Your team

Not yet checked on the product

This chapter was written from the product's source code and has not yet been checked by a person on a running Cogneris. If what you see on screen differs, the screen is right — please tell your Cogneris contact so the chapter can be corrected.

Content status: From source; not observed (admin-fe a915204, platform-fe 23fec6d, 2026-10-22; updated for WOR-172).

Your team is the people of your company who use Cogneris. This chapter covers inviting them, giving them a profile, and removing them. What each profile allows is in Profiles and what they allow. The rest of company administration is in the administrator manual.

Before you start

• You are signed in as a company administrator: the Customer administrator profile. Nobody else in your company is offered this screen.
• Open Company administration › Organization › Teams and permissions. The page Teams opens — Manage your team members and invitations.

The team list

While it loads the page shows Loading team members.... Then it lists every member and every pending invitation:

Column	What it shows
Name	The person's name, with the e-mail address under it. A person who has not finished sign-up shows the e-mail address only.
Role	The company role chosen at the invitation: Admin or Member.
Status	Active, Pending (invited, not joined yet), Inactive (removed or deactivated), Blocked (blocked for security, with the reason under it: Maximum attempts, Inactivity or Manual), or Unknown (the security status could not be read).
User role	The person's profiles. No access means an active member with no profile, who cannot open anything.
Actions	Manage access, and Cancel invitation on a pending invitation.

Above the list you can search by Name, filter by profile (All roles) and by status (Any status). The line Showing … of … counts the result; No team members match these filters. means the filters hide everyone. An empty team shows No team members found.

If the page shows Security status is temporarily unavailable. Refresh before changing security access., the Status column could not be confirmed for some accounts; reload the page before acting on them.

Invite a member

1. Select Invite Member. The Invite Member dialog opens.
2. Type the person's Email (required).
3. Choose the Role:
   • Member — no product is opened for them yet; you choose their module access later.
   • Admin — the person becomes a company administrator when they join, and all their module access is turned on.
4. Select Send Invite. If the address is empty, nothing happens.

Expected result: the dialog closes, the page shows Invitation sent successfully!, and the person appears in the list with the status Pending. Cogneris sends them an invitation e-mail (see What the invited person receives).

The invitation does not give a profile. When the person has joined, they show No access until you give them a profile; see Change a member's profile.

Resend or cancel an invitation

An invitation stays valid for 7 days.

• Resend. Select Manage access on the pending invitation, then Resend invitation under Danger zone. Cogneris sends a new e-mail with a new link, valid for 7 more days; the link in the earlier e-mail stops working. The page shows Invitation resent.
• Cancel. Select Cancel invitation on the row, or under Danger zone in Manage access. The page shows Invitation cancelled. and the invitation leaves the list.

To invite the same address again while an invitation is still pending, resend it instead.

Change a member's profile

1. Select Manage access on the member's row. The Manage access dialog opens with the member's name and e-mail address.
2. Under User role, tick the profiles the member should hold and untick the others. The hint reads Roles describe what someone does. Module access is granted separately. A member with no profile shows This person cannot open anything yet: inviting someone does not assign a user role, and module access alone grants nothing. Pick a role here, then ask them to sign in again so it takes effect.
3. Under Module access, tick the products the member may open: Portal, Workflow, Document Center, Vision, Sign, Templates, Tickets, Company administration. The counter beside the title shows how many are on. Grant all and Revoke all tick or untick every product.
4. Select Save. Cancel closes the dialog without saving.

Expected result: the dialog closes, the page shows Changes saved., and the list shows the new profiles under User role. Ask the member to sign in again: their profile is read at sign-in.

Things to know:

• You can give profiles only to members who have joined. On a pending invitation the User role boxes are disabled; you can still set its Module access.
• The profiles offered depend on the member: the six company profiles, Ticket operator, and the four Housing Credit profiles under their own heading. External compliance auditors and any profile your company created are not offered here.
• Ticking Customer administrator makes the member a company administrator and turns all their module access on. Unticking it removes their administrator rights and their Company administration module access, and ends their open sessions.
• The company's owner must stay an administrator, and the company must keep at least one active administrator; Cogneris refuses a change that breaks either rule, without changing anything. The owner is the member whose e-mail address is the company's e-mail address.
• If the dialog stays open with Saved, but the server adjusted some modules. The list below shows what was applied., Cogneris kept a different module access from the one you ticked. The boxes now show what was saved.

Remove a member

1. Select Manage access on the member's row.
2. Under Danger zone, select Remove user. The button is disabled for a pending invitation (cancel it instead), for your own account, for the company's owner, and for a member who is not Active.
3. The Remove user dialog asks Are you sure you want to remove … (…) from the team? with the member's name and e-mail address, and warns They lose access to Cogneris immediately. You can invite them again at any time. Select Confirm, or Cancel.

Expected result: the page shows User removed. The member's open sessions end and they lose access to Cogneris at once. Their status becomes Inactive. You can invite the same address again later.

Deactivate or reactivate a member

Deactivating takes a member's access away for a while without removing them: they cannot sign in, and their profiles, module access and data are kept.

1. Select Manage access on the member's row.
2. Under Danger zone, select Deactivate user (an Active member) or Reactivate user (a member you deactivated). Neither is offered for a pending invitation, your own account or the company's owner.
3. The dialog shows the member's name and e-mail address. When deactivating it warns They lose access to Cogneris until an administrator reactivates them. Their data and settings are kept. Select Confirm, or Cancel.

Expected result: the page shows User deactivated. or User reactivated., and the member's status becomes Inactive or Active.

Cogneris refuses, without changing anything, to deactivate the last active administrator (The organization must keep at least one active administrator.) or a member who has not created an account (Only members with an account can be deactivated.). Reactivate user brings back only members deactivated from this screen (Only members deactivated from Teams can be reactivated here.); a removed member must be invited again (Removed members cannot be reactivated or suspended. Invite them again instead.).

Block or unblock a member (Cogneris platform administrators)

Blocking is a security action, different from deactivating: it ends every open session at once and stops the person from signing in. Cogneris also blocks accounts by itself after too many failed attempts or a long inactivity. On the Teams screen, Block user and Reactivate blocked user are offered only to Cogneris platform administrators, and only while the security status can be read.

• Block user asks you to confirm: Blocking this user immediately revokes all active sessions and prevents sign-in until an administrator reactivates the account. The page then shows User blocked successfully. and the status Blocked.
• Reactivate blocked user asks you to confirm: Active sessions remain revoked. The user will receive an email with a secure password-reset link and must set a new password before signing in. The page then shows Blocked user reactivated successfully.

If your company needs a member blocked or unblocked, ask your Cogneris contact.

Reset a member's two-step verification

Use this when a member lost both the authenticator app and the backup codes and cannot sign in.

1. Select Manage access on the member's row.
2. Under Danger zone, select Reset MFA.
3. The Reset two-step verification dialog asks Reset two-step verification for … (…)? with the member's name and e-mail address, and explains Use this when the member lost both the authenticator app and the backup codes. They are told by e-mail and, if your company requires two-step verification, set it up again the next time they sign in. Select Reset MFA, or Cancel.

Expected result: the drawer shows Two-step verification was reset. The member was notified by e-mail. The member receives an e-mail saying an administrator reset two-step verification on the account. If the reset worked but the e-mail could not be sent, the drawer shows Two-step verification was reset, but the notification e-mail could not be sent. Let the member know. The member's open sessions are not ended.

The action is refused with a message when:

• it is your own account (You cannot reset your own two-step verification here. Use your MFA settings instead.);
• the member has not set up two-step verification (This member has no two-step verification to reset.);
• it is the company's break-glass account for SAML sign-in (The break-glass account keeps its two-step verification.).

Every reset is recorded in the security audit log with you as the actor.

What the invited person receives

The person receives an e-mail from Cogneris, written in the language of the administrator who invited them: Portuguese (Brazil) or English. When that language is not known, the e-mail is in English. In English the subject is You have been invited to Cogneris; in Portuguese, Você foi convidado para a plataforma Cogneris. It shows your company's name, the role (Administrator or Member; in Portuguese Administrador or Membro), their e-mail address and the date the invitation expires, with an Accept invitation (Aceitar convite) button. A resent invitation follows the language of the administrator who resends it.

The button opens the Cogneris sign-in pages:

• A person without a Cogneris account completes the sign-up (Complete your sign-up): name, phone, acceptance of the Terms of Service and Privacy Policy, then a code sent by e-mail (Verify your email) and a password (Create a strong password).
• A person who already has an account sees You have an invitation and selects Join this organization. They can choose Create my own organization instead.

After joining, they sign in as usual, and set up two-factor authentication when Cogneris asks for it. Until you give them a profile, they cannot open any product.

Common problems

What you see	What it means	What to do
This user has already been invited.	The address is already an active member, or has an invitation that has not expired	Find the person in the list. For a pending invitation, use Resend invitation.
Failed to send invitation.	The invitation was not created	Check the address and try again.
Failed to load team members.	The list could not be loaded	Reload the page.
A member shows No access	They have joined but hold no profile	Give them a profile, then ask them to sign in again.
A member says a product is missing or not available	Their profile does not include it, or their module access does not	Check both under Manage access; see Profiles.
Failed to resend invitation. / Failed to cancel invitation.	The invitation could not be changed, for example because it is no longer pending	Reload the page and check its status.
Failed to update the user's role.	The change was not saved, or only partly	Reload the page, check what was applied, and try again.
The organization owner must stay an administrator. The role was not changed.	You unticked Customer administrator for the company's owner	Leave the owner as administrator.
The organization must keep at least one active administrator. The role was not changed.	You unticked Customer administrator for the last active administrator	Make someone else administrator first.
The administrator role could not be confirmed with billing. Nothing was changed; try again.	The billing service did not answer	Try again later.
This user is not an active member of the organization in billing, so the administrator role could not be granted. Nothing was changed.	The member is not active in your company	Check the member's Status.
This user cannot be removed. The organization owner and your own account are protected.	The member is the company's owner, your own account, or the last active administrator	Make someone else administrator first, if that is the reason.
Only administrators can remove users.	Your account is not a company administrator	Ask a company administrator.
User not found in this organization.	The member was already removed, or the list is out of date	Reload the page.
Failed to remove user.	The member was not removed for another reason	Try again.
The person never received the e-mail, or the link expired	The invitation is older than 7 days, or the message was lost	Use Resend invitation.

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Last reviewed 2026-10-22 · Version 1.0.0 · Owner: product-documentation