User Types at a Glance
There are four user types in Cognota. Understanding the purpose of each role will help you assign the right access to the right people.
Learning Team User — Core L&D team members who do their day-to-day work in Cognota. Requires a license. Learning Team Users can also be enabled with additional access levels by an Admin:
Admin — Grants full platform access, including Insights, Settings, and system-wide configuration
Power User — Grants ability to view, create, and edit select Settings (Request Forms, Project Processes, Project Templates, Task Bundles, Custom Fields, and Vendors)
Facilitator — Grants access to manage and support learning event delivery
Facilitator User — Assigned to learning events to manage and support delivery. Has limited project access scoped to projects they are assigned to. Requires a license.
Business User — Business team members who submit requests or participate in projects when needed. No license required.
External User — Contractors, consultants, or SMEs supporting specific projects. Access is limited to projects and tasks they are assigned to. No license required.
💡 Looking for how to invite or update users? See Setting Up Your Users and Updating User Information.
Area of the Platform | 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 (dependant on team structure) | No | Full | No |
Programs | Full | Full | No | No | No |
Projects | Full | Full (dependant on project privacy) | Limited | Limited (only if Project Participant) | Limited (only if Project Participant) |
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 | Full | Full | Yes | Limited (only if Task Assignee) | Limited (only if Task Assignee) |
Create Tasks |
|
| Yes (for projects they own) | No | No |
View Tasks |
|
| Yes | Yes | Yes |
Edit Tasks |
|
| Yes | Yes | Yes |
Delete Tasks |
|
| Yes | Yes | Yes |
Bulk Delete Tasks |
|
| Limited (as the Owner) | No | No |
Import Task(s) |
|
| No | No | No |
Export Task(s) |
|
| Yes | Yes | Yes |
Design | Full | Full | Limited (as a collaborator) | Limited (as a collaborator) | Limited (as a collaborator) |
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 |
Events | Full | Limited (as a Facilitator or Team Manager) | Yes | No | No |
Strategy | Full | Full | Limited | Limited | No |
View Goals |
|
| Yes | Yes |
|
Create Goals |
|
| No | No |
|
Budgets | Full | No | No | No | No |
View Budgets |
|
|
|
|
|
Edit Budgets |
|
|
|
|
|
Teams | Full | Limited (can view Teams they are part of) | Limited (can view Teams they are 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 |