There are four types of users in Cognota: Learning Team Users, Facilitators, Business Users and External Users.
Learning Team Users: Core team members who use the platform to do their work. They require a license and can have their workload tracked.
Learning Team Users can also be enabled as Facilitators and/or Power Users by toggling them ON/OFF within a user's profile.
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.
Update User Information
If you ever need to update or modify a user's information, an Admin can follow these steps:
1. Click on Settings on the left menu bar.
2. Select Users.
3. Click into whichever user profile you want to update.
4. Make your modifications.
5. Click Update to save your changes.
Disable a User
Disabling a user deactivates their account so they can no longer access Cognota, while preserving their profile and any content ownership records. This is the recommended option in most cases.
Click on Settings on the left menu bar.
Select Users.
Click into the user profile you want to disable.
Toggle Off the Active User setting in the top right corner of the profile.
Please note that disabled users will still be listed as the owner of any content they were part of. Admins can update these ownership fields at any time.
Delete a User
Permanently deleting a user removes their account from Cognota entirely. This action cannot be undone. We recommend disabling the user first (see above) unless you are certain permanent deletion is required.
Click on Settings on the left menu bar.
Select Users.
Click into the user profile you want to delete.
Click the Delete User button in the top right corner of the profile.
Confirm the deletion when prompted.
Change Email
To change a user email, please reach out to us through Live Chat or send us an email at support@cognota.com.
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.
Learning Team Users into Business Users by clicking into their profile and selecting the "Change Type" button.
For all other user type changes, please reach out to us through Live Chat or send us an email at support@cognota.com.
Want to learn more? Check out these related articles:
Understand the different User Types and Roles