Management UI - Cognigy Documentation
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Updated in 2026.5 The Management UI is a web-based interface for managing system-wide and organization-specific settings in Cognigy.AI. 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.
Key Features
- User and Organization Management. Create, modify, remove users, and add them to specific organizations, which serve as isolated environments within Cognigy.AI.
- 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.AI supports multitenancy, enabling the management of multiple organizations under one installation, along with the ability to impersonate users for troubleshooting and assistance.
Before you Begin
Check Availability The Management UI is available for the following Cognigy.AI 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.
Log in to the Management UI To log in to the Management UI instance, you need the following information:
| Field | Description |
|---|---|
| Cognigy.AI Backend Base URL | The base URL must follow this format: https://api-<your installation domain>. For example: https://api-trial.cognigy.ai. |
| Service User | The username provided by your Management UI administrator. |
| Service Password | The password for the service user account, provided by your Management UI administrator. |
Manage Organizations
Organizations define the environment for users, Projects, and data in Cognigy.AI. 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.
Create an Organization
- In the Management UI, select Organisations from the left-side menu, then click in the bottom-right corner.
- 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.AI 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.AI username or password. Each Tenant ID is tied to a single Cognigy.AI 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.AI under the Automation category in the app selector of the NiCE CXone interface. This option is available only if the Cognigy.AI application is activated in NiCE CXone. For more information, refer to the NiCE CXone documentation.
- Click Create. The organization will be created with the default settings and appear in the list of organizations.
View Organizations
After creating an organization, you can see the organization in the list of organizations.
| Field | Description |
|---|---|
| General | |
| Name | The name and version of the organization. |
| Enabled | Whether the organization is enabled. |
| Business Unit ID | The ID used for NiCE Cognigy billing. |
| Tenant ID | The NiCE CXone Tenant ID that enables SSO login to a single Cognigy.AI organization. |
| Max Users | The maximum number of users allowed. |
| Max Projects | The maximum number of Projects allowed. |
| Max Channels per Project | The maximum number of channels allowed per Project. |
| Max Messages per Day | The maximum number of messages allowed per day. |
| Billing Timezone | The time zone used for billing. |
| Data Privacy Settings | |
| Apply to all projects | Whether the data privacy settings are applied across all Projects. |
| Contact Profiles | Whether Contact Profiles are created for persisted user data. |
| Collect Analytics | Whether analytics data is collected for all Endpoints. |
| Mask Sensitive Analytics | Whether sensitive analytics data is masked. |
| Mask Sensitive Logging | Whether sensitive logging data is masked. |
| Collect Conversations | Whether the conversation history is collected. |
| Ignore List | A list of Projects that use Endpoint-specific privacy settings instead of organization-level settings. |
| NiCE CXone Info | This section is optional and appears only if Business Unit ID or Tenant ID is configured for the organization. |
| CXone Business Unit ID | This field is optional. The ID used for NiCE Cognigy billing purposes. For more information, refer to the Create an Organization section. |
| CXone Tenant ID | This field is optional. The ID used for SSO login via NiCE CXone. For more information, refer to the Create an Organization section. |
| Conversation Counter | |
| Conversation Counter | The total number of conversations for a specific month and year. |
Change Organization Information
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 and select Change Organization Information.
| Setting | Description |
|---|---|
| Billing Time Zone | The time zone used for billing. This setting affects conversation counts. Before changing it, make sure you understand how conversations are billed. |
| Business Unit ID | The ID used for NiCE Cognigy billing. |
| Tenant ID | The NiCE CXone Tenant ID that enables SSO login to a single Cognigy.AI organization. |
Change Organization Quotas
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 and select Change Organisation Quotas.
Setting a quota to 0 disables it, meaning there is no limit.
| Quota Name | Description |
|---|---|
| Max users | The maximum number of users that can be created within the organization. |
| Max projects | The maximum number of Projects that can be created within the organization. |
| Max channels per project | The maximum number of different Endpoints allowed in a Project. For example, if this is set to 1, you can create an unlimited number of Amazon Alexa Endpoints, but you will receive an error when trying to add a WhatsApp Endpoint. The restriction applies to Endpoint types, not instances. |
| Max messages per day | The maximum number of messages that can be processed per day. This quota isn’t currently enforced but may be subject to change in the future. |
| Max knowledge chunks | The maximum number of Knowledge Chunks that can be created within the organization. |
Change Password Policy
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 and select Change Password Policy.
| Rule | Description |
|---|---|
| Minimum Length | The minimum number of characters required in the password. |
| Maximum Length | The maximum number of characters allowed in the password. |
| Minimum Lowercase Characters | The minimum number of lowercase letters required in the password. |
| Minimum Uppercase Characters | The minimum number of uppercase letters required in the password. |
| Minimum Special Characters | The minimum number of special characters, for example, !, @, #, required in the password. |
| Maximum Identical Characters | The maximum number of identical characters allowed in the password. |
| Failed Login Attempts Before Disabling | Number of failed login attempts allowed before the account is disabled. Set to 0 to disable this feature. Disabled users can be re-enabled via the Management UI. |
Clicking Save & Enforce logs out all users in the organization. Upon re-login, they must change their password to comply with the new policy.
Change Expiration Values
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 and select Change Expiration Values.
| Setting | Description |
|---|---|
| Contact Profiles Expiration | The duration in minutes that a Contact Profile record is retained in the Analytics database. |
| Session Expiration | The duration in minutes that a session remains active in the Analytics database after the last message is sent. Each new message resets this timer. Alternatively, session expiration can be configured using the MAX_SESSION_STATE_TTL_IN_MINUTES environment variable or per Endpoint. If both a global value (configured via the Management UI or environment variable) and an Endpoint-specific value are defined, the shorter duration takes precedence. |
| Conversation Expiration | The duration in minutes that a Conversation record is retained in the Analytics database. |
| Analytics Expiration | The duration in minutes that an Analytics record is retained in the Analytics database. This expiration also applies to data for Goals. |
| Insights Session Data Expiration | The duration in minutes that an Insights Session record is retained in the Analytics database. |
| Steps Data Expiration | The duration in minutes that a Step record is retained in the Analytics database. |
For more information about data expiration:
- In Cognigy.AI, refer to Data Expiration in the Cognigy.AI documentation.
- In Insights, refer to Data Expiration in the Insights documentation.
Change Data Privacy Settings
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 and select Change Data Privacy Settings.
| Setting | Description |
|---|---|
| Enable Data Privacy Settings | The data privacy settings applied to all Projects within the organization. |
| Contact Profiles | The creation of individual Contact Profiles to store persisted user data across sessions. |
| Collect Analytics | The collection of analytics data from all Endpoints. |
| Mask Sensitive Analytics | The masking of all sensitive analytics data collected from Endpoints. |
| Mask Sensitive Logging | The masking of all sensitive logging information generated by Endpoints. |
| Collect Conversations | The collection of conversation history from all Endpoints. |
| Ignore List | The list of Projects that override organization-wide settings with their own Endpoint-specific data privacy settings. |
Change Organization Products
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 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.
Manage Users
Create and manage users within your Cognigy.AI installation. You can add users to organizations, view user details, impersonate users for troubleshooting, and enforce security settings like password policies or impersonation restrictions.
Create a User
- In the Management UI, ensure that you have created an organization where you want to add a user.
- You can open a Create new User window by using one of the following options:
- Select Users from the left-side menu, then click 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.
- 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 .
- Click Create. The user will be created with the
adminrole 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.
View User Details
After creating a user, you can view them in the user list. Select an organization to view its details.
| Field | Description | Example |
|---|---|---|
| General Info | ||
| Name | The user’s display name. | John Doe |
| The user’s login email address. | john-doe@cognigy.com | |
| Organisation | The organization the user belongs to. | ACME |
| Roles | Roles assigned to the user that define their permissions. | admin |
| Meta Info | ||
| Created At | The date the account was created (day-month-year format). | 10/01/2025 |
| Created By | The user or system account that created this user. | system admin |
| Last Changed At | The date the user record was last updated (day-month-year format). | 10/01/2025 |
| Last Changed By | The user or system account that last modified the user details. | system admin |
| Status | ||
| Accepted Terms of Service | Whether the user has accepted the Terms of Service. | Yes |
| User Enabled | Whether the user account is currently active. | Yes |
| Organisation Enabled | Whether the user’s organization is currently enabled in the system. | Yes |
| CXone Info | This section is optional and appears only if the user is assigned to a Cognigy.AI organization linked to a NiCE CXone instance. | |
| CXone Email Address | The user’s email address (cxoneEmail) in the NiCE CXone instance. The value of this field is added automatically and can’t be changed in the Management UI. |
|
| CXone ID | The user ID (cxoneId) in the NiCE CXone instance. The value of this field is added automatically and can’t be changed in the Management UI. |
Impersonate a User
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.
Block User Impersonation
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_WHITELISTfeature flag. You can block user impersonation for:- One organization — enter the
organisationIdin theBLOCK_IMPERSONATE_USER_ORG_WHITELISTfeature flag. - More than one organization — enter the
organisationIdvalues separated by commas, for example,BLOCK_IMPERSONATE_USER_ORG_WHITELIST=63c6af010aa7a0eadd88edbd,63c6af010aa7a0eadd88edbe. - All organizations — set
BLOCK_IMPERSONATE_USER_ORG_WHITELIST=*.
- One organization — enter the
Other Operations
You can also disable or delete a user by selecting them from the user list, clicking , and selecting the respective option on the User Details page.
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.
Create a System Message
To create a system message:
- In the Management UI, select System Message in the left-side menu, then click in the bottom-right corner.
- Specify the expiration date and time in the Until when field.
- Enter your message in the Message field. This message will be displayed to all users in the organization.
- (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 April 21, 2026.