Tizz Administrator Guide

This guide covers organization-wide setup, user management, and administrative features for Tizz.

Part 1: Administrator Onboarding

Initial Setup Checklist

Complete these steps before rolling out Tizz to your team:

Administrator Requirements

Microsoft 365:

• Global Administrator or Application Administrator role
• Active Microsoft 365 subscription
• Access to Azure Portal

Google Workspace:

• Super Administrator role
• Active Google Workspace subscription
• Access to Google Admin Console

Part 2: Calendar Integration Setup

Microsoft 365 (Outlook) - Organization Setup

Step 1: Grant Admin Consent

1. Log in to Tizz with your administrator account
2. Navigate to Tools → Admin Connections
3. In the Microsoft Outlook section, click Grant Admin Consent
4. You'll be redirected to Microsoft's consent page
5. Review the permissions Tizz is requesting:
   • Read your calendars
   • Maintain access to data you've given it access to
   • Sign you in and read your profile
6. Click Accept to grant permissions for your entire organization
7. You'll be redirected back to Tizz with a success message

What This Does

• Grants calendar access permissions to all users in your Microsoft 365 organization
• Users can connect their Outlook calendars without needing individual admin approval
• This is a one-time setup per organization

Troubleshooting Microsoft Setup

Google Workspace - Organization Setup

Step 1: Configure Domain-Wide Delegation

1. Log in to Tizz with your administrator account
2. Navigate to Tools → Admin Connections
3. In the Google Calendar section:
   • Copy the Service Account Email provided
   • Copy the OAuth Scopes listed
4. Open Google Admin Console (admin.google.com)
5. Go to Security → API Controls → Domain-wide Delegation
6. Click Add new
7. Paste the Service Account Email in the "Client ID" field
8. Paste the OAuth Scopes in the "OAuth Scopes" field
9. Click Authorize
10. Return to Tizz and click Test Connection to verify

What This Does

• Allows Tizz to access Google Calendars for all users in your domain
• Users can sync their Google Calendars without individual authorization
• This is a one-time setup per organization

Troubleshooting Google Setup

Part 3: Sync Rules Administration

Setting Up Organization-Wide Rules

Default Rule Configuration

Every account must have exactly one Default Rule (also called Fallback Rule):

• Acts as a catch-all for events that don't match other rules
• Always runs last (lowest priority)
• Cannot have conditions
• Cannot be deleted

Recommended Default Rule Setup:

1. Navigate to Tools → Sync Rules
2. Find the Default Rule at the bottom of the list
3. Click Edit
4. Set Project to a "General" or "Unassigned" project for review
5. Save the rule

Creating Organization-Wide Rules

Set up common rules that benefit all users:

Rule Priority Management

Rules are evaluated in priority order:

1. Higher priority numbers run first
2. Default Rule (priority 0) always runs last
3. Once a rule matches, no other rules are checked

Managing Priority:

• Use up/down arrows on the Rules page to reorder
• Place specific rules higher in the list
• Place general catch-all rules lower

Sync Rules - Advanced Features

Dynamic Task Selection Options

Part 4: Advanced Calendar Mode Administration

Enabling Advanced Calendar Mode

Requirements:

• Premium subscription or higher
• User Access Level 3 or higher
• Active AI association engine

Access Levels:

AI Association Management

Monitoring Association Quality

1. Navigate to Admin → Sync → Analytics
2. Review AI association metrics:
   • Acceptance rate
   • Average confidence scores
   • Most common associations
3. Identify patterns in rejected suggestions
4. Adjust sync rules to cover common patterns

Best Practices for AI Associations

• Use sync rules for predictable patterns
• Let AI handle one-off or unique events
• Review and correct AI suggestions regularly
• Each correction improves future suggestions

Part 5: Subscription Management

Viewing Subscription Details

1. Navigate to Admin → Billing
2. View current plan details:
   • Plan type (Individual/Organization)
   • Package level (Free/Pro/Premium/Enterprise)
   • Billing cycle (Monthly/Annual)
   • Seats allocated/used
   • Next billing date

Managing Seats

Adding Seats

1. Go to Admin → Billing
2. Click Manage Seats
3. Adjust the number of seats
4. Review prorated charges
5. Click Confirm

Removing Seats

1. Ensure users are removed first
2. Go to Admin → Billing
3. Click Manage Seats
4. Reduce seat count
5. Changes apply at next billing cycle

Billing Notifications

1. Navigate to Admin → Billing → Notifications
2. Configure alerts for:
   • Upcoming renewals (7, 14, or 30 days)
   • Seat limit reached
   • Usage thresholds
3. Add email recipients
4. Click Save Preferences

Managing Multiple Billing Contacts

1. Navigate to Organization Settings → Billing Contacts
2. Click Add Billing Contact
3. Set permissions:
   • View invoices only
   • Manage payment methods
   • Modify subscription
4. Click Add Contact

Budget Controls

1. Go to Organization Settings → Budget Management
2. Set monthly spending limits
3. Configure auto-pause when limit reached
4. Set up approval workflows for upgrades
5. Click Save Budget Settings

Part 6: Purchasing Subscriptions

Checkout Process

1. Navigate to Admin → Billing
2. Click Choose Plan or Change Package
3. Select account type and team size (for organizations)
4. Review package options and pricing
5. Click Choose [Package Name]
6. Review selection on checkout page
7. Click Start Subscription
8. Complete payment on Stripe checkout page
9. Receive confirmation and return to Tizz

Package Changes

Part 7: Security & Privacy

Data Access Summary

Tizz Accesses:

• Calendar event titles, times, descriptions
• Attendee lists and organizer information
• Email address and profile

Tizz Does NOT Access:

• Emails
• Files or documents
• Other people's calendars (only the user's own)

Data Storage

• Calendar events processed in real-time during sync
• Only sync markers stored in calendar (e.g., "ZP_SYNCED:12345")
• No calendar data permanently stored by Tizz
• All data encrypted in transit and at rest
• Hosted in Canada with SOC 2 Type 2-aligned security

Revoking Access

Microsoft Outlook:

1. Go to Tools → Admin Connections
2. Click Disconnect next to Microsoft Outlook
3. Or visit https://myapplications.microsoft.com/ and remove Tizz

Google Calendar:

1. Go to Tools → Admin Connections
2. Click Disconnect next to Google Calendar
3. Or visit https://myaccount.google.com/permissions and remove Tizz

Part 8: Rollout Best Practices

Pre-Rollout

1. Grant consent during onboarding - Set up admin consent before team rollout
2. Test with a pilot group - Try setup with a small team first
3. Create core rules - Set up rules for company-wide recurring meetings
4. Document your rule strategy - Help team understand the system

User Communication

Communicate to users:

• How to connect their calendars
• How to create personal sync rules
• Where to find help and support
• Premium features available to them

Training Recommendations

1. Show users how to create personal rules
2. Explain the rule priority system
3. Demonstrate the "Do Not Log Hours" option
4. Walk through the Simulation Panel

Ongoing Maintenance

Part 9: Troubleshooting

Calendar Integration Issues

Advanced Calendar Mode Issues

Subscription Issues

Refund Requests

• Submit within 14 days of charge
• Go to Support → Billing Issues
• Include invoice number and reason
• Refunds processed within 5-7 business days

Part 10: Administrator FAQ

Q: Do users need admin permissions to sync their calendars?
A: No. Once you've granted admin consent (Microsoft) or configured domain-wide delegation (Google), any user can connect and sync their calendar.

Q: Can I control which projects users log time to?
A: Yes. Set up organization-wide rules to define default projects, and control access to projects through Zoho Projects permissions.

Q: What happens if a user leaves the organization?
A: Remove their seat through Team Members management. Previously logged time entries remain in Zoho Projects.

Q: Can I see what users are logging?
A: Time entries appear in Zoho Projects where you can view by user, project, or date range.

Q: How do I switch from Individual to Organization account?
A: Contact support through the help center. Support team migrates data with no loss. Pro-rated billing adjustments applied.

Q: Can I set different access levels for different users?
A: Yes. User access levels control which features are available. Level 3+ is required for Advanced Calendar Mode.

Getting Help

For billing questions:

• Visit Admin → Billing
• Click "Billing Portal" for payment management

For technical support:

• Email: support@tizz.app
• Include account email and issue description
• Pro and Enterprise customers receive priority support

For sales inquiries:

• Custom enterprise packages available
• Contact sales for 100+ seats or custom requirements
• Enterprise customers can request dedicated account management