Users must be added, registered, and active to access Cognota. Adding your users is one of the first steps we recommend when you set up your account. It lets you configure your organization and assign request and project work.
Who can do this: Admins
In this article
User types
You can invite four types of users to Cognota:
User type | Who they are | License required? |
Learning Team Users | Members of your Learning Teams who use the platform to do their work. Their capacity and workload can be tracked and managed. They can also be enabled as Facilitators and/or Power Users by toggling these on or off in their profile. | Yes. The number of active Learning Team Users is limited by the number of licenses your organization has purchased. |
Facilitators | Assigned to learning events to manage and support delivery. They can review their learning events, create tasks for pre- and post-event work, and be assigned tasks. | Yes |
Business Users | Members of Business Teams who use the platform to submit requests or participate in projects when needed. | No |
External Users | Consultants, contractors, or SMEs who support particular projects but aren't employed by your organization. | No |
For details on what each user type can access, see Understand user types, roles, and permissions.
Add a user
Go to Settings › Users.
Select Add User.
Enter the user's Email and select their User Type.
Fill in the required and optional fields. The fields depend on the user type you selected.
Save the user profile.
Result: The user receives an email asking them to complete their registration. Once registered, they can sign in to Cognota.
Notes:
Self registration: When you add a Business User, you can select Self registration. The user then receives an invitation to register and enter their own user information.
Resend an invitation: For users with an Invited or Pending status, open their profile in Settings › Users and select Notify user in the top-right corner to send the invitation again.
Update a user's information
Go to Settings › Users.
Open the user's profile.
Make your changes.
Click Update.
Tip: Users can update their own information by clicking their name in the top-right corner and selecting My Profile.
Change a user's type
Open the user's profile in Settings › Users, then:
To change | Select |
Business User → Learning Team User | Change to Learning User |
Learning Team User → Business User | Change Type |
For any other user type change, contact us through Live Chat or email support@cognota.com.
Change a user's email
To change a user's email address, contact us through Live Chat or email support@cognota.com.
Deactivate or delete a user
Deactivate a user (recommended)
Deactivating a user turns off their access to Cognota while keeping their profile and their content ownership records. This is the recommended option in most cases.
Go to Settings › Users.
Open the user's profile.
Toggle Active User to Off in the top-right corner of the profile.
Note: Deactivated users are still listed as the owner of any content they were part of. Admins can update these ownership fields at any time.
Delete a user
⚠️ Deleting a user permanently removes their account from Cognota. This can't be undone.
We recommend deactivating the user first, unless you're certain permanent deletion is required.
Go to Settings › Users.
Open the user's profile.
Click Delete User in the top-right corner of the profile.
Confirm the deletion when prompted.
Troubleshooting
The Continue button stays greyed out when I add a user
The most common cause is that the email address already belongs to an existing Cognota user.
Cognota allows one account per email address. If the person was added before, even as a different user type or as an inactive user, you can't invite them again. Update their existing profile instead.
Fix it
Work through these steps in order.
1. Search for the user
Go to Settings › Users.
Search for the person's name or email address.
If they appear in the list, they already have an account. Go to step 2.
If they don't appear, check the email for typos, extra spaces, or an old domain, then try Add User again.
2. Update the existing profile
Open the user's profile and make the change you need instead of inviting them again:
Business User who needs Learning Team access: select Change to Learning User.
Learning Team User who should be a Business User: select Change Type.
User who was deactivated: toggle Active User back On.
Any other user type change: contact support.
Then click Update to save your changes.
Still not working?
Confirm you're signed in as an Admin.
Confirm the email address doesn't already appear under Settings › Users, including inactive users.
Refresh the page and try again.
Take a screenshot of the Add User screen with the email and user type filled in.
If none of these work, contact support at support@cognota.com, or use Resources › Chat With Us. Include your screenshot and the email address you're trying to add so we can help quickly.