Zocks was created to be an Enterprise Ready Platform and as such it was designed with robust access control, flexible sharing mechanisms, and seamless collaboration support in mind right from its inception. This ensures that sensitive data is only accessible to authorized members of the team, while also enabling teams to efficiently work together and share workload within the organization.
Roles are used in two different parts of Zocks and they serve different purposes:
Zocks users (so your team members and colleagues) get assigned to User Groups within the system for Access Control.
You can also categorize Contacts (so meeting participants) into different so-called Persona Roles, like Client or more specialized functions like Portfolio Manager, Tax Advisor or Customer Service Agent.
The second Role category, Persona Roles only have one main purpose, they feed Zocks’ AI stack and help with the meeting intelligence output. Persona Roles have no connection to the Access Control roles (e.g.: Admin, Owner, User and Administrative Assistant).
Access Control
Owner
Head of the account, has full authority and access, including Billing.
Full control: the Owner has full control over the account including all functionality.
Billing Access: the Owner has full access to all Billing information, including invoices, payment methods, and billing history.
Subscription Management: They can upgrade, downgrade, or cancel the subscription plan.
Account Closure: The Owner has the authority to close the account permanently.
User Management: While specific user management tasks might be delegated, the Owner ultimately has control over who has access to the system.
Financial Responsibility: The Owner is responsible for all charges incurred on the account.
Admin
Similar to Owner, Admins can manage everything in the organization, but with one exception, Admins don’t have access to billing.
Account Control: Data Retention Policies, Consent and Compliance Policies, and Security Policies
Team Management: invite users, create teams and manage users.
Setup: configuring Meeting Types, Templates, Presets, Forms, and Shared Phone Line (and VOIP) integration for the account.
Collaboration Management: admins can enable or disable sharing contacts and meeting notes within your work teams, and can also configure default contact ownership.
User
Users are your colleagues, Lead Advisors, Financial Advisors, Tax Advisors, Insurance Advisors..etc. within the team. The main purpose of this Role is to add Zocks to the Calendar, attend meetings, use the AI Assistant for meeting notetaking, task creation..etc. and syncing data to CRM.
Profile settings: setting up Calendar integration, Virtual Meeting integration, Phone Linking, CRM and e-mail connection
Meeting preferences: selecting the appropriate meeting type, defining how meeting information is processed, pushing notes to the CRM..etc.
In-person meetings with the mobile app
Meeting actions: Meeting preparation, Follow up emails, Processing meeting output..etc.
Admin Assistant
As its name implies, the Admin Assistant role was created for the Administrative Assistants and Associate Advisors who don’t run meetings on their own but help the Advisor team with meeting processing and task management.
A note on subscription tiers
Sharing and collaboration features are only available in the Professional subscription tier. Each Professional seat includes an additional Administrative Assistant seat. Additional seats can be purchased for an extra cost.
Custom Roles with different Access Rights are available in our Enterprise Tiers. For requesting a custom role, please contact our sales team.
Custom Roles
As every firm is different and organizations do have custom setups Zocks’ Role architecture is capable of adjusting configuration on a feature level. You can map our your team setup and limit access to certain functions within the system based on your needs.
As an example, Account Manager is available as a custom role within Zocks:
Account Manager
Ideal for colleagues who need access to Billing but don’t need to directly talk to clients. Ideal for Financial Managers or IT administrators who handle the IT budget for internal tools.
Billing Management: The Account Manager has the necessary permissions to view, modify, and manage billing information, including invoices, payment methods, and billing cycles.
Financial Oversight: This role may also involve overseeing financial reports and budgets related to the Zocks account.
Team Management: invite users, create teams and manage users.
No Direct Client Contact: Unlike the other Owner role, the Account Manager is not expected to engage in direct communication with clients or participate in sales activities.
Internal Focus: The primary focus of this role is on the internal financial management, setup and configuration of the account.
Possible reasons for creating an Account Manager role:
Separation of Duties: In some organizations, it may be necessary to separate the responsibilities of client management and financial management. The Account Manager role allows for this separation.
If you would like to request a Custom Role, please contact us.