Creating Forms
Creating forms allows you to gather standardized information from requestors, ensuring clarity and consistency.
Admins can create forms by following these steps:
Cognota > Settings > Configurations > Intake > Request Forms.
Select "Add Form" to create a new form, or use one of the default ones we provide.
Add questions to your form, such as multiple choice, text boxes, or drop-down menus.
Customize the form layout and fields to match the specific information you need from requestors. Hit Save & Exit.
Select the Form from your list of Request Forms and toggle the Publish button.
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:
Cognota > Settings > Users > Add User.
Follow the prompts to send them an invitation to register.
Once the user has completed registration, they can sign into Cognota and access the Intake tab where they can begin to submit requests.
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:
Cognota > Intake.
Click the "Add Request" button.
Choose the request type from the dropdown menu.
Fill out the form with all required information.
Users can either Save & Exit to save the request as a draft or Submit the request when ready.
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:
Go to the Intake tab and view all submitted requests.
Click on any request to see its details and status.
You can approve, waitlist, or decline the request based on your review.
Enable comments to leave feedback or communicate directly with the requestor.
Reviewing Insights
Cognota gives you two ways to track trends, measure performance, and make informed decisions to improve your intake management process — Flexible Dashboards for a customizable, shareable view, and the Insights tab for a pre-built view ready to use with no setup required.
Flexible Dashboards
Build a custom dashboard using pre-built request insight cards. Track metrics like request status, decision rate, time in review, decline reasons, and breakdowns by business unit, priority, and type — and combine them with project, capacity, and user data all in one view.
Insights tab → Intake
Access a pre-built view of your request data from Insights → Intake, filterable by date, owner, business unit, request type, and form. Key metrics include total requests received, approval and decline ratios, requests in review, and historical trend charts over time.
Note: The Insights tab and Flexible Dashboards currently coexist in Cognota. We recommend building your reporting workflows in Dashboards to take advantage of customization, sharing, and richer data options.
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.
