How to control team access by department and by person
Turn on access control and choose what each department and each person can view, create, edit, delete, and manage.
1 min readBasicUpdated on November 12, 2026
Where to find it in Cognizy
Video lesson coming soon. For now, follow the steps below.
Without access control, every member sees everything. Once enabled, each department's permissions apply, plus any extras given to a specific person. Each module has the levels View, Create, Edit, Delete, and Manage.
Where to find it in Cognizy
Before you start
- Feature available on the Business plan or higher.
- Only the owner and administrators can change permissions.
- Create the departments first, in Settings › Departments.
Step by step
- Step 1:
Open . Set up your rules first, and at the end turn on Access control: only then will they take effect.
- Step 2:
In Apply to, choose a department, like Reception.
- Step 3:
For each module (Conversations, Contacts, Sales…), turn on the levels that department will have: View, Create, Edit, Delete and Manage, or All. These apply to all members of that department.
- Step 4:
To give someone extra access, select their name under Users and turn on just the extra permission. Click Save permissions.
How to know it worked
With access control enabled, each member only sees what they can use in the menu, and actions without permission are blocked.
If something goes wrong
I turned it on and someone stopped seeing conversations.
Check if their department has Conversations · View turned on, or grant the extra permission to that person.
Next step
Require two-step verification for everyone.
Sign in with your Cognizy account to save your progress.
Sign in