice is to try it. You will see quickly that the ease of use, ease of management, and overall time savings are worth it.

Read the Burns & Levinson Case Study

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Anthony_BurkeWarren
Anthony MooreDirector of IT

ANTHONY NEEDS US TO
DECENTRALIZE THE MEETING PROCESSES

"With AskCody employees can now book rooms and request services themselves, and it gives them a kind of self-service aspect where they can take control of their own meetings." 

Read the Burke Warren Case Study

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Jesper_Skanderborg kommune
Jesper Imhof RosendahlIT Project Manager

JESPER NEEDS US TO
SPEED-UP BOOKING PROCESSES

“AskCody's platform gives us an easy overview of available rooms, as well as quick access to book catering for our meetings. Without AskCody, booking premises are ineffective which results in a large waste of resources."

Read the Skanderborg Municipality Case Study

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Common questions about
managing meetings and services

WHAT HAPPENS TO MY CATERING OR SERVICES ORDER WHEN MEETINGS ARE CANCELLED​ OR RESCHEDULED?

Catering, services, and additional resources follow your meeting. That's one of the best parts. We call it: Follow the meeting intelligence.

Meetings change all the time. They might be:

  • Canceled
  • Rescheduled
  • Postponed
  • Relocated  

That’s why all the assigned resources such as catering, AV and telepresence, meeting room equipment, and table arrangements follow the meeting if it is rescheduled. If a meeting is canceled, the assigned resources will be released automatically. The kitchen or the AV provider will be notified immediately from the AskCody Management Portal.

HOW DOES VENDORS OR SERVICE PROVIDERS WORK WITH ASKCODY?

AskCody is not just Outlook add-ins or meeting room booking system features. It's a complete platform with a backend designed to make the meeting experience more efficient and effective than ever for providers of meeting services, office managers, facilities managers, and real estate owners.

Office Managers can use the AskCody room reservation system to manage additional resources, workflows, items, bookings of corporate kitchens and canteens, and accept or reject bookings.

Kitchen and facility managers can view at a glance what they need to prepare for the day and how many people need meeting services, as well as the location. Now they have an all-in-one platform to handle all meetings and services with an interface updated in real-time.

What about reporting and DATA EXPORT?

With AskCody you get the data you need when you need it.

You can easily print out:

  • Service delivery lists
  • Preparation lists
  • Checklists
  • Items and Services lists
  • Room lists
  • Accounting reports
  • Cost center reports
  • Incoming, current, pending, accepted, rejected, readied, completed, and canceled requests

And much more! You can read more about reporting in our: Mastering reports.

Does AskCody support costcenter or TAX MANAGEMENT FOR EXTERNAL MEETINGS?

 Yes, in AskCody you can simply export accounting data using CSV, Excel, or the AskCody meeting services API making it possible to automatically transfer service expenses to other systems such as your ERP solution.  

Your IT or Finance department will love the ease of use associated with the data export in AskCody.

Can I book catering for a recurring meeting series?

Yes, you can manage services for recurring meetings. 

Supporting recurring meetings and services for recurring meetings can be handled in multiple ways according to your needs and use cases. There are various ways to accommodate this requirement both from an end-user and admin perspective.

Can the visitors/services add-ins be authorized per specific group, i.e. services not for all available?

All AskCody add-ins are deployed to users or groups that you define yourselves inside Active Directory. So yes, it can be specified who should have it available.

DOES ASKCODY SOFTWARE INTEGRATE WITH BOTH OUTLOOK AND MICROSOFT 365? Yes, it indeed does. Natively.

We have a close collaboration with Microsoft, and our platform is 100% integrated with Microsoft Exchange, Microsoft 365, and Outlook. No need for manual processes or outdated third-party tools, unintegrated Sharepoint sites, or paper-based booking. Everything works within the familiar Outlook and Office interface. We have based the AskCody meeting room booking system on modern integrations into Exchange and built everything on Microsoft Azure. 

Learn more about how we integrate with Exchange and Microsoft 365 on our knowledge base.

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