Administering Knowly
Guides for organisation settings, account administration, roles, teams, privacy, notifications, and connected tools.
34 articles
Account & organisation
Guides for account profiles, organisation settings, team settings, SSO, sign-in, people, and Classic Knowly routing.
- Getting started as an adminUnderstand the admin areas in Knowly that sit outside a single learning journey.
- Editing your account profileUpdate your own account profile, password, email, and personal notification settings.
- Organisation settingsUnderstand which settings belong to the whole Knowly organisation.
- Team settingsUse team settings for changes that belong to one team rather than the whole organisation.
- Setting up SSO for your organisationUnderstand what changes when your organisation signs in to Knowly with SSO.
- Signing in to KnowlyHelp admins, managers, and participants sign in to Knowly and understand access links.
- Removing a participant from your organisationRemove a participant from the organisation when they should no longer have Knowly access.
- Moving content between Knowly organisationsUnderstand why moving content between Knowly organisations is not self-serve.
- Are you on Classic Knowly?Identify whether you are using Classic Knowly and where to find help.
- SSO modes in Knowly: Full SSO and Team Member SSOCompare Full SSO and Team Member SSO in Knowly — who signs in through your identity provider, who uses email links, and how to pick the right mode.
- I've been added as an administrator but can't sign inDiagnose and fix the common case where a new Knowly administrator can't sign in — usually because they haven't been added to the identity-provider group connected to Knowly.
- Directory sync with SCIM: keep Knowly in step with your identity providerHow directory sync (SCIM) keeps Knowly's people list in step with your identity provider — adding, updating, and removing users automatically, and turning directory groups into dynamic lists.
Brand and identity
Guides for organisation logo, brand colour, and how brand identity appears across Knowly.
Privacy and data
Guides for GDPR, legal basis, personal data export, deletion, housekeeping, and closing a Knowly organisation.
- Personal data in Knowly and GDPRUnderstand what personal data can exist in Knowly, why some data is collected, and how GDPR requests are handled.
- Export your personal data from KnowlyDownload a minimized JSON file with account details, directory profile details, progress, and personal answers connected to your Knowly account.
- Deleting personal data on a participant's requestErase one participant's data with Remove from organization, or deprovision at your identity provider when directory sync is on.
- Bulk-deleting old participant data for GDPR housekeepingTwo different jobs for GDPR cleanup: erase people's accounts and all their data, or take many people out of the journeys they're enrolled in.
- Closing your Knowly organisation: what happens to your dataUnderstand what to check before closing a Knowly organisation.
- Legal basis for adding participant data to KnowlyUnderstand what legal basis means before you add or import participant data to Knowly.
Roles
Guides for roles, permissions, and administrator access in Knowly.
- How to manage roles in KnowlyInvite team members, choose roles, and give guests access to selected learning journeys.
- Adding another admin to your organisationInvite another admin and choose whether they need organisation-wide or narrower access.
- How you can use roles in KnowlySee common examples of when to invite a guest, member, or owner in Knowly.
- Roles and permissions in KnowlyUnderstand what team owner, team member, and team guest can do in Knowly, including when to give an evaluator, observer, or second-line manager limited access to a learning journey.
Teams
Guides for teams, team management, and moving learning journeys between teams.
- How to manage teams in KnowlyCreate teams, update team settings, and manage team members in Knowly.
- How to move learning journeys between teams in KnowlyMove a learning journey to another team and understand what changes when access shifts.
- How to use teams in KnowlySee practical examples of how teams help you separate access, branding, and content ownership in Knowly.
- What are teams in Knowly?Learn what teams are in Knowly and how they separate learning journeys, admins, and participants.
Inbox and notifications
Guides for the notification center, following learning journeys, and managing your notification preferences in Knowly.
- What is the notification center?Learn how the Inbox works, how to follow learning journeys, and what admin notifications you can receive.
- Manage notification preferencesLearn how to set global notification defaults and override them for individual learning journeys.
- Scheduled activities: see what's about to send across your journeysUse the Scheduled activities view to see every activity lined up to send or publish across your cohort learning journeys, with filters, deadlines, and inline preview.
- Past activities: results and follow-up for everything you've sentUse the Past activities view to review everything recently sent or published across your cohort learning journeys — completion stats, a summary, and quick reminders and reports.
Plan & access
Guides for locked features, plan access, and what to do when an option is unavailable.
Working in other tools
Guides for using Knowly in connected tools such as Microsoft Teams.