The Users tab in the Management Portal allows admins to find, update, and manage users individually or in bulk. This guide walks you through the four available options and how to action tasks for your users.
Accessing the Management Portal
Log into the Intelligence Portal.
Click your initials in the top-right corner.
Select Management from the dropdown.
If you don’t see the Management option, you do not have admin privileges. Please contact your system administrator.
Once in the Management Portal, use the left-hand menu and click Users.
The Four User Options
When you click Users, you’ll see four options:
Single User
User List Upload
Multiple User Selection
Bulk User Upload
1. Single User
Use the search box to look up a user by email address, user ID, or name.
Once you’ve found the user, click Continue to Task.
You’ll be shown the list of available tasks for that specific user.
2. User List Upload
Paste a comma-separated list of user emails, IDs, or names (for example, copied from Excel).
The system will process your list and show how many matches it found.
Example: If you paste 100 emails but only 78 exist in the system, you’ll see 78 valid matches.
Select all, or choose specific users from the list.
Click Continue to Task to proceed.
3. Multiple User Selection
Use this option to filter and select groups of users.
Click Filters to open two sets of filter types:
Static filters: email address, topic rank, assessment score, last question answered, validated on, created date, account status (enabled/disabled), questions status (enabled/disabled).
Tag filters: department, employee ID, job title, line manager email, and any other tags set up in your system.
When you apply filters, the list of users updates in real-time.
Select all or tick individual checkboxes.
Click Continue to Task when ready.
4. Bulk User Upload
Use this option to create or update users via CSV.
You’ll see all available tags in your system, including whether each tag is mandatory.
Download a template file from Download File Template.
Use the template to add new users or update existing users.
To update users, you can export your current list from the Intelligence Portal, make your changes, and re-upload the file here.
Available Tasks
After selecting users through any of the first three options, you’ll be presented with tasks such as:
Send specific questions
Send registration emails
Send mobile app QR code emails
Send Microsoft Teams registration emails
Clear a user’s question stack
Export all user data
Choose the task you wish to run, and it will apply to your selected users.
Handling Bulk Line Manager Changes and Org Restructures
When a team moves, a manager leaves, or a department is reorganised, you may need to update line manager mappings and division/department fields for a large number of users at once. Here is the most reliable approach.
Option 1: Update via the Management Portal (small numbers)
For fewer than 20 users, use the Single User or Multiple User Selection option to find each user and update their line manager email or department tags individually.
Option 2: Bulk upload via CSV (larger numbers)
1. Export your current user list from the Intelligence Portal (People tab → Export).
2. Open the export in Excel and update the line manager email, division, and/or department columns for the affected users.
3. Re-upload via Management → Users → Bulk User Upload.
4. The system will match existing users by email address and update only the fields you have changed.
| ⚠️ Important | The bulk upload will not overwrite part-time working day settings (AvailableOnDays) because this field is not in the upload template — however, check that part-time users' settings are preserved after any bulk upload and correct them individually if needed. If a user's email address has also changed (e.g., due to a name change), contact Cognexo support — email changes cannot be done via bulk upload. |
What to include in a support request for a restructure
If the changes are complex (e.g., multiple sites moving, manager changes across divisions, department taxonomy changes), raise a support ticket and include:
• A spreadsheet showing the current state (email, current manager, current division/dept) and the desired state
• The effective date of the change
• Whether any users have also been offboarded as part of the restructure
Offboarding Users: Suspend vs Disable vs Delete
Cognexo has three ways to stop a user receiving questions. Each behaves differently and is appropriate in different situations.
| Action | What it does and when to use it |
| Temporarily suspend | Pauses question delivery while keeping the user's account, streak, and history intact. Use this for parental leave, long-term sickness, or sabbaticals. The user will resume questions when un-suspended. |
| Disable | Removes the user from active delivery. Their account, history, and streak data are retained for the data retention period set for your organisation. Use this for leavers. The account can be re-enabled if the user returns. |
| Delete / Purge (support only) | Permanently removes the user and all their data. This cannot be undone. Only available via a support request. Use only for GDPR erasure requests or pilot data cleanup. |
To suspend or disable a user: go to People → select the user → User Management tab → use the relevant button on the right-hand side.