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Updated in 2026.23 The Management UI is a web-based interface for managing system-wide and organization-specific settings in Cognigy. Use the Management UI to configure users, organizations, quotas, password policies, data privacy settings, expiration values for sensitive data, and system messages. The Management UI is especially useful for:
  • System administrators, particularly in on-premises installations.
  • Advanced users who need to manage multiple organizations or adjust global settings.

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Key Features

  • User and Organization Management. Create, modify, remove users, and add them to specific organizations, which serve as isolated environments within Cognigy.
  • Resource Control through Quotas. Set specific quotas for organizations to manage resource usage, including user seats, Projects, and messages. Quotas let you prevent overuse and ensure equitable resource allocation.
  • Security and Privacy Settings. Change password policies and manage data privacy settings, ensuring compliance with security standards and protecting sensitive information through features like data masking and retention policies.
  • Multitenancy and Impersonation Features. Cognigy supports multitenancy, enabling the management of multiple organizations under one installation, along with the ability to impersonate users for troubleshooting and assistance.

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Before you Begin

The Management UI is available for the following Cognigy installations:
  • Cognigy SaaS – the Management UI is managed by Cognigy technical support in most cases. Contact Cognigy support if you want to change any values.
  • On-Premises – the Management UI is available and can be used by the customer. For more information on how to install the Management UI, refer to the Cognigy GitHub repo.
To log in to the Management UI instance, you need the following information:

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Manage Organizations

Organizations define the environment for users, Projects, and data in Cognigy. Use the Management UI to create and configure organizations, adjust quotas and policies, and manage data privacy and expiration settings. Each organization has its own limits, users, and settings, allowing for secure and flexible multi-tenant environments. Each installation includes at least one organization, which is created automatically. This initial organization is named defaultOrg-xxx.
  1. In the Management UI, select Organisations from the left-side menu, then click create organization in the bottom-right corner.
  2. In the Create new Organisation window, fill in the following fields:
    • Name – enter the name of the organization.
    • CXone Business Unit ID – this field is optional. Enter the Business Unit ID if applicable for NiCE Cognigy billing.
    • CXone Tenant ID – this field is optional. If you want users to log in to Cognigy via their NiCE CXone accounts, enter the Tenant ID for your NiCE CXone instance. This way, users can log in via single sign-on (SSO), so they don’t need a separate Cognigy username or password. Each Tenant ID is tied to a single Cognigy organization. When users log in via SSO, they can access only the organization associated with that Tenant ID.
      Specifying a Tenant ID allows NiCE CXone users to log in to Cognigy under the Automation category in the app selector of the NiCE CXone interface. This option is available only if the Cognigy application is activated in NiCE CXone. For more information, refer to the NiCE CXone documentation.
  3. Click Create. The organization will be created with the default settings and appear in the list of organizations.
After creating an organization, you can see the organization in the list of organizations.
To change the organization information, such as Billing Time Zone, Business Unit ID, or Tenant ID, select Organisations from the left-side menu. From the organization list, select the organization you want to change. On the Organisation Details page, click menu and select Change Organization Information.
To change organization quotas, select Organisations from the left-side menu. From the organization list, select the organization you want to change. On the Organisation Details page, click menu and select Change Organisation Quotas.
Setting a quota to 0 disables it, meaning there is no limit.
The password policy defines the rules that users must follow when creating or updating their passwords. It helps ensure that passwords are strong and secure. To change the password policy for an organization, select Organisations from the left-side menu. From the organization list, select the organization you want to change. On the Organisation Details page, click menu and select Change Password Policy.Clicking Save & Enforce logs out all users in the organization. Upon re-login, they must change their password to comply with the new policy.
The expiration values define how long certain sensitive data is retained in the system before it is deleted. To change the expiration values for an organization, select Organisations from the left-side menu. From the organization list, select the organization you want to change. On the Organisation Details page, click menu and select Change Expiration Values.For more information about data expiration:
The data privacy settings define how user data is handled within the organization. To change the data privacy settings for an organization, select Organisations from the left-side menu. From the list, select the organization you want to change. On the Organisation Details page, click menu and select Change Data Privacy Settings.
To change the products associated with an organization, select Organisations from the left-side menu. From the organization list, select the organization you want to change. On the Organisation Details page, click menu and select Change Organisation Products.Select or deselect Enable AI Ops Center if you want to activate or deactivate Ops Center for your organization, then click Save.

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Manage Users

Create and manage users within your Cognigy installation. You can add users to organizations, view user details, impersonate users for troubleshooting, and enforce security settings like password policies or impersonation restrictions.
  1. In the Management UI, ensure that you have created an organization where you want to add a user.
  2. You can open a Create new User window by using one of the following options:
    • Select Users from the left-side menu, then click menu in the bottom-right corner.
    • Select Organisations from the left-side menu, select the organization where you want to add a user, then click Create User in the upper-right corner.
  3. In the Create new User window, fill in the following fields:
    • Name – enter the name of the user.
    • Email – enter the email address of the user. This is used for login and notifications.
    • Organisation – select the organization to which the user will be added. If you have opened the Create new User window from the Organisations page, the organization will be preselected.
    • Password – enter a password for the user. You can generate a random password by clicking change password.
  4. Click Create. The user will be created with the admin role by default, which grants them full access to the organization. You can change the user’s role later on the Access Control page for the organization where the user was added.
You can add a user with the same email to multiple organizations. For details on how users access each organization, refer to the Login for Users in Multiple Organizations page.
After creating a user, you can view them in the user list. Select an organization to view its details.
When impersonating a user, you can log in to the system as the selected user without knowing their actual account password.To impersonate a user, select a user from the list, then click Impersonate in the upper-right corner of the User Details page. Make sure to log out after you have finished your work.
To prevent unauthorized access and protect user privacy, blocking impersonation improves security and helps prevent account misuse.You can block user impersonation as follows:
  • For Cognigy SaaS installations, contact Cognigy technical support.
  • For on-premises installations, use the BLOCK_IMPERSONATE_USER_ORG_WHITELIST feature flag. You can block user impersonation for:
    • One organization — enter the organisationId in the BLOCK_IMPERSONATE_USER_ORG_WHITELIST feature flag.
    • More than one organization — enter the organisationId values separated by commas, for example, BLOCK_IMPERSONATE_USER_ORG_WHITELIST=63c6af010aa7a0eadd88edbd,63c6af010aa7a0eadd88edbe.
    • All organizations — set BLOCK_IMPERSONATE_USER_ORG_WHITELIST=*.
You can also disable or delete a user by selecting them from the user list, clicking menu, and selecting the respective option on the User Details page.

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System Message

Use the System Message feature in the Management UI to notify users across all organizations about important events, such as scheduled maintenance or platform updates. This feature is especially useful for notifying users in on-premises installations about planned downtimes or system-wide changes.
To create a system message:
  1. In the Management UI, select System Message in the left-side menu, then click create system message in the bottom-right corner.
  2. Specify the expiration date and time in the Until when field.
  3. Enter your message in the Message field. This message will be displayed to all users in the organization.
  4. (Optional) Activate Show on Login Screen to display the message before users log in.
Only one system message can be active at a time.
Last modified on November 11, 2026