This article explains how to add brand new users to Cognexo, disable users who have left your organisation, and update the details of anyone who has moved to a different team or department within the business.
Adding a brand new user
This step-by-step guide is useful if you are only wanting to add one or two users into Cognexo. This is a manual process which is the quickest and easiest way to get a user into the system.
- Log in to Cognexo using your manager credentials.
- Navigate to the People tab.
Click on the Create New Learner button.
Enter the required information for the new user. Anything marked with an Asterix is a mandatory field for an account setup.
- Click the "Save" button at the bottom to add the new user to the system.
After creating the user, click Send Invitation. The user won’t receive their registration email until you do.
If you need to create accounts for a whole team, use the Bulk User Upload feature. You’ll find it under Users in the Admin Portal. From there, download the sample template and fill it in with your users’ details. The template makes sure your data is in the correct format, so the upload goes through without errors.
Users who have left the organisation
Although Cognexo doesn’t fully delete the accounts of users who have left your organisation, you can disable them. Once you disable an account, that user stops receiving emails and notifications. If they appeared on their line manager’s weekly escalation reports, they’re also removed from this list. Their account will stay within Cognexo, so it’s still there if they ever re-join the company.
To disable an account, click the toggle at the top of the user profile A pop-up will appear asking you to confirm your preferred option. You can use the same toggle to re-enable an account later.
Mover Requests
When someone moves to a different team or department, some of their details may change, such as their department, job title, location or line manager. Keep these up to date so the user receives the right content and appears in the right reports.
You can update one user’s details manually in User Management. If you need to update a lot of users at once, use Bulk User Update instead.
Once a user’s profile details are updated, Cognexo automatically moves them in or out of any audiences based on those details. They’ll start receiving content meant for their new team, and managers will see them in the right reports, without anyone editing audience lists by hand.
Tips and Considerations:
- Fields marked with an asterisk(*) are mandatory for your organisation.
- Double-check the information entered for accuracy, the people data is used to deliver the correct content within the campaigns
What to include when you send us a request
If you'd like us to make the changes for you, raise a ticket with the details below. Missing or mismatched details are the most common reason these requests are delayed, because we have to come back to you before we can action them. For more than a few people, a spreadsheet is easiest.
New starters
| Detail | Notes |
|---|---|
| Full name | |
| Email address | The address they'll use to log in. If they'll answer questions in Microsoft Teams, it must match their Teams login exactly. |
| Username or employee ID | If your organisation uses them. |
| Job title | |
| Division and department | Use the names exactly as they already appear in Cognexo for your organisation. |
| Line manager email | The manager's own email address. Check it matches the manager you've named. This is what puts the new starter on their manager's dashboard. |
| When to send the invite | A date, or "as soon as possible". The person won't receive anything until the invite is sent. |
Leavers
- Full name.
- Email address, username or employee ID. A name on its own isn't enough for us to be sure we're disabling the right person.
- Leaving date. We'll disable the account on that date.
Movers
- Full name and email address.
- What's changing, for example the new department, job title or line manager email.
- The date the change takes effect.