Inviting Users
Users will need to be registered and active to access the Cognota platform.
There are four types of users you can invite to Cognota:
Learning Team Users: Core team members who use the platform to do their work. They require a license and can have their workload tracked. They can also be enabled as Facilitators.
Facilitators: Assigned to learning events to manage and support delivery. They also need a license and can be assigned tasks.
Business Users: Members of business teams who submit requests or participate on projects when needed.
External Users: Contractors, consultants, or SMEs who support specific projects but are not part of your organization.
Admins can invite any of these user types by following these steps:
Cognota > Settings > Users.
Select "Add User".
Enter the user's Email and select their User Type.
For each User Type, there are various required and optional fields you'll then be prompted to populate.
After completing the details, save the user profile. If you choose to notify the user now, they will receive an email to complete their registration.
User Types and Permissions
Understanding the different user types and their access is crucial for assigning appropriate permissions. Here's a quick breakdown:
Admin
Full access to all areas of the platform.
Can manage users, projects, tasks, settings, and design elements.
Only user type with access to Insights, Settings, and all customization options.
Learning Team User
Full access to Home, Projects, Programs, Tasks, and Design.
Conditional access to Intake and Projects depending on team structure.
Facilitator User
Full access to Home, Schedule, and their assigned Tasks.
Limited access to Projects (view and interact with assigned tasks/content).
Can view Teams they’re part of, but cannot create or edit content beyond their assignments.
Business User
Limited access to Home, Intake, and Projects (only if assigned as a participant).
Can submit requests and participate in tasks they’re assigned.
External User
Limited access to Home and Projects (only if assigned).
Can contribute to content and tasks they’re assigned.
Setting up your Teams
Learning Teams, Business Teams and Vendors make up your organization’s structure.
Admins can configure/update Teams by following these steps:
Cognota > Settings > Teams
Click on Learning Teams, Business Teams, or Vendors based on what you want to set up.
Click Add a Team or Add a Vendor (depending on the type of team you’re creating).
Enter the required information.
Click Save or Update to save your changes.
Updating User Information
Admins* can update user information by following these steps:
1. Cognota > Settings > Users.
2. Click into whichever user profile you want to update.
3. Make your modifications.
4. Click Update to save your changes.
*Individuals can also update their own user information by clicking into their name in the top right corner > My Profile.
Admins can also disable users:
1. Cognota > Settings > Users.
2. Click into whichever user profile you want to disable.
3. Toggle Off the "Enable user account" setting.
Change User Type
Admins can change Business Users into Learning Team Users by clicking into their profile and selecting the "Change to Learning User" button.
For all other user type changes, please reach out to us through Live Chat or send us an email at support@cognota.com.
Best Practices
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