Each person in Cognota has a user type that controls what they can see and do. Understanding each type helps you give the right access to the right people.
In this article
User types
User type | Purpose | License required? |
Learning Team User | Core L&D team members who do their day-to-day work in Cognota. | Yes |
Facilitator User | Assigned to learning events to manage and support delivery. Project access is limited to projects they're assigned to. | Yes |
Business User | Business team members who submit requests or participate in projects when needed. | No |
External User | Contractors, consultants, or SMEs supporting specific projects. Access is limited to the projects and tasks they're assigned to. | No |
To add users or change a user's type, see Add and manage users.
Access levels for Learning Team Users
An Admin can give Learning Team Users extra access:
Access level | What it grants |
Admin | Full access to all areas of the platform. Admins are the only role with access to Insights, Settings, and system-wide configuration. |
Power User | Can view, create, and edit these settings: Request Forms, Project Processes, Project Templates, Task Bundles, Custom Fields, and Vendors. |
Facilitator | Can manage and support learning event delivery. |
Team Manager | Can view and edit work owned by members of their team. |
Team membership
Learning Team Users can be members of more than one Learning Team.
Business Users can only be members of one Business Team at a time.
Permissions by area
Area | Admin | Learning Team User | Facilitator User | Business User | External User |
Home | Full | Full | Full | No | Limited |
Insights | Full | No | No | No | No |
Requests | Full | Full (depends on team structure) | No | Limited (as a requester or business reviewer) | No |
Programs | Full | Full | No | No | No |
Projects | Full | Full (depends on project privacy) | Limited | Limited (only if Project Participant) | Limited (only if Project Participant) |
Project tasks | Full | Full | Yes | Limited (only if Task Assignee) | Limited (only if Task Assignee) |
Design | Full | Full | Limited (as a collaborator) | Limited (as a collaborator) | Limited (as a collaborator) |
Events | Full | Limited (as a Facilitator or Team Manager) | Yes | No | No |
Strategy | Full | Full | Limited | Limited | No |
Budgets | Full | No | No | No | No |
Teams | Full | Limited (can view Teams they're part of) | Limited (can view Teams they're part of) | No | No |
Settings | Full | Limited (as a Power User) | No | No | No |
My Profile | Full | Full | Full | Full | Full |
Notifications | Full | Full | Full | Full | Full |
My Time Off | Full | Full | Full | Full | Full |
To see exactly which requests each role can view, see Find requests and check who can see them.
Detailed permissions
The tables below show permissions for the three user types with limited access. Admins and Learning Team Users have the access shown in Permissions by area.
Projects
Action | Facilitator User | Business User | External User |
Create Project | No | No | No |
View Project Overview | Yes | Yes | Yes |
Edit Project Overview | Limited (as the Owner) | No | No |
View Project Tasks | Yes | Yes | Yes |
Import Project Task(s) | Limited (as the Owner) | No | No |
Export Project Task(s) | Limited (as the Owner) | No | No |
View Project Resources | Yes | No | Yes |
View Project Budget | Yes | No | Yes |
View Project Content | Yes | Yes | Yes |
Add Content | Limited (as the Owner) | Yes | Yes |
Edit Content (Replace Content or Link/Unlink Content) | Limited (as the Owner) | No | No |
Delete Content | Limited (as the Owner) | No | No |
Export Projects | No | Yes | Yes |
Project tasks
Action | Facilitator User | Business User | External User |
Create Tasks | Yes (for projects they own) | No | No |
View Tasks | Yes | Yes | Yes |
Edit Tasks | Yes | Yes (for tasks they are assigned to) | Yes |
Delete Tasks | Yes | Yes (for tasks they are assigned to) | Yes |
Bulk Delete Tasks | Limited (as the Owner) | No | No |
Import Task(s) | No | No | No |
Export Task(s) | Yes | Yes | Yes |
Design
Action | Facilitator User | Business User | External User |
Edit Design(s) | Yes | Yes | Yes |
Publish/Export | No | No | No |
Invite Collaborators | No | No | No |
Access Templates | No | No | No |
Customize Design Settings | No | No | No |
Strategy
Action | Facilitator User | Business User |
View Goals | Yes | Yes |
Create Goals | No | No |