Skip to main content

Intake Management

This guide provides an overview of the intake management process, from creating forms to reviewing insights.

Asia Ali avatar
Written by Asia Ali
Updated over 2 weeks ago

Creating Forms

Creating forms allows you to gather standardized information from requestors, ensuring clarity and consistency.

Admins can create forms by following these steps:

  1. Cognota > Settings > Configurations > Intake > Request Forms.

  2. Select "Add Form" to create a new form, or use one of the default ones we provide.

  3. Add questions to your form, such as multiple choice, text boxes, or drop-down menus.

  4. Customize the form layout and fields to match the specific information you need from requestors. Hit Save & Exit.

  5. Select the Form from your list of Request Forms and toggle the Publish button.

Learn more about setting up forms and questions.

Inviting Users to Submit Requests

Inviting users streamlines the process of collecting training requests, making sure the right people are submitting their needs.

Admins can invite users to submit requests by following these steps:

  1. Cognota > Settings > Users > Add User.

  2. Follow the prompts to send them an invitation to register.

  3. Once the user has completed registration, they can sign into Cognota and access the Intake tab where they can begin to submit requests.

Learn more about inviting users.

Submitting Requests

This feature ensures that users can submit clear and structured requests.

Learning Team and Business Users can submit requests by following these steps:

  1. Cognota > Intake.

  2. Click the “Add Request” button.

  3. Choose the request type from the dropdown menu.

  4. Fill out the form with all required information.

  5. Users can either Save & Exit to save the request as a draft or Submit the request when ready.

Learn more about submitting requests.

Reviewing Requests

Reviewing requests lets you ensure that submitted training needs align with organizational goals and priorities.

As a Request Owner or Admin, you can review requests and take action on them:

  1. Go to the Intake tab and view all submitted requests.

  2. Click on any request to see its details and status.

  3. You can approve, waitlist, or decline the request based on your review.

  4. Enable comments to leave feedback or communicate directly with the requestor.

Learn more about reviewing requests.

Reviewing Insights

Insights helps you track trends, measure performance, and make informed decisions to improve your intake management process.

To review insights for your requests:

  1. Cognota > Insights > Intake.

  2. Review metrics such as the number of requests, approval rates, and other relevant data.

  3. Use these insights to track trends, identify bottlenecks, and make data-driven decisions about your training needs.

Learn more about reviewing insights.

Best Practices

Request Form Question Bank and Template

Check out this handy list of frequently used questions our customers include in their request forms. We've also included a free Training Request Form template you can download to reference.

eBook: Managing Training Intake for Strategic Success
Download this eBook to streamline training requests and align them with business goals. It includes tools like a training request scorecard for better prioritization and management.

Ultimate Guide to Managing Training Requests
Access this guide for clear steps on creating a standardized training intake process. It helps you prioritize requests, ensure quality outcomes, and leverage data-driven decisions.

eBook: How to Make L&D a Strategic Pillar
​This eBook explores the value of establishing a Learning Advisory Committee. Learn how to align L&D with business goals, identify true training needs, and collaborate with key stakeholders for better outcomes.

Did this answer your question?