Tizz Administrator Guide

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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: Rules, Profiles and Autopilot in Your Organization

Rules Belong to Each Person

Each person has their own rules, on the Rules page. They place that person's meetings in Your week, Autopilot and Manual sync, in both the Outlook and Google apps. There are no organization-wide rules: what you can share is a recommended starting set.

• Every list ends with Everything else, which places the meetings no other rule fits. Recommend a “General” or “To review” project and task for it, or Don't log it.
• Rules are checked from the top down and the first one that fits wins, so specific rules go above general ones.
• The user guide (Part 4) explains conditions, task names and the live preview in detail.

A Starting Set to Share

Give your team a short list of rules to create, for example:

What Each Plan Includes

When an organization moves below Premium, rule profiles are kept but only each person's Default rules are used, and Autopilot stops. Both come back with Premium.

Rule Profiles, Autopilot and Sent Weeks

• Rule profiles (Premium) are also personal: each person can keep several sets of rules and chooses which one reads their calendar. Useful for people who switch between clients or types of work.
• Autopilot (Premium, Outlook app) sends each person's day at the time they choose, with the rules of the profile that reads their calendar. Days with meetings that need a project are held until the person places them.
• Sent weeks lists each person's sent weeks, with the rule profile used, and lets them take a whole week back out of Zoho with Undo week. Only time logs Tizz sent are removed.
• Manual sync, the older screen, is hidden by default. Each person can show it from Settings → Screens. Its hours are not listed in Sent weeks.

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. Prepare a starting set of rules - A short list for company-wide recurring meetings, which each person creates on their Rules page
4. Document your rule strategy - Help team understand the system

User Communication

Communicate to users:

• How to connect their calendars
• How to create their rules, and on Premium how to use rule profiles and Autopilot
• 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 "Don't log it" option
4. Walk through Your week: placing meetings, sending, Undo day and Undo week
5. Show Sent weeks, and on Premium, rule profiles and Autopilot

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: Rules belong to each person, so share a recommended starting set of rules. Which projects a person can log time to is controlled by their Zoho Projects permissions.

Q: Does Autopilot send the same time for everyone?
A: No. Autopilot is turned on by each person (Premium, Outlook app) and sends their own day, with the rules of the rule profile that reads their calendar.

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