Zock's Administration and User Setup Guide

This guide outlines the process for provisioning users in Zock’s, configuring integrations, managing user access, assigning assistants, and enabling access through Okta.

Adding a New User to Zock’s

  1. Sign in to Zock’s Admin Portal.
  2. Navigate to Team.
  3. Select Add User.
  4. Enter the user’s information:
    • First Name
    • Last Name
    • Email Address
  5. Assign the appropriate role and permissions:
    • Advisors and Directors: “User” role
    • Management team: “Administrative Assistant” role
  6. Select Save.

Granting Access Through Okta Admin Console

Assigning the Zock’s Application

  1. Sign in to the Okta Admin Console.
  2. Navigate to Applications.
  3. Select Zock’s SSO.
  4. Open the Assignments tab.
  5. Select Assign, then Assign People.
  6. Choose the user requiring access.
  7. Select Assign and then Save.

Once assigned, the Zock’s tile will appear in the user’s Okta dashboard after synchronization completes.

Initial User Setup

After the user signs into Zock’s for the first time, they should configure their integrations.

Outlook Integration

  1. Open Settings.
  2. Select Integrations.
  3. Choose Microsoft Outlook.
  4. Select Connect.
  5. Sign in with the user’s Microsoft 365 account.
  6. Accept the requested permissions.

This allows Zock’s to access calendar events and meeting information.

Zoom Integration

  1. Navigate to Settings > Integrations.
  2. Select Zoom.
  3. Select Connect.
  4. Sign in using the user’s Zoom account.
  5. Authorize the requested permissions.

This allows Zock’s to access Zoom meeting recordings and meeting details.

Salesforce Integration

  1. Navigate to Settings > Integrations.
  2. Select Salesforce.
  3. Select Connect.
  4. Sign in with the user’s Salesforce account.
  5. Authorize access.

This enables synchronization between Zock’s and Salesforce records.

Phone Number Integration

  1. Navigate to Settings > Integrations.
  2. Select Phone or Calling Integration.
  3. Enter the user’s business phone number.
  4. Complete any verification prompts.
  5. Save the configuration.

Once completed, Zock’s can associate calls and meeting activity with the user’s account. The user will dial the Zock’s number and can merge in participants after the Zock’s assistant is fully connected.

Adding an Assistant to an Advisor

Assistants can be granted access to view advisor meetings, notes, and meeting summaries.

  1. Sign in to Zock’s.
  2. Navigate to the advisor’s profile.
  3. Select Collaboration.
  4. Toggle on “I want to share my meetings with my team members.”
  5. Search for the requested user and select Save.

The assistant will be able to access shared meeting notes, recordings, and meeting summaries based on the permissions granted.

Troubleshooting

User cannot see Zock’s in Okta dashboard. Verify the user has been assigned in the Okta Admin Console and wait for synchronization to complete (typically 5-15 minutes). Have the user clear browser cache and refresh Okta.

Integrations not connecting. Confirm the user has properly authorized the requested permissions for each integration. Verify the user’s credentials are correct for Outlook, Zoom, and Salesforce accounts.

Meeting information not appearing in Zock’s. Wait 5-10 minutes for Zock’s to sync with integrated calendar systems. Verify the user has calendar permissions set appropriately in Outlook, Zoom, and Salesforce.

Assistant cannot access advisor meetings. Confirm the advisor has toggled on the collaboration setting and the assistant’s user account was found and saved. Verify both users have active Zock’s accounts.

Phone integration not capturing calls. Ensure the business phone number is entered correctly without special characters. Confirm Zock’s calling feature is enabled for the user’s role in the Admin Portal.