Users, Roles and Permissions
An overview of users, roles, and permissions in Kognitos.
Enhanced Role-Based Access Control
This document describes our new enhanced RBAC system, which is currently being rolled out to organizations gradually. If your organization hasn't been migrated yet, see the Legacy Roles & Permissions section at the bottom of this page. Contact our support team at [email protected] or via our in-app chat (preferred) for more information.
Overview
Kognitos uses a role-based access control (RBAC) system to manage who can access your automations and what actions they can perform. Roles can be assigned at two levels: organization-wide, which grants access and permissions across all agents in the organization, or agent-specific, which limits access and permissions to individual agents.
User Management
A user in Kognitos is an individual who is a member of an organization and has been granted access to interact with the platform. Users are assigned specific roles that determine their permissions and what actions they can perform.
To manage an agent's users, click on the user icon (👤) in the top-right → Users.
Only Organization Owners, CXOs, and Admins can add, edit, or remove users.
Adding Users
To add a new user, click on the user icon (👤) in the top-right → Users → Invite User. Select the user's role and enter their email address. They will receive an email invitation to join your agent.
Editing & Removing Users
To change a user's role or remove a user, click on the user icon in the top-right 👤 → Users. Then click on the menu (⋮) next to a user and select either Change Role or Remove from Agent.
Roles & Permissions
Organization-Level Roles
Organization-level roles provide broad access across all agents in an organization. These roles are designed for executives, administrators, and support personnel who need organization-wide visibility and control for management, oversight, and troubleshooting.
1. Organization Owner
An Organization Owner has complete administrative control over the entire organization and all its agents. This person can perform all actions across the organization, including creating the first agent and managing agents, users, processes, connections, and integrations.
This role is automatically assigned to whoever owns the organization and cannot be manually assigned to other users. However, ownership can be transferred by either the current owner or the Kognitos support team.
2. Support
The Support role provides near-complete administrative access for troubleshooting and managing your organization. Users with this role have the same permissions as Organization Owners, with one exception: they cannot create new agents. This ensures support personnel can assist with configuration, user management, process debugging, and operational issues without modifying the organization's agent structure.
3. CXO
An CXO has high-level oversight across the organization with read-only access to analytics, metrics, and dashboards. This role is designed for those who need visibility into organizational performance, rather than operational access.
Organization-Level Permissions
View Agents
✅
✅
✅
Create Agents
✅
❌
❌
Edit Agents
✅
✅
❌
Delete Agents
✅
✅
❌
Manage Users (Add, Edit, Remove)
✅
✅
✅
Manage Connections (Add, Edit, Remove)
✅
✅
❌
Manage Books (Add, Edit, Remove)
✅
✅
❌
Manage Playgrounds (Create, Edit, Delete)
✅
✅
❌
View Processes
✅
✅
✅
Manage Processes (Create, Delete, Edit)
✅
✅
❌
Manage Runs (View, Start, Edit, Archive)
✅
✅
❌
Manage Exceptions (View, Resolve)
✅
✅
❌
Manage Learnings (Create, Edit, Delete)
✅
✅
❌
View Dashboard
✅
✅
✅
Manage ROI Goals
✅
✅
✅
Manage Agent-Level API Keys (View, Add, Edit, Remove)
✅
✅
❌
Manage Org-Level API Keys (View, Add, Edit, Remove)
✅
❌
❌
Agent-Level Roles
Agent-level roles are scoped to individual agents. Unlike organization-level roles that span the entire organization, users within an agent can have different roles based on their responsibilities in the automation workflow.
1. Admin
An Admin has complete control within an agent. This role can manage all aspects of the agent, making them responsible for overall administration and configuration.
2. Author
An Author focuses on developing and testing automations within their agent. This role can create, edit, and test automations, manage integrations, and work with learnings, but cannot publish processes, create or update credentials, or access dashboards and API keys.
3. Operator
An Operator can run and monitor automation processes. This role is focused on day-to-day execution, resolving exceptions, and managing learnings without the ability to modify the processes themselves.
4. Integrator
An Integrator manages connections, credentials, and integrations within their agent. This role has no access to processes, runs, dashboards, or learnings, ensuring clear separation between integration management and process execution.
Agent-Level Permissions
Edit/Delete Agent
✅
❌
❌
❌
Manage Users (Add, Edit, Remove)
✅
❌
❌
❌
Manage API Keys (View, Add, Edit, Remove)
✅
❌
❌
✅
View Connections
✅
✅
✅
✅
Manage Connections (Add, Edit, Remove)
✅
❌
❌
✅
Manage Books (Add, Edit, Remove)
✅
✅
❌
✅
View/Create Playgrounds
✅
✅
✅
❌
Edit/Delete Playgrounds
✅
✅
❌
❌
View Processes
✅
✅
✅
❌
Manage Processes (Create, Edit, Delete)
✅
✅
❌
❌
View Runs
✅
✅
✅
❌
Start Runs
✅
✅
✅
❌
Edit Runs
✅
✅
❌
❌
Archive Draft Runs
✅
✅
✅
❌
Archive Published Runs
✅
❌
✅
❌
Manage Exceptions (View, Resolve)
✅
✅
✅
❌
Manage Learnings (Create, Edit, Delete)
✅
✅
✅
❌
Manage Test Suites (Add, Edit)
✅
❌
✅
❌
View Dashboard
✅
❌
❌
❌
Manage Agent-Level API Keys (View, Add, Edit, Remove)
✅
❌
❌
✅
Manage Org-Level API Keys (View, Add, Edit, Remove)
❌
❌
❌
❌
Organization Ownership Transfer
Organization ownership can be transferred to another user when needed, such as during personnel changes or organizational restructuring. Transfers can be initiated by either the current Organization Owner or requested through the Kognitos support team. When ownership is transferred, the previous owner is automatically assigned the Admin role across all agents in the organization, ensuring continuity while transitioning control to the new owner.
Legacy Roles & Permissions
This section describes the legacy role system that is being phased out. If your organization has been migrated to the new RBAC system, refer to the Roles & Permissions section above.
The legacy system used a simplified two-role model at the agent level: Admin and Member. Admins had full control over the agent, while Members could draft automations, run processes, and handle exceptions, but had limited access to administrative functions.
Role Comparison
Users
Can add new users to an Agent
Cannot add new users to an Agent
Playgrounds
View, create, edit, delete, configure routing
View, create, edit, delete
Exceptions
View, handle, archive
View, handle, archive
Books
View, learn, edit, delete
View-only
Learnings
View, create, edit, delete
View-only
Processes
View, create, edit, delete, activate, deactivate, duplicate
View-only
Process Versions
View and restore process versions
View-only
Agent Management
Publish, export, import
Export, import (into new agents only)
Preferences
Enable beta features in user settings
Cannot update preferences
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